============================================================ 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 Leave the net terms blank and enter an invoice due date. 3 - 12 Discount Amount / %: If Paid By: The discount amount and if-paid-by lines are reserved for invoices which allow discounts. If a discountable voucher is paid on or before the if-paid-by date, Levinson Lyon deducts the amount of the discount when the check is printed. The amount of the discount will be posted to your discounts taken account when the monthly closing procedure is performed. The discount amount may be entered as: 1. A dollar amount, or 2. A percentage of the invoice amount. Note that if you enter a percentage, a percent sign must be entered first. Levinson Lyon will convert the percentage to a dollar amount when you press . EXAMPLE If the vendor's terms "2% are 10 net 30", enter "%2", add 10 days to the date of the invoice, and enter the resulting date. If the invoice allows a $20 discount, enter "20" and the if-paid-by date. o If the invoice allows a discount, enter the amount or percentage of the discount, and Enter the date the voucher must be paid by to allow the discount. 3 - 13 Partial Payment: Reserved for partial payments. (See the partial payment entry procedures.) G/L Account - A/P: Each time a blank voucher is displayed, Levinson Lyon retrieves the accounts payable account number in the System Control File and displays it for your verification. Each time you print the Account Distribution Report, Levinson Lyon calculates and reports the amounts which will be posted to each G/L account when the month is closed. o Press to accept the accounts payable account number from the System Control File, or Enter the number of any other account in the Chart of Accounts File. If your entry displays a flashing arrow, compare your entry with the Chart of Accounts File Listing. Numbers for accounts not on file will not be accepted. 3 - 14 Check Number: Check Date: G/L Account - Cash: G/L Account - Discount: These items are reserved for: - Entries by Levinson Lyon when checks are printed (See Check Processing) - Entering invoices which have been paid (See the procedures for handwriting checks) - Entering credit memos which have been applied (See the procedure for applying credit memos to handwritten checks) Process o When the voucher header is complete, press . Levinson Lyon will: 1. Record the header information in a temporary file, and 2. Display a blank distribution form. Note that you may press to return to the menu any time before the first header of the entry session is recorded. Recording the first header establishes the temporary file which accumulates your entries until they are posted. After the temporary file has been established, the only way to return to the menu is to complete the entry session by posting or cancelling your entries. 3 - 15 ENTERING THE DISTRIBUTION DETAIL When the "header" form is recorded, Levinson Lyon displays the first distribution form. The distribution forms provide Levinson Lyon with the information required to distribute the voucher detail to its appropriate accounts. Each form provides for one distribution entry, and forms will continue to appear until distribution entries are complete. You may press at any time to go to the next phase of the entry cycle, but a voucher whose total distributions do not equal the total amount of the voucher cannot be recorded. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * G / L A C C O U N T D I S T R I B U T I O N * * * º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ Invoice Amount: Remaining To Distribute: ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ G/L Account: .... - .... ³ ³ ³ ³ Description: ³ ³ ³ ³ Amount: ............ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ This is Entry ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -To Change F2 -Clear ESC -No Change 3 - 16 Invoice Amount: Levinson Lyon displays the invoice amount, which you entered as part of the header information, as a reference during distribution entries. Remaining to Distribute: The remaining-to-distribute amount represents the invoice amount minus the total amount you have entered for distribution. When the first distribution screen is displayed, the remaining-to-distribute amount will equal the invoice amount. When the remaining-to-distribute amount is equal to zero, you will be ready to press and display the entry options menu. G/L Account: When the expenses represented by an invoice voucher are distributed, the amount of each voucher item will be distributed to the G/L account you enter for each item. When you enter the G/L account number, Levinson Lyon retrieves the account description from the Chart of Accounts. You may also have Levinson Lyon retrieve the G/L account number from the vendor's record and enter that number as the G/L account for distribution. 3 - 17 o Press to retrieve the G/L account number from the vendor's record, or Enter the number of any other account in the Chart of Accounts. If a "RECORD NOT FOUND" message is displayed, compare your entry with the Chart of Accounts Listing. Numbers for accounts not on file will not be accepted. Amount: o Enter the amount to be distributed, or Press to enter the remaining-to-distribute amount". Process o When the distribution information is complete, press . Levinson Lyon will: 1. Record the distribution information in a temporary file, and 2. Display another distribution form. Options o When the remaining-to-distribute amount is equal to zero, press to display the voucher entry options. 3 - 18 VOUCHER ENTRY OPTIONS 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 1 - Display Distribution Detail The Distribution Detail includes the: - Line Item Entry Number - G/L (Distribution) Account Number - G/L (Distribution) Account Description - Distribution Amounts - Total Distribution Amount o Display the distribution detail to reveiw your distribution entries. 3 - 19 A voucher cannot be recorded if it is out of balance. If an "OUT OF BALANCE" message is displayed, review your distribution entries and/or header information and make the necessary corrections until the distribution total agrees with the invoice amount. You may: 1. Change the invoice amount on the header form, 2. Change a distribution entry, 3. Delete a distribution entry, or 4. Continue with distribution entries. 2 - Change Header Information Displays the voucher header form for reviewing and/or changing. o If you make any changes to the header form, press to record the changes and return to the options, or Press to return to the options without recording any changes. 3 - 20 3 - Change a Distribution Entry o If you are changing a distribution entry: 1. When you are prompted to do so, enter the number of the distribution entry you are changing, 2. When the entry is displayed, make your changes and press to record the changes and return to the options, or Press to return to the options without recording any changes. 4 - Delete a Distribution Entry o If you are deleting a distribution entry: 1. When you are prompted to do so, enter the number of the distribution entry you are deleting, and 2. When the entry is displayed, press to delete the entry and return to the options, or Press to return to the options without deleting the entry. 3 - 21 5 - Resume Distribution Entries Resumes the entry cycle with a blank distribution entry form. 6 - Cancel This Voucher o If you are cancelling the voucher, when the cancellation warning message is displayed, press to cancel the voucher and display a blank header form, or Press to return to the options without cancelling the voucher. After a voucher has been cancelled and a blank header form is displayed, you may: 1. Enter another voucher, or 2. Press to display the voucher session options. (If no other vouchers have been entered, pressing will return Levinson Lyon to the menu.) 3 - 22 7 - Record This Voucher Records the voucher in a temporary file and displays a blank header form. Once a voucher has been recorded, it may be cancelled and reentered, but it can only be changed through voucher maintenance after it has been posted. o When the voucher is correct enter "7" to record the voucher. If the distribution total agrees with the total amount of the invoice, Levinson Lyon will: 1. Store the voucher (header and distribution detail) in a temporary file, and 2. Display a blank header form. After a voucher has been recorded and a blank header screen is displayed, you may: 1. Enter another voucher 2. Press to display the voucher session options. 3 - 23 A voucher cannot be recorded if it is out of balance. If an "OUT OF BALANCE" message is displayed, review the distribution entries and/or header information and make the necessary corrections until the distribution total agrees with the invoice amount. You may: 1. Change the invoice amount on the header form, 2. Change a distribution entry, 3. Delete a distribution entry, or 4. Continue with distribution entries. 3 - 24 VOUCHER SESSION OPTIONS 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 1 - Print Voucher Transaction Register The Voucher Transaction Register provides a listing (audit trail) of the vouchers you have entered during a session. It should be printed when all vouchers for the session have been entered and prior to posting the vouchers. If you have calculated a session total from the invoices you are entering, you may compare that total to the Voucher Transaction Register total to confirm that all invoices were entered correctly. If any additions or corrections are made to the session after the Voucher Register is printed, it should be reprinted prior to posting. 3 - 25 Note that the Voucher Transaction Register is similar to the Voucher Register which is a File Listing option. There are, however, some important differences between the Voucher Register and the Voucher Transaction Register. 1. The Voucher Transaction Register is derived from the contents of the temporary file, where vouchers are stored when they are recorded. Once the vouchers in that file have been posted, they cannot be included in the Voucher Transaction Register. The Voucher Register is derived from the contents of the Voucher File, where vouchers are stored when they are posted. 2. The Voucher Transaction Register cannot be formatted.....i.e. it includes all vouchers in the temporary file. The Voucher Register may be formatted in the same way that all file listings may be formatted. 3. The Voucher Transaction Register does not include an Accounts Payable recap like the one that follows the Voucher Register. o Print and reprint the Voucher Transaction Register until all corrections have been made and the report is correct. 3 - 26 2 - Delete a Voucher Prompts you for the number of the voucher to be deleted. Vouchers entered during the session are the only vouchers which may be deleted. A voucher may be deleted any time prior to posting. o If you are deleting a voucher: 1. When you are prompted to do so, enter the number of the voucher you are cancelling. 2. When the cancellation warning is displayed, press to delete the voucher and return to the options, or Press to return to the options without deleting the voucher. 3 - Resume Voucher Entries Resumes the entry cycle with a blank header form. o If you have additional vouchers to enter, enter "3" and continue. 3 - 27 4 - Cancel This Session Cancelling the session: 1. Deletes the temporary file where each voucher was recorded as it was entered, and 2. Returns Levinson Lyon to the menu. o If you are cancelling the session, when the cancellation warning message is displayed, press enter to cancel all vouchers entered during the session and return to the menu, or Press to return to the options without cancelling vouchers. 