General Information Default Menu Location Transaction >> Accounts Payable >> Add/Edit AP Invoice Screen Name APMAST Function The AP Invoice Screen has many uses. From this screen you can: 1. Create a new AP Invoice. 2. Create an AP Invoice from a PO Receipt, or several PO Receipts. 3. Edit an existing AP Invoice. 4. Void an existing AP Invoice. 5. Mark an invoice as approved. 6. Print a Manual [...]

System Cash/Checking Accounts — 4.6%

[...] note that the Next Check Number number may be changed at any time!!! You can change it while printing checks, or you can change the counter on the Checking Accounts screen. It is THE USER'S RESPONSIBILITY to make sure the next check number matches up with the first check in the printer. Adjutant will increase the Next Check Number counter for each check printed, but cannot account for damaged or unprinted checks. Fields GL Account# - The General Ledger account that corresponds to the cash/checking account. Bank Name , Address , Account [...]

CID Setup Options — 4.6%

[...] AP20CHKNO setup option is enabled. Change screens to use 15 char numbers. APAGEPOLIST - Add POs linked to AP Invoice to polist field in cursor. Only works in detail mode. APAPRPPAYZERO - Makes 0 show up in grid. APCCVENDOR2 - If enabled, AP Credit Card Vendors must use the APCCVENDOR Org Attribute, rather than the CCDATA attribute. The CCDATA attribute becomes exclusive for personal credit card data for sales. APCHECK48 - Allows 48 invoices on a check without printing an overflow stub. To use, APCHKOVERFLOW rule must be setup Text1 = Overflow [...]

Import AP Checks — 4.2%

[...] General Information Default Menu Location: Transaction >> Importers/Exporters >> Accounting >> AP Check Import Screen Name: IMPORTAPCHK Function: This screen imports historical AP Check payment records tied to AP Invoice numbers in Adjutant. Import AP Checks Screen File Name(Header)/Browse: Use the Browse button to locate and select the completed AP Check Header import template file (in XLS format). Note - [...]

Void AP Check — 3.4%

General Information Default Menu Location Transaction >> Accounts Payable >> Void AP Checks Screen Name APCKVOID Function An AP check or range of checks can [...]

Approve AP Invoices for Payment — 3.0%

General Information Default Menu Location : Transaction >> Accounts Payable >> Approve AP Invoices Screen Name : APAPRPAY Function: Every AP invoice must be approved to pay before a payment may be issued for it. An AP Invoice may be approved on the Approve to Pay screen or directly from the AP Invoice screen . Approving an AP Invoice does not mean a check will be written for it. It only ALLOWS a check to be written for it. See the Print Checks [...]

Accounts Payable ACH Setup Process — 2.5%

[...] Description A new Accounts Payable ACH process has been developed that sends an ACH formatted file per AP check paid. This process can also send a formatted email to the AP Contact of the check recipient, or a default email address of your choice. Below is a breakdown of the screens involved, and the required setup. Screens Involved - Rule Maintenance - Checking Accounts - Contacts - Generate AP EFT File Required Setup Rule Maintenance : First requirement is to setup the ACH Data Setup rule. GL Account - [...]

AP Aging Report — 2.5%

General Information Default Menu Location : Reports >> Accounts Payable >> AP Aging Screen Name : APAGING Function: The AP Aging (or Aged Payables) report displays open AP invoices in 4 groups of aged days. To see a current aged payables report, simply open the screen and click Output. Enabling the DrillDown View check box will drill into the Vendor and AP Invoice while the report is still open. AP Aging Report Fields/Filters/Options [...]

Company ID (CID) Maintenance — 2.1%

[...] is not highlighted, you do not have the security required to change the number.) Fields APINVNO: AP Invoice number BIDPO: Bid PO/Vendor Inquiry BOL: Bill of Lading GLBATCH: GL Batch number INVNO: Invoice number LOTNO: Lot# on PO Receipts (only if POAUTOLOT setup option is selected) PONO: Purchase Order RFQNO: Customer Quote SONO: Sales Order/Work Order TASK: Service Order (if TASKNEWSEQ setup option is selected) WONO: Production Work Order Accounts The Accounts tab contains the system default GL accounts for many different transactions. It also [...]

