| Chapter 24 - Accounts Payable Inquiry |
| Screen | Data Available |
| 101 | Accounts Payable Main Menu |
| 1A2 | Vendor Search | Locate vendor records by name. |
| 1A3 | Vendor Data | Remit to address, telephone #, vendor terms, tax ID, retention months. |
| 113 | Vendor Analysis | Voucher, invoice & PO numbers, funding, description, invoice, due and paid dates, check number. |
| 114 | Outstanding Checks | Outstanding Check List |
| 115 | Outstanding Vouchers | Voucher, invoice, & PO numbers, funding, description, invoice & due dates. |
| 118 | Invoice List | Voucher, invoice & PO numbers, amount, check number, date and amount, status. |
| 119 | Batch Detail | Listing of detailed vouchers within a batch |
| 140 | Voucher Detail | Detailed information about each voucher. |
| 201 | Purchasing Main Menu |
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| 224 | PO Line Data | Detailed information about each line of a Purchase Order. |
| 228 | PO Line Inquiry | Summary information about a Purchase Order. |
| 239 | Receiving Detail | Detailed receiving information. |
| 248 | Invoice Data | Detailed data about an invoice. |
| 249 | Invoice Inquiry | Detailed data about an invoice for each Purchase Order line. |
| 282 | Active Document List | Summary information about Purchase Orders - queried by department number, PO #, PO type. |
| 284 | Invoice Data | All invoice data for a Purchase Order. |
| 22N | PO Notepad | Text pertaining to a Purchase Order (PO) or CIS entered Departmental Purchase Order (DPO). |
| 29A | PO Header | Summary information about a Purchase Order. |
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| SCREEN 101 ACCOUNTS PAYABLE MENU |
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| SCREEN 1A2 VENDOR SEARCH
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Screen 1A2 is used to search the vendor file for vendor names, numbers and
other demographic information about a vendor.
| ACTION/CONTEXT LINE |
| Required Information: | All or part of the vendors name. |
| VEND: | The vendors name (or leading characters). |
| PressENTER. |
| All vendors whose names correspond to the entered data are displayed. |
| Press the ENTER key to view the next page. |
| INPUT LINES |
| Required Information: | None |
| LINE NUMBER: | The number to the left of the chosen vendor name. Press ENTER. |
| The vendor number of the chosen vendor is input in the VEND field at the top of the screen. |
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| SCREEN 1A3 VENDOR CREATE/MODIFY |
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Screen 1A3 VENDOR DATA
Screen 1A3 is used to view demographic data about a vendor; vendor number, address, & phone #.
| ACTION/CONTEXT LINE |
| VEND: |
| Required Information: | All or part of the vendors name or number. |
| The vendors name (or leading characters) or the 11-character vendor number. |
| Press ENTER. |
| The vendors name and other related data is displayed. If only a portion of the vendors name was input, the system will take
you to screen 1A2 to select a vendor, then it will return you to screen 1A3. |
| ADDRESS #: | Each address for a vendor is identified with a unique
address number - 00 thru 99 are valid address numbers. |
| ADDRESS TYPE: | B - Both, used as either an order from address or a remit to address |
| O - Order from address |
| R - Remit to address |
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| SCREEN 113 VENDOR ANALYSIS (PROCESSED INVOICES) |
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Screen 113 is used to display current payments made to a vendor. It includes
current payments and invoices processed by Accounts Payable but not yet paid
to the vendor. Invoice data is retained on screen 113 until the vendor has
cashed the check for that invoice.
| ACTION/CONTEXT LINE |
| Required Information: | All or part of the vendors name or number. |
| VEND: | The vendors name (or leading characters) or the 11-character vendor number. |
| Press ENTER. |
| The vendor's name, address and all voucher/invoice activity
for the vendor is displayed. If only a portion of the vendors name was input, the system will take you to screen 102 to select a vendor, then
it will return you to screen 113. |
| If more than 7 vouchers are displayed, use
the F7 (page backward) and F8 (page forward) keys to continue your search. |
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| SCREEN 115 OUTSTANDING VOUCHERS |
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Screen 115 is used to display current outstanding payments made to a vendor.
These are invoices processed by Accounts Payable but not yet paid to the vendor.
Checks are printed once a week, on Tuesday night. Also, payments are held
for vendor terms (due date), i.e., if a vendor allows us to make payment within
30 days of the invoice date, Accounts Payable processes the invoice, but the
payment is not made until close to the due date. Invoice data is retained
on screen 115 for a very short period of time, until a check has been issued
to the vendor.
| ACTION/CONTEXT LINE |
| Required Information: | All or part of the vendors name or number. |
| VEND: | The vendors name (or leading characters) or the 11-character vendor number. |
| Press ENTER. |
| The outstanding vouchers/invoices for the vendor is displayed.