5 - Post Vouchers o When you are ready to post vouchers, enter "5". Levinson Lyon will: 1. Transfer all voucher entries recorded in the temporary file to the Voucher File, 2. Delete the temporary voucher entry file, 3. Update the general files, and 4. Return to the menu. ================================================================= 3 - 28 ================================================================= MODIFYING A VOUCHER ================================================================= The voucher modification procedure provides for: - Correcting a voucher after it has been posted - Adding a partial payment amount to a voucher - Paying a voucher with a hand written check - Applying a credit memo voucher to a hand written check This section details the data entry procedure for correcting a voucher. The remaining sections suggest procedures for using the voucher entry and/or voucher modification procedures for entering other transactions, e.g. paying a voucher with a handwritten check. The procedure outlined here assumes that you have entered an invoice voucher, and that you are now CHANGING that voucher. As long as a voucher remains in the Voucher File, there are two ways to change it: 1. Make corrections using the modification procedure, or 2. Enter a credit to offset the voucher and enter a new, corrected voucher. Of the two methods, the second is the most desirable because it provides a complete "audit trail" of events. You may, however, use the voucher file maintenance procedure to modify a voucher. The procedure is similar to the voucher entry procedure, but some restrictions apply if the voucher has been distributed. 3 - 29 SELECTION o Select - File Maintenance Enter 1 - Voucher ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VOUCHER MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Voucher Number: ..... ³ ³ ³ ³ Vendor ID: ..... ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Invoice Number: Amount: ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "C" for CHANGE. 3 - 30 Voucher Number: Vendor ID: Levinson Lyon provides three ways to display a voucher for modification. You may: 1. Enter a voucher number, 2. Enter a vendor ID, or 3. Use and to display the previous and next voucher for each vendor. Regardless of the method you choose, Levinson Lyon will display the invoice (credit memo) number and amount for your verification. Depending on the size of the Voucher File, entering a voucher number may be the most direct way of displaying a voucher record. If you enter a vendor ID, Levinson Lyon will display the first voucher for that vendor. You may then use and to display the previous and next vouchers for that vendor. When the last voucher for a vendor has been displayed, Levinson Lyon displays the first voucher for the next vendor, and the process continues. Note that vouchers displayed in this manner are displayed in Voucher File order by vendor and not by voucher number, unless of course you are using only one vendor. Process o When the correct invoice number and amount are displayed, press to display the voucher header. 3 - 31 The same rules and instructions for entering a voucher apply to changing a voucher, with the following exceptions. When the voucher header is displayed, the upper right hand corner of the form displays the voucher's distribution and selection status. If the distribution status is "DISTRIBUTED", Levinson Lyon protects the integrity of your data by "locking" the following items: - Voucher Number - Vendor ID - Invoice Amount - Invoice Date - G/L Account - A/P In addition, a check number on the voucher header indicates that the voucher has been paid. Deleting the check number from the voucher is one way to void a check, but this is not the recommended procedure. (See Voiding a Check). Note that you may change the G/L Accounts for cash and discounts, even if the voucher has been distributed. (Levinson Lyon uses these numbers during the monthly closing procedure only if the voucher has been paid and has been, or qualifies to be distributed.) ================================================================= 3 - 32 ================================================================= ENTERING A RECURRING INVOICE VOUCHER ================================================================= Levinson Lyon handles amounts which are paid once-a-month and do not change from month to month as "recurring" vouchers . . . e.g. rent and equipment lease payments. A recurring invoice voucher is entered like an invoice voucher except that either a single (&) or double (&&) ampersand is entered as the first character of the invoice number. The ampersand informs Levinson Lyon that the voucher is a recurring voucher. During the month-end closing, if Levinson Lyon encounters a "&" it checks to see if the following requirements are met: 1. The invoice date is less that the period ending date, or 2. The check number amount is greater than zero (the voucher has been paid). If the requirements are met, Levinson Lyon creates a new voucher for each recurring voucher (&) on file. The new vouchers are duplicates of the originals, except that: 1. The invoice date is rolled forward one month, and 2. Levinson Lyon assigns the next available voucher number to the new voucher (based on the next voucher number in the System Control File). If the original voucher has been paid, it is removed from the file during the month-end closing procedure. If the original voucher has not been paid, the ampersand(s) is removed, and it remains on file. The new voucher continues to carry the ampersand, allowing the process to be repeated. 3 - 33 A recurring invoice marked with a double ampersand (&&) is processed just like one with a single ampersand (&), except that the voucher is duplicated unconditionally. That is, each time you perform the monthly closing, all vouchers marked with a double ampersand (&&) will be duplicated (even if they may not fall with your period ending date). Levinson Lyon will: 1. Roll the invoice date forward one month, and 2. Assign the next available voucher number to the new voucher (based on the next voucher number in the System Control File). If your company performs multiple monthly closings, we recommend using the "&" ampersand for setting up your recurring vouchers. Depending on how many monthly closings you perform each month, "&&" marked recurring vouchers may be generated for an unlimited amount of periods and consume reporting time. PROCEDURE Using the invoice voucher entry procedure, enter an invoice voucher for the recurring invoice, using an ampersand (& or &&) as the first character of the invoice number. ================================================================= 3 - 34 ================================================================= ENTERING A HANDWRITTEN CHECK VOUCHER ================================================================= There may be instances when having Levinson Lyon print checks is not practical.............e.g. a C.O.D. delivery. In such cases a handwritten check takes the place of the printed check. Even though the invoice has been paid, a voucher should be entered for the transaction so that Levinson Lyon transaction and distribution reports will reflect total disbursements. A handwritten check voucher is entered like an invoice voucher with the exception that: 1. The handwritten check number is entered on the check number line, and 2. The handwritten check date is entered on the check date line. Adding the check number and date to the invoice voucher informs Levinson Lyon that the invoice has been paid and prevents an additional check from being printed. The transaction information will appear in the transaction reports, but the invoice amount will not be included in the Cash Requirements or Aged Payable Reports. Note that this procedure will also accommodate other types of payment, e.g. cash. Entering any check number, e.g. 99999, will prevent a check from being printed but allow expenses to be distributed. 3 - 35 PROCEDURE Using the invoice voucher entry procedure: 1. Enter an invoice voucher, including the check number and date of the handwritten check. When a check number is entered, Levinson Lyon retrieves the cash and discount account numbers from the System Control File and displays them for your verification. 2. Verify that the G/L account numbers which Levinson Lyon retrieves from the System Control File are the accounts you will be using to post cash and any discount taken. (You may change the G/L accounts by entering the number of any other account in your Chart of Accounts.) ================================================================= 3 - 36 ================================================================= ENTERING AND APPLYING A CREDIT VOUCHER ================================================================= This transaction assumes that a credit memo has been received from a vendor and that the amount of the credit will be deducted from a future payment. Levinson Lyon deducts the amount of a vendor credit from future payments to that vendor when the credit voucher is included in the vouchers selected for payment. A complete record of credits applied and invoices paid will be printed with the check detail. A voucher should be entered for a credit memo even if a related invoice voucher has not been paid or distributed. Selecting an invoice voucher and a related credit voucher for payment, and printing a check, provides a permanent record of events for your records and for the vendor's records. PROCEDURE Using the invoice voucher entry procedure, enter a voucher, entering all dollar amounts as negative amounts. ================================================================= 3 - 37 ================================================================= ENTERING AND APPLYING A CREDIT MEMO VOUCHER AGAINST A HANDWRITTEN CHECK ================================================================= A vendor credit may be applied against an invoice being paid with a handwritten check by including the check number and date of the handwritten check on both the invoice voucher entry and the credit voucher entry. Including a check number and date on the credit voucher informs Levinson Lyon that the credit has been used in the same way that including a check number and date on an invoice voucher informs Levinson Lyon that an invoice has been paid. The credit may not be selected for application against future payments to the vendor, and Levinson Lyon will not print a check for the invoice voucher. Entering the check number and date of the handwritten check on both the invoice and credit vouchers provides an "audit trail" from the credit memo to the invoice, and to the handwritten check. PROCEDURE Using the invoice voucher entry procedure: 1. Enter a voucher for the invoice you are paying with the credit voucher and the handwritten check, including the check number and date of the handwritten chech. 2. Verify that the G/L account numbers which Levinson Lyon retrieves from the System Control File are the accounts you will be using to post cash and any discount taken. 3 - 38 3. Enter a voucher for the credit memo, using negative dollar amounts and including the check number and date of the handwritten check. 4. Verify the G/L account numbers which are retrieved from the System Control File. ================================================================= 3 - 39 ================================================================= APPLYING A PREVIOUSLY ENTERED CREDIT MEMO AGAINST A HANDWRITTEN CHECK ================================================================= This transaction is handled in the same way as entering and applying a credit against a handwritten check except that the credit voucher is retrieved from the Voucher File. The check number and date are then added to the credit voucher with the CHANGE function. PROCEDURE Using the invoice voucher entry procedure: 1. Enter an invoice voucher for the invoice you are paying with the handwritten check, including the check number and date. 2. Verifying that the G/L account numbers which Levinson Lyon retrieves from the System Control File are the accounts you will be using to post cash and any discount taken. Using the voucher modification procedure: 3. CHANGE the credit memo voucher record to include the number and date of the handwritten check. 