SYSTEM FILE

This option allows you to add and/or update company information for the Accounts Payable system.

NOTE: Within this option, you may set up an inter-company account number. This enables two separate companies who normally do not share any information, to distribute an A/P expense between the two of them.

To begin, select the [File Maintenance] menu in the Payables library.

The screen will display:

Click [System File], the screen will display:

Company Number:

Key the desired company number.

To continue, click [OK].

OR

To cancel and return to main menu, click [Exit].

If you select [OK] to continue, one of the following options will display.

If this is an EXISTING company, the company data will display. UPDATE company information as needed.

OR

If this is a NEW company, a blank company screen will display. ADD company information as needed.

Company Name:

Key the company name.

Period Closed:

Key a C for each business period that has closed for this fiscal year.

Example: If two business periods have closed during this fiscal year, key CC.

NOTE: You are not allowed to post to a period identified as "closed" in the A/P system file.

Default A/P Account:

Key the account number you will use most often for cash disbursements.

OR

Search for an account number by clicking the button (prompt and select button) to the right of the account field.

NOTE: This account number will automatically display in cash disbursement programs; you may then override it with another account number if desired.

Intercompany Account:

Key the account number you will use most often as an inter-company account.

OR

Search for an account number by clicking the button (prompt and select button) to the right of the account field.

NOTE: You MUST enter an account, even if you only have one company.

Discount Account:

Key the miscellaneous income account number you will use most often in posting discounts.

OR

Search for an account number by clicking the button (prompt and select button) to the right of the account field.

NOTE: This account number will automatically display in cash disbursement programs; you may then override it with another account number if desired.

Status (D or Blank):

If this is an active general ledger company number, leave this area blank.

OR

To delete this A/P system file for this general ledger company number, key ‘D’.

To save new setup and/or changes and return to menu, click [OK].

OR

To cancel without saving changes and return to menu, click [Exit]. You will be returned to the “Accounts Payable File Maintenance” menu.

If you have additional general ledger companies’ A/P system files to enter/change, repeat the preceding steps.

Once you have finished with the entries, click [Exit]. You will be returned to the “Accounts Payable File Maintenance” menu.