If only a portion of the vendors name was input, the system will take
you to screen 102 to select a vendor, then it will return you to screen 115. |
| If more than 7 vouchers are displayed, use the F7 (page backward)
and F8 (page forward) keys to continue your search. |
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| SCREEN 118 INVOICE LIST |
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Screen 118 (DUPLICATE) INVOICE FILE LIST
Screen 118 is used to display all invoices processed for or paid to a vendor.
Invoice data for the current month and the previous 12 months is retained
on screen 118.
| ACTION/CONTEXT LINE |
| Required Information: | All or part of the vendors name or number. |
| VEND: | The vendors name (or leading characters) or the 11-character vendor number. |
| INVOICE NUMBER: | Optional - Use this field if you are inquiring about a specific invoice. |
| Press ENTER. |
| All invoices for the indicated vendor are displayed. |
| If only a portion of the vendors name was input, the
system will take you to screen 102 to select a vendor, then it will return you to screen 118. |
| Use the F7 (page backward) and F8 (page forward) keys to continue your search. |
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| SCREEN 119 VOUCHER INQUIRY BY BATCH |
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Screen 119: VOUCHER INQUIRY BY BATCHScreen 119 is used to display voucher summary data by batch. Voucher data
is retained on screen 119 until the vendor cashs the check.
| ACTION/CONTEXT LINE |
| Required Information: | All or part of the vendors name or number. |
| BATCH ID: | The batch and date should be entered. |
| Press ENTER. |
| All vouchers for the indicated batch are displayed. |
| Use the F7 (page backward) and F8 (page forward) keys to continue your search. |
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| SCREEN 140 VOUCHER SNAPSHOT |
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Screen 140 is used to view detailed information about a voucher. Accounts
Payable is the primary user of this screen. In order to use this screen, vendor
#, voucher # and the 10-digit account number must ALL be entered at the top
of the screen.
- Position the cursor after the SCREEN> field
and type 140.
- TAB to theVEND or
field and enter the 11 character vendor number. Screen 102 can be used to
obtain the vendor number.
- TAB to the VCHR(voucher) field and enter the 7 character voucher number.
A variety of screens can be used to obtain the voucher number including 23, 113, 115 or 118.
- TAB to the ACCT field and enter the 10 digit account number. A variety of screens can be
used to obtain the account number including 23, 113, or 115.
- Press the ENTER key. Detailed information
about that voucher is displayed including the process date, batch, check
number and date, and a variety of flags.
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| SCREEN 201 PURCHASING MAIN MENU |
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| SCREEN 224 PO LINE ITEM CREATE/MODIFY |
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Screen 224 is used to view very detailed, specific data about a line of the
Purchase Order (PO).
| ACTION/CONTEXT LINE |
| Required Information: | Document Code |
| Document Number |
| Line |
| CODE: | 0 = Purchase Orders (PO) |
| 1 = Purchase Requisitions (Q) |
| DOCUMENT: | The 7-character number identifying the Purchase Order you want to view. |
| LINE: | The 3-character line number of the Purchase Order you wish to view. Input 001 for line 1, and so on. |
| Press ENTER. |
| Detailed information about the Purchase Order Line is displayed. |
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| SCREEN 228 PO LINE ITEM INQUIRY |
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Screen 228 is used to view general (less detailed) data about a Purchase
Order (PO).
| ACTION/CONTEXT LINE |
| Required Information: | Document Number |
| DOCUMENT: | The 7-character number identifying the Purchase Order you want to view. |
| Press ENTER. |
| The Purchase Order Lines of the PO are displayed.
2 Lines are displayed per screen. |
| Use the F7 (page backward) and F8 (page forward)
keys to advance to the next lines of the PO. |
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| SCREEN 239 RECEIVING LINE INQUIRY BY PO LINE |
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Screen 239 is used to view detailed receiving information by each Purchase
Order line.
| ACTION/CONTEXT LINE |
| Required Information: | Document Number
PO Line Number |
| DOCUMENT: | The 7-character number identifying the Purchase Order you want to view. |
| LINE: | The Purchase Order line number that you want to view. |
| Press ENTER. |
| Detailed receiving information for that Purchase Order line is displayed. |
| Use the F7 (page backward) and F8 (page forward) keys to advance to the next lines of the PO. |
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| SCREEN 248 INVOICE LINE ITEM LIST |
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Screen 248 is used to view detailed data about an invoice.