4. Verify the G/L account numbers which are retrieved from the System Control File. ================================================================= 3 - 40 ================================================================= PARTIALLY PAYING A VOUCHER WITH A Levinson Lyon CHECK ================================================================= The PARTIAL PAYMENT line of the voucher header form allows you to inform Levinson Lyon that a partial payment is being made against an invoice. A partial payment amount may be: 1. Entered when a voucher is entered, 2. Added to a previously entered voucher via Voucher Maintenance, or 3. Entered when vouchers are selected for payment. When Levinson Lyon prints a check for a voucher which has a partial payment amount, the check will be printed for that amount. Levinson Lyon then creates an additional voucher for the remaining amount, assigning it the next available voucher number. Partial payments may then be made against the new voucher, and the process is repeated. The total amount of each voucher continues to be reflected in the Cash Requirements Report and the Aged Payables Report even when a partial payment amount is present. 3 - 41 PROCEDURE If the voucher has not been entered, use the invoice voucher entry procedure to enter the voucher, including the partial payment amount. If the voucher has been entered, use the voucher modification procedure to CHANGE the voucher record to include the partial payment amount, or Select the voucher for payment and enter the partial payment amount. (See Section 4 - Selecting Vouchers For Payment) ================================================================= 3 - 42 ================================================================= HANDWRITING A CHECK TO MAKE FULL PAYMENT FOR A PREVIOUSLY ENTERED INVOICE VOUCHER ================================================================= This transaction assumes that you have entered an invoice voucher and that you are now paying the full amount of that voucher with a handwritten check. PROCEDURE Using the voucher modification procedure: CHANGE the voucher by adding the check number and check date of the handwitten check to the voucher. Levinson Lyon will treat this voucher the same as if the check number had been included when the voucher was entered, i.e. the presence of the check number prevents the voucher from being selected for payment. ================================================================= 3 - 43 ================================================================= HANDWRITING A CHECK TO PARTIALLY PAY AN UNENTERED INVOICE ================================================================= This transaction assumes that you are handwriting a check to partially pay an invoice which has not been entered. It must be treated as two transactions: 1. A complete handwritten check transaction, and 2. A complete unpaid invoice transaction. PROCEDURE Using the invoice voucher entry procedure: 1. Enter a voucher, using the partial payment amount as the invoice amount, including the check number and date of the handwritten check. Levinson Lyon will treat this the same as a complete handwritten check transaction. 2. Enter another voucher for the balance of the invoice. Levinson Lyon will treat this as a complete unpaid invoice voucher. Note that Levinson Lyon will create a voucher for the amount remaining after a partial payment only if a check is printed for the partial payment amount. If you write a check for a partial payment amount, you must create the voucher for the remaining amount. ================================================================= 3 - 44 ================================================================= PARTIALLY PAYING A PREVIOUSLY ENTERED VOUCHER WITH A HANDWRITTEN CHECK ================================================================= This procedure requires that the previously entered invoice voucher be offset with a credit voucher. The transaction is then treated as if the invoice had not been previously entered. PROCEDURE Using the voucher modification procedure: 1. CHANGE the original invoice voucher to include the check number and date of the check you are writing. Levinson Lyon will treat this transaction as a complete handwritten check transaction . . . i.e. a check will not be printed, and the check number and date will provide an "audit trail" to the handwritten check. 2. Enter a credit memo voucher to offset the original invoice voucher, including the check number and date of the handwritten check. Levinson Lyon will treat this transaction as a credit for the invoice voucher but will not allow the credit to be selected and applied against future payments. The check number and date will provide an "audit trail" to the handwritten check. 3 - 45 Using the invoice voucher entry procedure: 3. Enter an invoice voucher for the amount you are paying, including the check number and date of the handwritten check. Levinson Lyon will treat this the same as a complete handwritten check transaction. 4. Enter another voucher for the balance of the invoice. Levinson Lyon treats this as a complete unpaid invoice voucher. ================================================================= 3 - 46 ================================================================= VOIDING A CHECK ================================================================= When a check needs to be voided, a "credit" should be entered to offset the voucher "paid" by the original check. An offsetting "credit" is entered the same way a credit memo is entered, using the original invoice data but entering: - Negative dollar amounts - The original check number for the check number - The date the credit voucher is being entered as the check date Entering the check number and date prevents the "credit" from being selected and applied against future payments in the same way that entering a check number and date for a handwritten check prevents a check from being printed for an invoice voucher. Levinson Lyon will: 1. "Offset" the original transaction. 2. Provide a complete record of events. ================================================================= 3 - 47 ================================================================= REISSUING A CHECK ================================================================= As long as a voucher record contains a check number, Levinson Lyon will not print a check for that voucher. Levinson Lyon prevents duplicate payments by entering a check number in the voucher record when a check for that voucher is printed. (You may also enter a check number in the voucher record when you pay a voucher with a handwritten check.) As long as the recommended procedures are followed, two checks for the same voucher cannot be printed, and it is recommended that a duplicate check for the same voucher not be issued. PROCEDURE If a check is to be reissued: 1. Void the original check by entering an "offsetting" credit voucher. 2. Enter a new invoice voucher using the original invoice data. 3. Follow the procedure for printing or handwriting checks. Levinson Lyon will: 1. "Offset" the original transaction, 2. Replace it with the new transaction, and 3. Provide a complete record of events. ================================================================= 3 - 48 ================================================================= PRINTING THE VOUCHER REGISTER ================================================================= The Voucher Register is an 80 column report that lists the contents of the records in the Voucher File in summary or detailed form. The Voucher Register may be printed in sequence by: - Voucher Number - Vendor Name Although it may be printed at any time and is therefore included as part of the daily procedure, the Voucher Register is generally also printed: 1. Just prior to performing the monthly closing. 2. Immediately after performing the monthly closing. Printing the Voucher Register just prior to closing (using a period ending date) provides an audit trail for the vouchers which will be deleted during the closing procedure. Printing the Voucher Register immediately after the closing (with an extended period ending date) provides a listing of all vouchers remaining on file. The summary report includes: - Voucher Number - Vendor ID - Vendor Name - Invoice (Credit Memo) Number - Invoice (Credit Memo) Date - Voucher Amount - Invoice Due Date - Discount Amount (if any) - Discount Date - (Expense) Distribution Status - Discount Status - Paid Status - Check Number (if any) - Check Date (if any) - Voucher Totals by Vendor 3 - 49 In addition, the detailed report includes: - (Expense) Distribution Detail - Period Ending Date The Voucher Recap, which follows the printing of the Voucher Register, includes: - Accounts Payable from Last Period - Total Accounts Payable for this Period - Total Amount Paid this Period - Total Discounts Taken this Period - Net Change to Cash - Accounts Payable End Period to Date - Prepaid Invoices - Open Invoices per Aging - Total Invoice Amount on File - Total (expense) Distribution on File SELECTION o Select - File Listings Enter 1 - Voucher Register 3 - 50 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VOUCHER REGISTER *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Print in Sequence of: ³ ³ ³ ³ oucher Number ame of Vendor . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Starting .............................. ³ ³ ³ ³ Ending .............................. ³ ³ ³ ³ Period Ending Date: .. / .. / .. ³ ³ ³ ³ Include Account Distributions ? (Y/N): . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. ================================================================= 3 - 51 ================================================================= DISPLAYING/PRINTING THE VENDOR PROFILE ================================================================= The Vendor Profile is a three part report that incorporates information from the Vendor, Voucher, and Vendor History Files. It is useful for reviewing vendor information during rapidly changing conditions, or when reviewing the Vendor Listing, Voucher Register, and/or Vendor History Listing for a vendor is not practical. The Vendor Profile may be either displayed or printed. Part one displays the same information for each vendor as the detailed Vendor Listing. In addition, it also displays a summary aging of payables for the vendor. It includes: - Vendor ID - Name and Address - Terms - 1099 Tax Code and ID - Year-To-Date Purchases (updated during monthly closing) - Year-To-Date Payments (updated during monthly closing) - G/L Account (most frequently used for distribution) - Last Payment - Date - Last Payment - Amount - Aged Payables (aged over four periods) - Open Voucher Total (Printed version only) 3 - 52 Part two displays the vendor's voucher detail for vouchers that remain in the Voucher File. It is similar to the information contained in the summary form of the Voucher Register and includes: - Transaction Number - Voucher Number - Invoice (Credit Memo) Date - Invoice Amount - Invoice Terms - Discount Allowed - Discount Date - Check Number (if paid) - Check Date (if paid) - Open Voucher Total - Paid Voucher Total Part three displays a listing of transactions with the vendor which have been completed and transferred to the Vendor History File. It is similar to the Vendor History File Listing, and includes: - Voucher Number - Check Number - Check Date - Invoice (Credit Memo) Date - Invoice (Credit Memo) Amount - Discount Amount (if any) In addition to the information which is displayed, the printed form of the report also includes totals for transactions remaining in the: - Voucher File - Vendor History File SELECTION o Select - Daily Processing Enter 2 - Vendor Profile 3 - 53 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR PROFILE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Vendor ID: ..... (or) ³ ³ Name: .............................. ³ ³ ³ ³ Base Date for Aging: .. / .. / .. ³ ³ ³ ³ Age Vouchers Relative to nvoice Date or ue Date . ³ ³ ³ ³ isplay or