CID Accounting Setup — 1.9%

[...] amount of the inventory transactions. Purchase Orders : Clearing account used between PO Receipt and AP Invoice entry. This account is also commonly referred to as Accrued AP. Suspense : Suspense account used if the batch generator cannot match a transaction to a valid GL Account. Over/Under Billing : Revenue contra account for draw billing transactions from Project Control. Difference between Over/Under Billings and Variances: Over/Under Billings are only for Projects/Job Files. Variances are catch-all’s for regular, every day transactions. [...]

Bank Reconciliation — 1.9%

[...] Name : BANKREC Function : The Bank Reconciliation screen provides an interface to reconcile Adjutant AP and AR transactions to your bank's current balance. The Bank Rec screen may also be used to enter Manual Cash Adjustments. Filters The Filter tab of the Bank Rec screen controls what is displayed on the Checks/Deposits/Adjustments tab. The user may select a Checking Account, Date Range, and Status. Leaving the Date Range blank will return all records for the selected checking account and status. The Group By Deposit Code/Date [...]

Go Live Checklist — 1.7%

[...] Live Export files from legacy system: Open AR _ _ Mock Go Live Export files from legacy system: Open AP _ _ Mock Go Live Export files from legacy system: Inventory Quantities/Costs _ _ Mock Go Live Export files from legacy system: Coil quantities/costs/info _ _ Mock Go Live Import files into Adjutant: Open AR _ _ Mock Go Live Import files into Adjutant: Open AP _ _ Mock Go Live Import files into Adjutant: Inventory Quantities/Costs _ _ Mock Go Live Import files into Adjutant: Coil quantities/costs/info _ _ Mock Go Live Sort through [...]

Journal Entry Architecture - PO Receipt — 1.7%

[...] General Information A PO Receipt will debit the Item Control account and credit PO Clearing (aka Accrued AP). The credit to PO Clearing will be cleared when the receipt is invoiced in AP. If the invoice is created without clearing the receipt(s), the Clear Unbilled PO Receipts screen can be used to clear the credit. Please note that your PO Clearing Account in the GL should reconcile to your Unbilled PO Receipts report. If it doesn't, then the most likely cause is an AP invoice that was distributed to the PO Clearing [...]

HOW TO - Refund a Customer Credit — 1.5%

[...] Transaction >> Accounts Receivable >> AR Invoice Master Screen Name : AP2AR Function : The Create AP Invoice from AR Invoice screen allows a refund check to be issued from a credit or deposit on a customer's account. The AR2AP button is only accessible when the invoice has a credit balance (a negative amount). AR to AP The customer MUST be setup as a Vendor in order to pay them (must have SOLDFROM and REMITTO attributes). If you see the message 'Not Set Up as Vendor', use the 'Make AR Customer a Vendor' button to immediately [...]

Journal Entry Architecture - GL Mapping — 1.3%

[...] Purchase Order Receipt: A Debit is made to Stock Inventory account and a Credit is made to Accrued AP (P.O. Clearing) For more information please see the PO Receipt page AP Invoice: A Debit is made to Accrued AP and a Credit is made to Accounts Payable For more information please see the Accounts Payable page AP Check: A Debit is made to Accounts Payable and a Credit is made to a cash [...]

AP Invoice Report — 1.3%

General Description Default Menu Location: Reports >> Accounts Payable >> AP Invoice Report Screen Name OPENAP Function AP Invoice Report screen has the ability [...]

AP ACH Data — 1.3%

[...] General Information Default Menu Location Maintain >> System >> Rule Maintenance Function The AP ACH Data rule controls the ACH format details and the link to the AP Bank G/L Account. This rule also holds the base ACH file name and the default email address that is used if no AP Contact email address is associated with the Remit To record on the check. Rule Setup – Text Fields GL Account: Enter the GL account number that matches the Cash/Checking Gl account that has been set up to create EFT [...]

Adjutant End of Year Guide — 1.3%

[...] type in this screen. Review this setup for any changes needed for the current year. Run and review the AP Invoice Report for the current year’s paid invoices in Summary mode to look for any vendor records that should have been set up for 1099 reporting. Update the Remit To ‘1099 Type’ settings for any vendor that should be included in 1099 Reporting. NOTE - Setting the ‘1099 Type’ will not retroactively update any previously paid A/P Invoices. Contact your Implementation Consultant to discuss your options for correcting paid invoices. IMPORTANT – Use the ‘Close/Recalc’ [...]

