Use this program to list all documents and adjustments in the current or next period entered since the last Document Entry & Adjustments Register was run.
You have the option to:
Update the company accounts payable balance, clear the document entry file and update the appropriate control records.
Note that the AP Document Entry and Adjustment Register requires an escape code for a user to get out of an error which occurred during the update portion of the register.
Information on this register includes the following:
Document Entries: Period, branch(es) selected, vendor number and name, document number, branch, GL posting table, PO number, entry date, due date and discount date, gross amount, allowable discount amount, GL account number and the posting amount.
Document Adjustments: Vendor number and name, document number, current amount, adjustment amount, new current amount, memo, GL account number and the posting amount.
The system also displays a recap of the AP balance, which includes: the beginning balance, entry total, adjustment total, ending balance and total documents listed on the register. Depending on the flag in the AP static control record, you can also create a general ledger distribution printout.
Unform Archiving
The AP Document Entry & Adjustment Register can archive information to Unform. The program prints 2 documents: the Register and the GL Distribution. These two documents are linked in Unform Archive. It is possible for the user to print a register and not print an associated GL Distribution. On the register, the system prints the following in the print stream to indicate that a GL distribution should be expected: GL Distribution=true
If a GL Distribution should not be expected, the program prints: GL Distribution=false
The Unform document type DocumentRegfor both documents, but the document ID differs by appending "-GL" to the register number for the GL Distribution.Only the last copy of a specific register # is be kept on file.
When a register is reprinted, and it is overwriting an existing archive of that same register #, the system updates the title of the associated GL Distribution to indicate that it is no longer valid.
Note that the PO# field on the Register only appears when "PO#" is in the title bar and you have not encountered a line that simply contains "Document Adjustments". The data in the PO # column is linked to Document Code "PORD".
Returns Processing: The AP Document Register also prints any return documents numbers being released from vendor approval for an invoice number. The AP Document Register Update will create any needed return documents and update the status of the return.
Access this program by choosing Accounts Payable--> Document Entry-->Document Entry and Adjustment Register.
1. Period
Enter whether to print Current period or Next period documents. Press Enter (CR) to default to C.
2. Branch
Enter the branch number. The entry must be a valid branch. Press Enter (CR) to default to ALL.
3. Print Vendor Name
Indicate whether to print the name of each vendor and vendor ID on the line above all the report data. If you do not select this checkbox, the vendor ID and the data for that vendor all print on the same line (and without printing the vendor name anywhere on the report line). Also note that changing the format of the report to print the name of each vendor and vendor ID on the line above all the report data substantially lengthens the report.
The General Ledger distribution is built during the printing of the Document Entry & Adjustments Register according to the entries made in the Document and Adjustment Entry programs and the information entered in the general ledger posting tables.
Check register. OK to print GL distribution?
After printing the Document Entry & Adjustments Register, verify the printout. If you need to change information in the register, select Cancel to exit the program. After you make the necessary corrections, run the register again.
If the register is correct, select OK to continue. The program then prints the GL distribution. Once the GL distribution is printed, the systems asks you:
Check GL distribution. OK to update?
Verify the GL distribution printout. If everything is correct, select OK to continue. The program proceeds with the update. If you find errors, select Cancel to exit the program.
After you make the necessary corrections, run the register again from the beginning. This will give you another register print as well as another GL distribution print.
Check register. OK to update?
After printing the Document Entry & Adjustments Register, verify the printout. If you need to change information in the register, select Cancel to exit the program. Make the correction and run the register again.
If everything is correct, select OK to continue.
Viewing reports on screen (using the viewer)
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