rint . ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu Vendor ID: Levinson Lyon provides three ways to identify the vendor you are profiling. You may: 1. Enter a vendor ID, 2. Enter a vendor name, or 3. Enter a partial name and use and to move through the Vendor File until the correct vendor record is located. If you enter a vendor ID, Levinson Lyon will display the vendor's name for your verification. 3 - 54 o Enter the ID for the vendor you are profiling, or Press to bypass the vendor ID and continue to the vendor name line. If a "RECORD NOT FOUND" message is displayed, compare your entry with the Vendor File Listing. Name: o If you have bypassed the vendor ID: 1. Enter a vendor name or partial name, and 2. Use and to move through the Vendor File until the correct vendor is located. Base Date for Aging: The Vendor Profile ages transactions for the vendor based on the aging periods defined in the System Control File and the base date for aging. When Vendor Profile is selected, Levinson Lyon retrieves and displays your processing date as the base date for aging. o Press to accept your processing date as the base date for aging, or Enter another date. 3 - 55 Age Vouchers Relative to Invoice Date or Due Date: Levinson Lyon will compare either invoice dates or invoice due dates to your base date for aging to determine the age of an invoice. o Enter the letter (I or D) corresponding to your selection. Display or Print: Levinson Lyon always enters a "D" for Display when the Vendor Profile is selected. o If you are printing the Vendor Profile, enter a "P" for Print. Process o When the Vendor Profile format is complete, press to display: 1. Part one of the profile, or 2. Additional "print" options. 3 - 56 DISPLAYING THE VENDOR PROFILE If you are displaying the Vendor Profile, part one will be displayed first. You will then have options to display: - Transactions - History Note that transactions and history displays will continue until all transactions have been displayed or until you press to return to the formatting form. When the profile is complete, you may: 1. Select another vendor, or 2. Return to the menu. PRINTING THE VENDOR PROFILE If you are printing the Vendor Profile, an additional form will be displayed to provide options for including: - Voucher Detail (part two) - Vendor History (part three) Print o When the format is complete, press to enter your print style and print the report. When the report is complete, you may: 1. Select another Vendor Profile, or 2. Return to the menu. ================================================================= 3 - 57 ================================================================= MAINTAINING THE VENDOR HISTORY FILE ================================================================= If you are maintaining aVendor History File, then: 1. During the monthly closing procedure, vouchers which have been paid and are considered distibuted will be deleted from the Voucher File and transferred, in summary form, to the Vendor History File. 2. You control the size of the Vendor History File by periodically performing the purging procedure (See Year- End Processing). Note that if you do not periodically purge the Vendor History File, it will gradually fill your storage space. (Even though, during the file initialization procedure, you entered the number of month's data to maintain in the Vendor History File, the Vendor History File will continue to grow.) Each record in the Vendor History File includes: - Vendor ID - Voucher Number - Invoice Number - Invoice Date - Check Number - Check Date - Amount Paid - Discount Amount Reports based on the contents of the Vendor History File include: - Vendor History File Listing - Vendor History part of the Vendor Profile 3 - 58 SELECTION o Select - File Maintenance Enter 4 - Vendor History ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR HISTORY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ S ³ ³ Vendor ID: ..... ³ ³ Y Voucher Number: ..... ³ ³ ³ ³ S Invoice Number: .......... ³ ³ Invoice Date: .. / .. / .. ³ ³ T Check Number: ...... ³ ³ Check Date: .. / .. / .. ³ ³ E Amount Paid: ............ ³ ³ Discount Amount: ............ ³ ³ M ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter the letter (A, C, D, or I) corresponding to your selection Vendor ID: Voucher Number: The vendor ID and the voucher number are both required to identify a Vendor History File record. 3 - 59 Levinson Lyon provides two ways to display vendor history records. You may: 1. Enter a vendor ID and voucher number, or 2. Use and to move through the Vendor History File. o Enter the vendor ID and voucher number that identifies the vendor history record, or Press and/or to move the through the Vendor History File until the correct record is displayed. Invoice Number: Invoice Date: Check Number: Check Date: Amount Paid: Discount Amount: Any entries you make for these items will be reflected only in the: - Vendor History File Listing - Vendor Profile History (Part III of the Vendor Profile) Process o When the vendor history form is complete, press to complete the ACTION. When the action is complete, you may: 1. Display another form, or 2. Press to return to the menu. ================================================================= 3 - 60 ================================================================= VENDOR HISTORY FILE LISTING ================================================================= The Vendor History File Listing is an 80 column report that lists the contents of the Vendor History File. The report serves as a reference: - During voucher entry to check for duplicate invoices - To answer questions from your vendors regarding payments The listing includes: - Vendor ID - Vendor Name - Voucher Number - Check Number - Check Date - Invoice Number - Invoice Date - Invoice Amount - Discount Amount (if any) The listing also includes vendor totals for: - Invoice amount - Discount amount (if any) SELECTION o Select - File Listings Enter 5 - Vendor History 3 - 61 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VENDOR HISTORY LISTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Vendor ID: ..... ³ ³ ³ ³ Ending Vendor ID: ..... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. ================================================================= 3 - 62 ================================================================= CHECK PROCESSING ================================================================= Levinson Lyon may be directed to print checks unpaid invoices and unused credits may be applied at any time. Both invoice and credit memo vouchers may be processed for payment by choosing to: 1. Pay all vouchers, or 2. Pay selected vouchers. You may also define a range of vouchers to be paid by confining payments to: 1. Vouchers for one vendor, and 2. Vouchers with due dates on or prior to a pay- through date. In addition, you may choose to pay all vouchers with discounts which will expire prior to your next projected payment date, even if those vouchers are outside of the range you have defined. Note that in addition to paying a voucher with a printed check, you may also pay a voucher with a handwritten check. (See the procedures outlined in the Daily Processing Section.) Not also that normal Accounts Payable Processing procedures may be bypassed by using Fast Pay Check Processing. 4 - 1 PROCEDURE (Overview) During the Check Processing procedure you will: 1. Print the Cash Requirements Report. 2. Perform the voucher payment selection procedure if if you are paying selected vouchers or you are making a partial payment which has not been entered. 3. Print the Pre-Check Selection Report. 4. Print your checks. 5. Print the Check Register. Or for Fast Pay Check Processing, you will: 1. Print a Fast Pay Check, and 2. Print the Check Register (optional). ================================================================= 4 - 2 ================================================================= FAST PAY CHECK PROCESSING ================================================================= The Fast Pay Check Processing provides for writing a check quickly with the least amount of Accounts Payable processing. During fast pay check processing, information is entered for header and distribution items similar to the voucher entry procedure. However, directly after your distribution entries are completed, you may print a check for that amount. The fast pay entry options include: 1. Display the 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. Post Voucher and Print Check After the check is printed and recorded, you may enter another fast pay check or print the Check Register (optional). (See the section on "Printing the Check Register"). The Check Register accounts for all check numbers used during the fast pay check run, including the numbers used for alignment checks. Note that all fast pay check items will also be included in the Monthly Check Register. 4 - 3 SELECTION o Select - Check Processing Enter 1 - Fast Pay Check Processing ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CHECK PRINTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Check Number: ...... ³ ³ ³ ³ G/L Account - Cash: .... - .... ³ ³ ³ ³ G/L Account - Discounts: .... - .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ If this is a restart of an interrupted ³ ³ 'Check Run',then enter the Vendor ID ³ ³ on the last valid check printed: ..... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Checks F2 -Clear Esc -Return to Menu Starting Check Number: Levinson Lyon will begin numbering your checks with the number you enter. Note that the number you enter will be incremented by one each time you print a check, including any alignment checks you print. o Enter the number you would like printed on your first check. 4 - 4 G/L Account - Cash: G/L Account - Discounts: Levinson Lyon retrieves the cash and discounts account numbers from the System Control File and displays them for your verification. When checks are printed, Levinson Lyon enters the G/L account numbers you use for cash and discounts into the voucher record for each voucher which is paid. o Press to accept the numbers from the System Control File, or Enter the number of any other account in the Chart of Accounts File. If an "ACCOUNT NOT FOUND" message is displayed, compare your entry with the Chart of Accounts File Listing. Check Date Levinson Lyon includes the date you enter on the check. o Enter the check date. Print Checks o When the infomation is complete, press to continue entering the fast pay information. (See entering an invoice voucher.) 4 - 5 FAST PAY ENTRY OPTIONS The fast pay entry options are the same as voucher entry options with the exception of: 7 - Post Voucher and Print Check o When the header and distribution entries are complete, enter <7> to post the voucher and print the check. Levinson Lyon will: 1. Post the voucher, 2. Print your check and 3. Return to the fast pay header screen. Check Register (optional) o When all fast pay checks have been entered and printed, you may, at your option, print the check register. Printing a check register provides an audit trail for the fast pay session. If you wish to do so, proceed to the section on "Printing the Check Register". Note that fast pay checks are also included in the Monthly Check Register which may be printed at any time. ================================================================= 4 - 6 ================================================================= PRINTING THE CASH REQUIREMENTS REPORT ================================================================= The Cash Requirements Report is an 80 column report which provides a four-payment period projection of cash requirements based on: 1. A base date for aging, 2. Your unpaid vouchers, and 3. The cash requirement periods in the System Control File. The report may be printed in detail or summary form for all vendors or a range of vendors. The summary report includes: - Report Date - Base Date for Aging (Starting Date) - Vendor ID - Vendor Name - Aged Vendor Totals - Vendor Grand Total - Report Grand Total - Past Due Total - Projection Period Totals In addition, the detailed report includes: - Transaction Numbers - Voucher Numbers - Document Numbers - Document Totals - Aged Document Amounts - Document Dates 4 - 7 SELECTION o Select - Check Processing Enter 2 - Cash Requirements Report ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CASH REQUIREMENTS REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Vendor Name: .............................. ³ ³ ³ ³ Ending Vendor Name: .