| ACTION/CONTEXT LINE |
| Required Information: | Document Number
Invoice Number |
| DOCUMENT: | The 7-character Purchase Order number. |
| INVOICE: | The vendors invoice number that you want to view. |
| Note: The invoice number must be entered EXACTLY
as Accounts Payable input it. Leading zeros, spaces and punctuation marks
must be input if Accounts Payable input them. Screen 118 or 249 may be
used to obtain the correct invoice number. |
| Press ENTER. |
| Detailed information about the vendors invoice is displayed. |
| Use the F7 (page backward) and F8 (page forward)
keys to advance to the next lines of the PO. |
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| SCREEN 249 POSTED INVOICES BY PO LINE |
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Screen 249 is used to view invoice data for a Purchase Order line.
| ACTION/CONTEXT LINE |
| Required Information: | Document Number
PO Line Number |
| DOCUMENT: | The 7-character Purchase Order number. |
| LINE: | The Purchase Order line number that you want to view. |
| Press ENTER. |
| Detailed invoice information for that Purchase Order line. |
| Use the F7 (page backward) and F8 (page forward) keys to advance to the next set of invoices. |
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| SCREEN 282 DOCUMENT LIST |
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Screen 282 is used to obtain a listing of Purchase Orders.
| ACTION/CONTEXT LINE |
| Required Information: | Document Code |
| DOCUMENT CODE: | 0 = Purchase Orders
1 = Purchase Requisitions |
| Press ENTER. |
| INPUT LINES |
| Required Information: | Start Document |
| START DOCUMENT: | Enter the 7 character Purchase Order number where you
wish to begin your search. Use P(or Q)000000 to view all documents. |
| Option Fields: |
| VENDOR: | The 11 character vendor number. Use this field to limit
your search to a specific vendor. |
| DEPARTMENT: | The 4 character department number. See Appendix A for
a department number listing. Use this field to limit your search to a specific department. |
| BUYER: | The 3 character buyer code. Use this field to limit your
search to a specific buyer. Press the F2 Key (HELP) at the buyer field
to obtain a listing of buyer codes. |
| TYPE: | The 2 character document type code. 0 for Purchase Orders,
1 for Purchase Requisitions. Use this field to limit your search to PO's
or Requisitions. |
| TRACKING STATUS: | This field is not currently used. |
| ROUTE: | This field is not currently used. |
| REFERENCE: | The 7 character document number. Use this field to view
all documents created from a single document. Example, to view all Purchase
Orders that were created from a Requisition, enter the Requisition number
in this field. |
| EFFECTIVE DATE: | The date ranges of documents that you want to view. |
START DATE:
END DATE:
DELIVERY DATE: | Enter the FROM and TO dates of the time frame.
You must specify both dates, and the FROM date must be on or before the TO date.
Enter dates as MM/DD/YY. |
| Press ENTER. |
| NOTE: The response time on screen 282 is extremely slow!!
It can take up to 5-10 minutes for the system to search through the entire PO database. |
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| SCREEN 282 DOCUMENT LIST |
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The documents that meet the selection criteria are displayed.
Use the F7 (page backward) and F8 (page forward) keys to advance to the next
set (of 3) of purchase orders.
| PAGE: | Enter the desired page number to skip x number of screens. Press Enter. |
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| SCREEN 284 PURCHASE ORDER SUMMARY |
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Screen 284 is used to view ALL invoice data for a Purchase Order.
| ACTION/CONTEXT LINE |
| Required Information: | Document Number |
| DOCUMENT: | The 7-character Purchase Order number. |
| Press ENTER. |
| Detailed invoice information for the Purchase Order
is displayed. |
| Use the F7 (page backward) and F8 (page forward)
keys to advance to the next set of invoices. |
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| SCREEN 29A PO HEADER |
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Screen 29A is used to view very detailed, specific data about a Purchase Order (PO).
| ACTION/CONTEXT LINE |
| Required Information: | Document Code
Document Number |
| CODE: | 0 = Purchase Orders (PO)
1 = Purchase Requisitions (Q) |
| DOCUMENT: | The 7-character number identifying the Purchase Order you want to view. |
| Press ENTER. |
| Page 1 of the PO is displayed. Press ENTER to view page 2. |
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| SCREEN 22N PURCHASE ORDER NOTEPAD |
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Screen 22N is used to enter or view notes/comments about a Purchase Order
(PO) or a CIS entered Departmental Purchase Order (DPO).
If a note exists for a given document, the system displays the message "NOTEPAD
ITEMS EXIST" in the upper right corner of various 2** purchasing screens.
- To view notes/comments, enter the purchasing document # in the DOCUMENT
field and press ENTER. Continue to press ENTER if multiple notes (ITEM 1
of x) exist.
- To create a note, enter the purchasing document # in the DOCUMENT field
and press ENTER. Enter up to 8 lines of text (40 characters per line) for
each note. Press ENTER to record/capture the note. If a note(s) already
exists, press ENTER until the first blank "page" appears.
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