Voucher List — 1.1%

[...] Screen Name VOUCHLIST Voucher List Screen Function The Voucher List screen displays all scanned AP Invoices with their corresponding Voucher number. The Create AP Invoice button allows you to launch the AP Invoice Screen and pass the voucher number with it. Upon saving the new AP Invoice, the scanned image will automatically be transferred and viewable on the AP Invoice screen. Recommended Process/Usage Buy a numbering stamp, ( like this one ). Stamp [...]

Accounts Payable Setup Options — 1.1%

[...] AP20CHKNO setup option is enabled. Change screens to use 15 char numbers. APAGEPOLIST - Add POs linked to AP Invoice to polist field in cursor. Only works in detail mode. APAPRPPAYZERO - Makes 0 show up in grid. APCHECK48 - Allows 48 invoices on a check without printing an overflow stub. To use, APCHKOVERFLOW rule must be setup Text1 = Overflow message (lc_overflowmessage) Num1 = Number of checks on stub (48) log1 = Enabled (checked) log2 = Print details. If checked, and stub has >48 invocies, first 48 will print on stub, if not checked, [...]

AP Check Register — 1.1%

General Information Default Menu Location Reports >> Accounts Payable >> AP Check Register Screen Name APCHKREG AP Check Register [...]

Generate AP EFT File — 1.1%

General Description Default Menu Location Transaction >> Accounts Payable >> Generate AP EFT File Screen Name PRINTEFT Generate AP [...]

AP Check Info — 0.9%

General Information Default Menu Location : Reports >> Accounts Payable >> AP Check Info Screen Name : CHECKINFO Function: The AP Check Info screen displays basic information about a check. You can select another check [...]

Reverse and Credit a Closed Invoice — 0.9%

[...] between the two grids. This will reset the balance to the original amount. Apply Step Three Void the invoice. It’s very important that you select: 1. YES for “Issue Credit and Unship/Bill” 2. YES on “Reopen Sales Order” 3. NO!!! on “Apply Credit to Original Invoice”. There will now be a header note with a new credit memo invoice. The balance will be addressed in a few steps. AR Invoice Master - Click for full size AR Invoice Master - Click for full size Step Four On the credit Memo Invoice, there will be a negative balance. Select the AR2AP [...]

Purchase Order - AP Info — 0.9%

[...] Menu Location The Purchase Order Icon is located on the Tool Bar Screen Name POR3 Function The AP Info tab displays any related AP info that was entered while receiving the purchase order. A more detailed view of the receipt history is available [...]

Remit To — 0.9%

[...] Name: REMITTO Function: The Remit To screen stores default information related to creating and paying AP invoices for vendor organizations. Fields Tax Rate: Default Tax rate for Purchase Orders (POs). Terms: Default Accounts Payable (AP) terms. Misc Code: Customizable field. For details regarding how to use this, contact your ABIS Consultant. Discount: Default Discount Percentage. Sales Person: Remit To Sales Person. Terr: Default Territory. Legal Name: If filled out, this will be used as the vendor name when 1099's are printed. [...]

Drop Folders for Document Vault — 0.9%

[...] Folder. Check this box for the Voucher folder. List of Codes Code Description Prefix APMAST AP Invoice Vendno + - + Invoice Number + - ASSET Asset Custno + - + TagID + - BILLMAST AR Invoice Invoice Number + - BOL Bill of Lading BOL # + - BOM Bill of Material BPONO Bid Purchase Order Bid PO Number + - COIL Coil Coil Lot + - CONTRACT Contract ENT Organization Custno + - ETEMP Email Template EXPRPT Expense Report GLBATCHH Journal Batch Batch Number + - INBOX Used for Inbox Email process ITEM Inventory Item Item Code + - LOTITEM Lot Number (on hand) [...]

Recurring Payables — 0.8%

General Information Default Menu Location Transaction >> Accounts Payable >> AP Invoice Master Screen Name APMAST Function A recurring AP invoice can be set up in the AP Invoice Master . The Template [...]