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Base Date for Aging: .. / .. / .. ³ ³ ³ ³ Age Vouchers Relative to nvoice Date or ue Date: . ³ ³ ³ ³ Include in Report etail ummary: . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Base Date for Aging: The Cash Requirements Report projects your cash requirements based on the cash requirements periods in the System Control File and your base date for aging. When you select the Cash Requirements Report, Levinson Lyon retrieves and displays your processing date as your base date for aging. 4 - 8 o Press to accept your processing date as your base date for aging, or Enter another date. Age Vouchers Relative to Invoice Date or Due Date: Levinson Lyon will compare either your invoice dates or your invoice due dates to your base date for aging to determine your cash requirements. o Enter the letter (I or D) corresponding to your selection. Print Report o When the report format is complete, press to continue with the printing procedure. ================================================================= 4 - 9 ================================================================= SELECTING VOUCHERS FOR PAYMENT ================================================================= You may proceed to "Printing the Pre-Check Selection Report" without selecting vouchers for payment if you are planning to: 1. Pay all vouchers, or 2. Pay all vouchers for one vendor. You must select vouchers for payment before you print the Pre- Check Selection Report if you are planning to: 1. Pay selected vouchers, or 2. Enter a partial payment amount. Each voucher in the Voucher File may have a status of: 1. Unselected, 2. Selected, 3. Hold, or 4. Temporary hold. Levinson Lyon assigns an "unselected" status to each voucher as it is recorded in the Voucher File. If you select a voucher for payment, and choose to pay selected vouchers, that voucher will be included in the Pre-Check Selection Report, and subsequently included when checks are printed. Both "selected" and "unselected" vouchers will be paid if you choose to pay "all" vouchers. Vouchers placed on "temporary hold" will not be paid in the next check run and will be returned automatically to an "unselected" status after the check printing session is completed. Vouchers placed on "hold", however, cannot be paid until their status is manually changed to "selected", even if you choose to pay "all" vouchers. The "hold" option is useful when a problem arises which needs to be resolved before a voucher can be paid. 4 - 10 SELECTION o Select - Check Processing Enter 3 - Voucher Payment Selection ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** VOUCHER SELECTION *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: elect nselect old emp Hold: . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Voucher Number: ..... ³ ³ Vendor ID: ..... ³ ³ Partial Payment: ............ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Invoice Number: Date: / / ³ ³ ³ ³ Voucher Amount: ³ ³ Partial Payment: ³ ³ Amount to be Paid: ³ ³ Description: ³ ³ Status: ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION: When the Voucher Payment Selection form is displayed, you may: 1. Select a voucher for payment, 2. Unselect a voucher, 3. Place a voucher on hold, or 4. Place a voucher on temporary hold. o Enter the letter (S, U, H, or T) corresponding to the action you are selecting. 4 - 11 Voucher Number: Levinson Lyon provides three ways to display the voucher you are selecting. You may: 1. Enter the voucher number, 2. Bypass the voucher number and enter the vendor's ID, or 3. Use and to move through the Voucher File until the correct voucher is displayed. Regardless of the method you use, Levinson Lyon will retrieve and display the: - Vendor ID and Name - Invoice (Credit) Number - Invoice (Credit) Date - Invoice (Credit) Amount - Partial Payment Amount (if any) - Amount to be Paid - Description (if any) - (Current) Status Note that: - No action is taken when the voucher detail is displayed. The status reflects the status of the voucher as it exists in the Voucher File....i.e. unselected, selected, or hold. - If you enter a number for a voucher which has been paid, Levinson Lyon will display a "VOUCHER HAS BEEN PAID" message. - If you enter a vendor ID and use the and keys to move through the Voucher File, paid vouchers will not be displayed. 4 - 12 o Using a complete Voucher Register or a detailed Cash Requirements report as a reference, enter the number of the voucher you are selecting, or Press and bypass the voucher number, or Press to display the first voucher for the first vendor in the Voucher File. Vendor ID: If you bypass the Voucher Number and enter the Vendor ID, Levinson Lyon will display the first unpaid voucher in the Voucher File for that vendor. You may then use and to move through the vouchers for that vendor until the record of the voucher you are selecting is displayed. o If you are bypassing the Voucher Number, enter a vendor ID or a partial vendor ID, and Use and to move through the Voucher File by vendor until the correct voucher is displayed, or Press or to display the first voucher for the first vendor in the Voucher File, and Use to move through the Voucher File until the correct voucher is displayed. 4 - 13 Partial Payment: In addition to entering a partial payment amount through voucher entry or voucher maintenance, you may also enter a partial payment amount when a voucher is selected, unselected, or placed on hold. Entering a partial payment amount through voucher selection updates the partial payment line in the voucher record. Note that any partial payment amount displayed in the high-lighted section of the form represents the partial payment amount currently in the voucher record. This amount will be updated when you press to process your entries. o Enter any partial payment amount. Process o When the voucher you are selecting is displayed and any new partial payment amount has been entered, press . Levinson Lyon will update the voucher's selection status and partial payment amount. When the new status is displayed, you may: 1. Select another voucher, or 2. Press to return to the menu. ================================================================= 4 - 14 ================================================================= PRINTING THE PRE-CHECK SELECTION REPORT ================================================================= The Pre-Check Selection Report is an 80 column report that provides for: 1. Choosing the vouchers you will be paying, and 2. Printing a listing of those vouchers. You may choose to pay: 1. All vouchers, or 2. Selected vouchers. If you choose to pay SELECTED vouchers, only those vouchers whose status has been set to "selected" via the payment selection procedure can be prepared for payment. The vouchers you are paying may be further defined by: 1. Entering a vendor ID to pay all or selected vouchers for one vendor, and 2. Entering a pay through date to limit payments to vouchers with due dates on or prior to that date. In addition, you may choose to pay all vouchers with discounts that will expire before your next projected payment date, even if the if-paid-by date for those vouchers falls beyond your pay- through date. In any case, vouchers which have been placed on "hold" via the Voucher Payment Selection procedure cannot be prepared for payment until their status has been changed to "selected". Note that you will enter the accounts you will be using for posting cash and discounts when checks are printed, and that you may use one account for cash and one account for discounts. If you are using multiple accounts for posting cash and/or discounts, a Pre-Check Selection Report must be prepared for each set of accounts you are using. 4 - 15 The Pre-Check Selection Report is an 80 column report that lists the vouchers which will be included when checks are printed and includes each: - Vendor ID - Vendor Name - Voucher Number - Invoice (Credit) Number - Invoice (Credit) Date - Invoice (Credit) Amount - Discount (if any) - Discount Date (if any) - Amount to be Paid - Paid Amount (if any) In addition, the report includes totals for: - Invoices to be Paid - Discounts Taken - Net Cash to be Paid (this check run) - Remaining Accounts Payable SELECTION o Select - Check Processing Enter 4 - Pre-Check Selection Report 4 - 16 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** PRE-CHECK SELECTION REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Pay Vouchers: ll elected . ³ ³ ³ ³ Vendor ID: ..... ³ ³ ³ ³ Check Date: .. / .. / .. ³ ³ ³ ³ Pay Through Date: .. / .. / .. ³ ³ ³ ³ Date of Next Check Run: .. / .. / .. ³ ³ ³ ³ Expiring Discounts: ³ ³ gnore ³ ³ eport ³ ³ ake automatically . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Pay Vouchers: You may choose to: 1. Pay All Vouchers, or 2. Pay Selected Vouchers. o Enter the letter (A or S) corresponding to your selection. Vendor ID: Regardless of whether you have chosen to pay all or selected vouchers, you may confine your payments to a single vendor by entering a vendor ID. 4 - 17 o Enter a vendor ID to confine payments to one vendor, or Press to bypass the vendor ID and pay vouchers for all vendors. Check Date: Levinson Lyon enters your processing date as the date to be printed on your checks. o Press to accept the processing date as the date to be printed on your checks, or Enter the date to be printed on the checks. Pay Through Date: Levinson Lyon compares each voucher's due date with your pay-through date to determine if it should be prepared for payment. o Enter the last due date a voucher may have to be prepared for payment, or Press to prepare all vouchers for payment, regardless of their due date. 4 - 18 Date of Next Check Run: Levinson Lyon compares the date of your next check run with the if-paid-by (discount) date for each voucher to determine if any available discounts will expire before the date of your next check run. If you do not enter a date, and if you choose to "take all expiring discounts", all discountable vouchers in the Voucher File will be prepared for payment. If you choose to "report all expiring discounts", Levinson Lyon will conclude the Pre-Check Selection Report with a list of vouchers with discounts that will expire before the date of your next check run. Note that if you have entered a vendor ID, the payment or listing of discountable vouchers will be limited to that vendor. o Enter the date of your next check run. 4 - 19 Expiring Discounts? (I)gnore, (R)eport, (T)ake automatically: You may include vouchers with discounts that will expire before the date of your next check run even if the due date for those vouchers falls beyond your pay- through date. If you choose to "report expiring discounts", Levinson Lyon will conclude the Pre-Check Report with a list of the vouchers with discounts that will expire before your next projected payment date. You may then decide to: 1. Redefine the report to include some or all of the discountable vouchers, 2. Continue with the check run and plan another check run to include some or all of the discountable vouchers, or 3. Ignore the discountable vouchers and let the discounts expire. o Enter an "I" to ignore discountable vouchers and prepare only those vouchers with a due date that falls on or before your pay-through date, or Enter an "R" to report all vouchers with discounts that will expire before the date of your next check run, or Enter a "T" to take (include) all vouchers with discounts that will expire before the date of your next check run. 4 - 20 Print Report o When the report format is complete, press to continue with the printing procedure. After the Pre-Check Selection Report is printed, you may: 1. Print your checks, 2. Repeat the selection process and reprint the report, or 3. Retain the report and print your checks later. ================================================================= 4 - 21 ================================================================= PRINTING CHECKS ================================================================= Levinson Lyon prints checks for the vouchers listed in the last printing of the Pre-Check Selection Report. SELECTION o Select - Check Processing Enter 5 - Check Printing ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CHECK PRINTING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Check Number: ...... ³ ³ ³ ³ G/L Account - Cash: .... - .... ³ ³ ³ ³ G/L Account - Discounts: .... - .... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ If this is a restart of an interrupted ³ ³ 'Check Run',then enter the Vendor ID ³ ³ on the last valid check printed: ..... ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Checks F2 -Clear Esc -Return to Menu 4 - 22 Starting Check Number: Levinson Lyon will begin numbering your checks with the number you enter. Note that the number you enter will be incremented by one each time you print a check, including any alignment checks you print. o Enter the number you would like printed on your first check. G/L Account - Cash: G/L Account - Discounts: Levinson Lyon retrieves the cash and discounts account numbers from the System Control File and displays them for your verification. When checks are printed, Levinson Lyon enters the G/L account numbers you use for cash and discounts into the voucher record for each voucher which is paid. o Press to accept the numbers from the System Control File, or Enter the number of any other account in the Chart of Accounts File. If an "ACCOUNT NOT FOUND" message is displayed, compare your entry with the Chart of Accounts File Listing. 4 - 23 If this is a restart of an interrupted check run, enter the Vendor ID on the last valid check printed: Checks may be printed and reprinted until the Pre-Check Selection Report is reprinted. o If you are reprinting only part of the check run, enter the vendor ID for the last valid check which was printed. Note that the vendor ID may be found in the upper right hand corner of the check detail. Process o When the check format is complete, press to display the alignment/printing options. When the alignment/printing options are displayed, press "A" to print or reprint an alignment form, and When your check forms are aligned, press . Levinson Lyon will: 1. Print your checks, 2. Enter the check number, check date, and the account numbers for cash and discounts in the records of the vouchers you are paying, and 3. Return to the menu. ================================================================= 4 - 24 ================================================================= PRINTING THE CHECK REGISTER ================================================================= The Check Register is an 80 column report that lists the contents of the most recent check run and, in conjunction with the Monthly Check register, serves as an "audit trail" for disbursements. It should be printed each time checks are printed. (The contents of the Check Register will be over- written the next time you print checks.) The Check Register includes each: - Check Number - Check Date - Vendor ID - Vendor Name - Voucher Number - Invoice (Credit Memo) Number - Invoice (Credit Memo) Date - Invoice (Credit Memo) Amount - Discount Amount (if any) - Check Amount In addition, the register includes grand totals for - Invoices (Credit Memos) - Discounts (if any) - Checks Note that the Check Register accounts for all check numbers used during the check run, including the numbers used for alignment checks. SELECTION o Select - Check Processing Enter 6 - Check Register 4 - 25 Print Report o Enter the print mode and press to continue with the printing procedure. ================================================================= 4 - 26 ================================================================= MONTHLY PROCESSING ================================================================= The monthly processing procedure is a recommended procedure for closing the transactions for a month, or for any user- defined accounting period. The procedure: 1. Prints an aging of your accounts payable detail, 2. Totals and distributes your account distribution detail, 3. Creates an account distribution file which may be transferred to the Levinson Lyon General Ledger, 4. Deletes transactions which have been paid and are considered distributed, 5. Transfers deleted transactions to the Vendor History File (optional), and 6. Updates the Year-To-Date purchases totals in the Vendor File. Levinson Lyon compares your transaction dates to your period- ending date to determine distributions and deletions. Since you determine the period-ending date, you may continue processing daily transactions beyond the end of your last accounting period, closing that period whenever you wish. The same period-ending date should be used for each phase of the monthly procedure to create reports which may be cross- referenced. 5 - 1 PROCEDURE (Overview) During the Monthly Processing procedure you will: 1. Prepare to close the accounting period by printing the following reports, using the same period-ending date for each report. A. Voucher Register B. Aged Payables Report C. Account Distribution Report D. Monthly Check Register 2. Perform the Monthly Closing procedure. 3. Print the Voucher Register (without a period-ending date). 4. Transfer your distribution detail to the General Ledger. ================================================================= 5 - 2 ================================================================= PREPARING TO CLOSE ================================================================= Before you perform the monthly closing function, print the following reports, using the same period-ending date for each report. A. Voucher Register B. Aged Payables Report C. Monthly Check Register D. Account Distribution Report Each report is derived from the contents of the Voucher File and must be printed immediately prior to closing. (The closing function alters the contents of the Voucher File by deleting transactions which have been paid and distributed.) Note that although these reports are part of the recommended monthly procedure, they may be printed any time you require updated information. ================================================================= PRINTING THE VOUCHER REGISTER ================================================================= Printing the Voucher Register with a period-ending date provides: 1. A list of transactions which remain on file, and 2. A summary of Accounts Payable conditions as of your period-ending date. (The Voucher Register is detailed in the Daily Processing Section.) 5 - 3 ================================================================= PRINTING THE AGED PAYABLES REPORT ================================================================= The Aged Payables Report is an 80 column report that provides a four period aging of the vouchers remaining on file which have not been paid as of the base date for aging. Vouchers are aged into the periods defined in the System Control File based on invoice dates or invoice due dates. Printing an Aged Payables Report, using your period-ending date as the base date for aging, provides Accounts Payable figures which may be compared to the General Ledger Accounts Payable figures for auditing purposes. The report may be printed in summary or detailed form. The summary report includes: - Aging Date - Vendor ID - Vendor Name - Vendor Totals - Aged Vendor Totals - Report Grand Total - Aged Grand Totals In addition, the detailed report includes: - Voucher Numbers - Aged Voucher Amounts - Invoice Dates SELECTION o Select - Monthly Processing Enter 1 - Aged Payables Report 5 - 4 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** AGED PAYABLES REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Starting Vendor Name: .............................. ³ ³ ³ ³ Ending Vendor Name: .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Base Date for Aging: .. / .. / .. ³ ³ ³ ³ Age Vouchers Relative to nvoice Date or ue Date: . ³ ³ ³ ³ Include in Report etail ummary: . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Print Report F2 -Clear Esc -Return to Menu Base Date for Aging: Each time you select the Aged Payables Report, Levinson Lyon retrieves the period-ending date from the System Control File and displays it for your verification. Levinson Lyon determines the aging period for your unpaid vouchers by comparing: 1. The invoice date or the invoice due date of each unpaid invoice voucher to your base date for aging to determine the age of each voucher, and 2. The age of each voucher to the aging periods in the System Control File. 5 - 5 SCENARIO A company defines its aging periods as: 0 - 30 31 - 60 61 - 90 Over 90 The company enters "04/30/85" as their base date for aging and elects to age vouchers by the invoice due date. With allowances for the number of days in each month, the vouchers which were due: In April will be "0 - 30" days old. In March will be "31 - 60" days old. In February will be "61 - 90" days old. Before February will be over 90 days old. o Press to accept the period- ending date from the System Control File as your base date for aging, or Enter another date. Age Vouchers Relative to Invoice Date or Due Date: Levinson Lyon will compare either your invoice dates or your invoice due dates to your base date for aging to determine the age of your vouchers. o Enter the letter (I or D) corresponding to your selection. 5 - 6 Print Report o When your report format is complete, press to continue with the printing procedure. 5 - 7 ================================================================= PRINTING THE ACCOUNT DISTRIBUTION REPORT ================================================================= The Account Distribution Report : 1. Prints a detailed and summary distribution report for transactions which will be considered distributed when the period is closed, and 2. Creates a distribution file which may be retrieved by the Levinson Lyon General Ledger to incorporate Accounts Payable postings into your financial statements. Which transactions appear in the Distribution Report and the General Ledger Transfer File depend on: 1. Your accounting method (Cash or Accrual), 2. Your transaction dates, and 3. Your period-ending date. Under the CASH method, invoices are considered expenses for the period in which they are paid. They will therefore not be included in the Distribution Report unless they have been paid prior to the period-ending date. Under the ACCRUAL method, if an invoice is dated prior to the period-ending date, it will appear in the Distribution Report for that period regardless of whether it has been paid. If an invoice date exceeds your period-ending date, that invoice will not appear in the Distribution Report until the report is printed for the period which includes that invoice date. 5 - 8 The detailed report includes the: - G/L (Distribution) Account Number - Voucher Number - Voucher Description - Vendor ID - Vendor Name - Invoice (Credit Memo) Number - Amount (Distributed) - Account Total - Grand Total The summary report includes: - G/L (Distribution) Account Number - Account Name (Description) - Total Amount Distributed to Each Account (Debit) - Total Offset Posting to Cash (Credit) - Total Offset Posting to Accounts Payable (Credit) - Total Offset Posting to Discounts Taken (Credit) - Total Distribution Posting (Debit) - Total Offset Postings (Credit) The General Ledger Distribution File is created each time you print the Distribution Report. Whether it is created in detailed or summary form is determined by the instruction in the System Control File. When you perform the monthly closing function, the General Ledger Distribution File is renamed to reserve it for transfer to the General Ledger. Because it has been renamed and reserved, you may print the Distribution Report for your next period without over-writing the last period's General Ledger Distribution File, i.e. you may continue processing and post the distribution file to the General Ledger any time before you close your next period. SELECTION o Select - Monthly Processing Enter 3 - Account Distribution Report 5 - 9 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** ACCOUNT DISTRIBUTION REPORT *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Period Ending Date: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. 5 - 10 ================================================================= PRINTING THE MONTHLY CHECK REGISTER ================================================================= The Monthly Check Register is an 80 column report that lists all checks issued: 1. Since your last period-closing, and 2. On or prior to your current period-ending date. Printing the Monthly Check Register for the period you are closing provides an audit trail for the checks issued since your last period closing. The Monthly Check Register is printed in cash account sequence and includes the: - Period-Ending Date - Cash Account Number - Check Number - Check Date - Vendor ID - Vendor Name - Voucher Number - Invoice (Credit Memo) Number - Invoice Date - Invoice Description - Voucher Amount - Discount Amount (if any) - Check Amount In addition, the report includes check, amount, and grand totals for: - Voucher Amount - Discounts Taken - Check Amount 5 - 11 SELECTION o Select - Monthly Processing Enter 2 - Monthly Check Register ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** MONTHLY CHECK REGISTER *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ From Date: .. / .. / .. ³ ³ ³ ³ To Date: .. / .. / .. ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile: . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ 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. ================================================================= 5 - 12 ================================================================= CLOSING THE ACCOUNTING PERIOD ================================================================= Once a record of transaction and distribution detail has been printed, the accounting period may be closed. Once a period has been closed, expenses cannot be distributed in that period through the Accounts Payable application. Adjustments to a closed period may be made at any time however, through entries in the General Ledger. The Monthly Closing function finalizes the conditions in the Voucher File by: 1. Deleting vouchers which have been paid and are considered distributed, and 2. Adding period-purchases to the Year-To-Date purchase totals in the Vendor File. Under the ACCRUAL method, the Monthly Closing function also labels transactions which appeared in the Distribution Report, but remain unpaid, as "distributed". If you are maintaining a Vendor History File, the transactions which are deleted from the Voucher File will be transferred, in summary form, to that file. Before selecting the Monthly Closing function, a backup of your data files should be made and archived. Archiving the data for each period provides an option to reopen and reclose successive accounting periods. SELECTION o Select - Monthly Processing Enter 4 - Monthly Closing 5 - 13 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** MONTHLY CLOSING *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Period Ending Date: .. / .. / .. ³ ³ ³ ³ Next PeriodÄEnding Date: .. / .. / .. ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear Esc -Return to Menu Period-Ending Date: Levinson Lyon retrieves the period ending date from the System Control File and displays it for your verification. Transactions dated on or before your period-ending date which have been both distributed and paid will be deleted. o Press to accept the date from the System Control File as your period ending date, or Enter another date. 5 - 14 Next Period-Ending Date: Levinson Lyon updates the period-ending date in the System Control File with your next period-ending date. o Enter the date your next accounting period will end. Process o After you have entered your next period-ending date, press . When the monthly closing warning message is displayed: 1. Press to return to the menu without closing the month, or 2. Press to continue with the monthly closing. Levinson Lyon will: 1. Print a Pre-closing Report 2. Close the month, and 3. Return to the menu. If the monthly closing procedure is aborted: 1. Follow the prompts as instructed and 2. Perform the monthly closing again. ================================================================= 5 - 15 ================================================================= TRANSFERRING DISTRIBUTION DETAIL TO THE GENERAL LEDGER ================================================================= After an accounting period has been closed, the distribution detail from the Monthly Distribution Report may be incorporated into a General Ledger in one of two ways: 1. Post (Transfer) the General Ledger Distribution File to the Levinson Lyon General Ledger, or 2. Enter the figures from the Monthly Distribution Report in another general ledger. Posting to the Levinson Lyon General Ledger o If you are using the Levinson Lyon General Ledger, you may: 1. Display the General Ledger Journal Entry Menu, 2. Select - Special Journal Processing, and Enter 2 - Journal Transactions Interface 3. Complete the interface form. Levinson Lyon will post your Accounts Payable distribution figures to the General Ledger. 5 - 16 Posting to Another General Ledger o If you are not using the Levinson Lyon General Ledger, you may: 1. Post the figures from the Monthly Distribution Report to a manual system, or 2. Manually enter those same figures into another computerized general ledger. ================================================================= 5 - 17 ================================================================= BEGINNING YOUR NEXT ACCOUNTING PERIOD ================================================================= Before you begin your next accounting period, print a Voucher Register, using an extended period-ending date. (Extended period-ending date means a date which will exceed the dates of all vouchers you have entered. Dates up to 9 years from the end of the current year may be entered.) Printing the Voucher Register with an extended period-ending date provides a complete listing of all transactions remaining on file. Under the ACCRUAL method, any transactions considered distributed when the previous period was closed, but are unpaid, are labeled "YES" in the DISTRIBUTED column of the Voucher Register. All other transactions are labeled "NO" and will be distributed when the period which includes their invoice date is closed. Under the CASH method, none of the transactions remaining on file will be considered distributed. (The Voucher Register is detailed in the Daily Processing Section.) o After an accounting period has been closed, print the Voucher Register one more time......using an extended period-ending date. ================================================================= 5 - 18 ================================================================= YEAR-END PROCESSING ================================================================= After the final accounting period for your fiscal year has been closed, you may: - Print "1099" tax forms - Prepare magnetic media (diskette) file - Zero out the vendors' Year-To-Date totals Year-end processing also provides for purging your Vendor History File if you are maintaining that file. PROCEDURE (Overview) During the Year-End procedure you will: 1. Print "1099" Tax Forms and/or create a "1099" magnetic media file (optional). 2. Perform the Year-End Closing Function. 3. Purge the Vendor History File (optional). ================================================================= 6 - 1 ================================================================= PRINTING "1099" TAX FORMS ================================================================= Levinson Lyon will print "1099 Tax Forms" and/or create a magnetic media file for all vendors, or selected vendors, but only for those vendors whose records include: 1. A tax code (number 1-8), 2. A tax ID, and 3. Year-To-Date payments equal to or greater than the amount specified by the IRS for each tax code. SELECTION o Select - Year-End Processing Enter 1 - 1099 Tax Forms ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** 1099 FORMS *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Starting Vendor Name: .............................. ³ ³ ³ ³ Ending Vendor Name: .............................. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Employer Identification Number (EIN): ......... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ Print 1099 Forms (Y/N): . ³ ³ Create Magnetic Media (Disk) File (Y/N): . ³ ³ Transmitter Control Code (TCC): ..... ³ ³ Reporting Year: .... ³ ³ Payer's State ID: .. State Number: ........... ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ Print Mode: ³ ³ ³ ³

rinter isplay ile . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear ESC -Return to Menu 6 - 2 Employer Identification Number: Levinson Lyon will print your employer's identification number on each "1099" form. o Enter your employer's identification number. Print 1099 Forms (Y/N): o Enter a "Y" if you would like to print "1099" forms. Create Magnetic Media (Disk) File (Y/N): If you choose to create a magnetic media file, Levinson Lyon will print an audit report while the file is being created. The file must be created on a diskette in drive "A". (No other drive options are supported.) If you are not sure of your "1099" vendor count, you should select the magnetic media option. Levinson Lyon will determine your "1099" requirements and proceed with the magnetic media file creation only if the count is equal to or greater than the amount required by the IRS. o Enter a "Y" if you would like to create a magnetic media file. 6 - 3 Transmitter Control Code (TCC): The transmitter control code is a five character alpha numeric code assigned by the IRS to the person or organization preparing a magnetic media file. The TCC is required only if you are creating a magnetic media file. o If you are creating a magnetic media file, enter your transmitter control code. Print Report o When your print format is complete: 1. Press to continue with the "1099" procedure. 2. Follow the screen prompts until the procedure is complete. ================================================================= 6 - 4 ================================================================= YEAR-END CLOSING ================================================================= The year-end closing procedure zeros out the Year-To-Date purchase and payment totals which Levinson Lyon accumulates in the Vendor File. Although the vendor totals may be returned to zero at any time via the year-end closing procedure, if you are printing "1099" tax forms, the procedure should be confined to the end of the year and after "1099" forms have been printed. SELECTION o Select - Year-End Processing Enter 3 - Year-End Closing o When the year-end closing warning message is displayed, press to continue with the procedure, or Press to leave the vendor totals unchanged and return to the menu. To zero-out most, but not all vendor totals, re-enter Year-To-Date totals for specific vendors through Vendor File Maintenance after all vendor totals have been returned to zero. ================================================================= 6 - 5 ================================================================= PURGING THE VENDOR HISTORY FILE ================================================================= If you are maintaining a Vendor History File, it will be necessary to purge that file. If the Vendor History File is not periodically purged, it will eventually consume all of your available disk space. As noted in the daily and monthly processing sections, when transactions which have been paid and distributed are purged from your Voucher File, they are transferred in summary form to your Vendor History File, where they will remain until you perform the Vendor History File purging procedure. SELECTION o Select - Year-End Processing Enter 2 - Purge Vendor History File 6 - 6 ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** PURGE VENDOR HISTORY FILE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Enter Cut-off Date: .. / .. / .. ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ All vouchers with check dates up to and including ³ ³ the cut-off date will be deleted. ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear Esc -Return to Menu Purging Date: o Enter the last check date a voucher may have to be deleted from the Vendor History File. Process: o When you are satisfied with the cut-off date, press . Levinson Lyon will delete all vouchers with check dates up to, and including, the cut-off date. ================================================================= 6 - 7 ================================================================= Levinson Lyon ACCOUNT NUMBERS ================================================================= Complete details regarding the structure and use of Levinson Lyon account numbers are included in the General Ledger application manual. That part which is repeated here is intended for: - Those users who may be adding the General Ledger to their system at a later date - Those users who may find the information useful for background purposes Levinson Lyon uses eight digit account numbers. The first four digits identify primary accounts. The 5th and 6th digits identify divisions, and the 7th and 8th digits identify departments. There may be: 9,999 Primary Accounts 99 Divisions below each primary account 99 Departments below each division account The account number structure allows Income Statements to be prepared for: - Departments - Divisions - Companies SCENARIO 1 "Company 1" uses only primary account numbers. Two of their revenue accounts are: 6000 - 0000 Sales - Los Angeles 6100 - 0000 Sales - New York When financial statements are prepared, "Company 1" may print an Income Statement for the company only. Appendix - 1 SCENARIO 2 "Company 2" reports revenue by divisions. Revenue in Los Angeles is distributed to: 6000 - 0100 Sales - Los Angeles, Division 1 6000 - 0200 Sales - Los Angeles, Division 2 When financial statements are prepared, "Company 2" may print Income Statements by divisions and for the company. SCENARIO 3 "Company 3" reports revenue by departments and divisions. Revenue in Los Angeles is distributed to: 6000 - 0101 Sales - Los Angeles, Div. 1, Dept. 1 6000 - 0102 Sales - Los Angeles, Div. 1, Dept. 2 6000 - 0201 Sales - Los Angeles, Div. 2, Dept. 1 6000 - 0102 Sales - Los Angeles, Div. 1, Dept. 2 When financial statements are prepared, "Company 3" prints Income Statements by departments, divisions, and for the company. Appendix - 2 RECOMMENDED RANGES The recommended range of account numbers has been taken from a sample General Ledger Chart of Accounts and should not be considered as absolute or restrictive. ------------------------------------------ | Recommended Ranges of Account Numbers | |------------------------------------------| | | Range | | Description |----------------------------| | | From | To | |-------------|-------------|--------------| | Assets | 1000 - 0000 | 2990 - 0000 | |-------------|-------------|--------------| | Liab/Equity | 3000 - 0000 | 5990 - 0000 | |-------------|-------------|--------------| | Revenue | 6000 - 0000 | 6990 - 0000 | |-------------|-------------|--------------| | Expenses | 7000 - 0000 | 9990 - 0000 | ------------------------------------------ SAMPLE 1020 - 0000 Cash 1050 - 0000 Accounts Receivable 3100 - 0000 Sales Tax Payable 6000 - 0000 Sales - Los Angeles 6010 - 0000 Sales - New York Note in the SAMPLE that the accounts are numbered in the recommended range, and that the numbers chosen provide space for expansion. For example, there is space for 99 primary accounts between "Sales - Los Angeles" and "Sales - New York", and 99 divisions and 99 departments for each division may be added to each account. ================================================================= Appendix - 3 Appendix - 4 ================================================================= PROCEDURE SUMMARY ================================================================= GETTING STARTED (2-1) 1. Initialize your Accounts Payable Data Files (2-3) 2. Display the Accounts Payable Menu (2-13) 3. Set up the Accounts Payable general files and print their contents (2-15) DAILY PROCESSING (3-1) 1. Maintain the general files (as required) (3-2) 2. Maintain the Voucher File (3-3) 3. Print the Voucher Register (3-49) 4. Print the Vendor Profiles (3-52) 5. Maintain the Vendor History File (optional) (3-58) 6. Print the Vendor History File Listing (optional) (3-61) FASTPAY CHECK PROCESSING (4-3) 1. Print your fastpay checks (4-3) 2. Print the Check Register (4-25) CHECK PROCESSING (4-1) 1. Print the Cash Requirements Report (4-7) 2. If you plan to pay selected vouchers, perform the voucher payment selection procedure (4-10) 3. Print the Pre-Check Selection Report (4-15) 4. Print your checks (4-22) 5. Print the Check Register (4-25) Index 1 - 1 MONTHLY PROCESSING (5-1) 1. Prepare to close the accounting period by printing the following reports, using the same period- ending date for each report. A. Voucher Register (5-3) B. Aged Payables Report (5-4) C. Account Distribution Report (5-8) D. Monthly Check Register (5-11) 2. Perform the Monthly Closing procedure (5-13) 3. Print the Voucher Register (without a period-ending date) (3-49) 4. Transfer your distribution detail to the General Ledger (optional) (5-16) YEAR-END PROCESSING (6-1) 1. Print "1099" Tax Forms (optional) (6-2) 2. Create a "1099" magnetic media file (optional) (6-3) 3. Perform the Year-End Closing Function (6-5) 4. Purge the Vendor History File (optional) (6-6) ================================================================= Index 1 - 2 ================================================================= REPORT GLOSSARY/INDEX ================================================================= Account Distribution Report (5-8) The Account Distribution report is a detailed or summary report for transactions which will be considered distributed when the period is closed. It creates a distribution file which may be retrieved by the Levinson Lyon General Ledger to incorporate Accounts Payable postings into your financial statements. Aged Payables Report (5-4) The Aged Payables Report provides a four period aging of the vouchers remaining on file which have not been paid as of the base date for aging. Vouchers are aged into the periods defined in the System Control File based on invoice dates or invoice due dates. Cash Requirements Report (4-7) The Cash Requirements report provides a four-payment period projection of cash requirements based on a base date for aging, your unpaid vouchers, and the Cash Requirement periods in the System Control File. Chart of Accounts File Listing (2-21) The Chart of Accounts File Listing lists the contents of the accounts in your Chart of Accounts. It serves as a reference during vendor and voucher entry and should be printed after any modifications have been made to your Chart of Accounts. The listing includes General Ledger account numbers and a description of those accounts. Check Register (4-25) The check register lists the contents of the most recent check run and, in conjunction with the Monthly Check register, serves as an audit trail for disbursements. It should be printed each time checks are printed. Index 2 - 1 Monthly Check Register (5-11) The Monthly Check Register lists all checks issued since your last period-closing and prior to your current period- ending date. Pre-Check Selection Report (4-15) The Pre-check Selection Report lists the vouchers you have chosen to pay. Checks may be printed only for those vouchers listed in the Pre-Check Selection Report. 1099 Tax Forms (6-2) The 1099 Tax Forms will be printed for all vendors, or selected vendors whose records include a tax code, a tax ID, and year-to-date purchases of more than $600.00. Vendor File Listing (2-26) The Vendor File Listing lists the contents of 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 History File Listing (3-61) The Vendor History File Listing lists the contents of the Vendor History File. The report serves as a reference during voucher entry to check for duplicate invoices and to answer questions regarding completed transactions. Index 2 - 2 Vendor Profile (3-39) The Vendor Profile is a three part report that incorporates information from the Vendor, Voucher, and Vendor History Files. It is useful for reviewing vendor information during rapidly changing conditions, or when reviewing the Vendor Listing, Voucher Register, and/or Vendor History Listing for a vendor is not practical. Voucher Register (3-49) A Voucher Register provides a record of transactions remaining on file, and a summary of Accounts Payable conditions as of your period ending date. Printing the Voucher Register prior to closing provides an audit trail for the vouchers which will be deleted during closing. Printing the voucher register after closing (without a period-ending date) provides a listing of all vouchers remaining on file. Voucher Transaction Register (3-25) The Voucher Transaction Register provides an audit trail of a voucher entry session. It should be printed when all vouchers for the session have been entered and before posting the vouchers. ================================================================= Index 2 - 3 ================================================================= INDEX ================================================================= Account Distribution Report 5-8 Account numbers adding 2-18 describing 2-19 System Control File 2-27 setting up 2-17 Accounts Payable features 1-1 initializing 2-2 menu 2-14 password entry 2-13 using with general ledger 2-10, 2-16 Aged Payables Report 5-4 Cash Requirements Report 4-7 Chart of Accounts File features 2-16 listing 2-21 maintaining 2-16 modifying 2-18 setting up 2-17 Chart of Accounts File Listing 2-21 Check Processing Procedure 4-2 Check Register 4-25 Checks handwritten 3-35 fastpay 4-3 interrupting 4-24 printing 4-22 processing 4-1 reissuing 3-48 voiding 3-47 Data Files, initializing 2-3 Distribution Detail displaying 3-19 entering 3-16 modifying 3-21 transferring to General Ledger 5-16 File Maintenance initializing data file 2-3 setting up general files 2-15 General Files, setting up 2-15 Index 3 - 1 Monthly Check Register 5-11 Monthly Closing Procedure 1-9, 5-2 Password Entry 2-13 Pre-Check Selection Report 4-15 Reports Account Distribution Report 5-8 Aged Payables Report 5-4 Cash Requirements Report 4-7 Chart of Accounts File Listing 2-21 Check Register 4-25 Monthly Check Register 5-11 Pre-Check Selection Report 4-15 1099 Tax Forms 6-2 Vendor File Listing 2-26 Vendor Profile 3-39 Voucher Register 3-49, 5-2 Voucher Transaction Register 3-25 System Control File features 2-23 maintaining 2-23 modifying 2-23 Tax Forms (1099) creating a magnetic media file 6-3 entering code and ID 2-35 printing 6-2 Vendor File features 2-32 listing 2-39 maintaining 2-33 modifying 2-33 setting up 2-32 Vendor History File listing 3-61 maintaining 2-30, 3-58 option 2-30 purging 6-6 Vendor Mailing Labels 2-42 Vendor Profile displaying 3-52, 3-57 printing 3-52, 3-57 Voucher File features 3-3 maintaining 3-3 modifying 3-29 Voucher Register description, daily 3-25 printing 3-49, 5-2 Index 3 - 2 Vouchers aging 4-8 credit 3-37 entering 3-4, 3-19 handwritten check 3-35, 3-43 invoice 3-4 modifying 3-29 partially paying 3-41. 3-45 posting 3-28 recording 3-23 recurring 3-33 selecting for payment 4-9 Voucher Transaction Register 3-25 Yearly Closing Procedure 1-11, 6-1 Index 3 - 3

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