2571
eSTELPLAN
eSTEL/AP
Release 4.0a
February 15, 2016
Copyright 2016 Invera Inc. All Rights Reserved.
Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and
customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in
part without prior written approval from Invera.
Invera reserves the right to make changes in specifications and other information contained in this document without
prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been
made.
The terms and conditions governing the licensing of Invera software consist solely of those set forth in the
written contracts between Invera and its customers. No representation or other affirmation of fact contained
in this document, including but not limited to statements regarding capacity, response-time performance,
suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera
for any purpose or give rise to any liability of Invera whatsoever.
eSTELPLAN is a Trademark of Invera Inc.
Web: www.invera.com
Email: [email protected]
Phone: (514) 935-3535
Fax: (514) 935-3850
Invera Corp. 6125 Luther Lane, #425
Dallas, TX 75225
U.S.A.
Invera Inc. 4333 St. Catherine Street West,
Westmount, Quebec H3Z 1P9
Canada
Table of Contents
1. eSTEL/AP OVERVIEW ........................................................................................................................ 1 OVERVIEW ............................................................................................................................................. 1 TYPES OF ACCOUNTS PAYABLE TRANSACTIONS ....................................................................... 2 REFERENCE INFORMATION ............................................................................................................... 3 REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE......................................................... 4
AP Installation Options ......................................................................................................................... 4 Retention Period................................................................................................................................. 5 Change Mode ..................................................................................................................................... 5
2. REPORT SELECTIONS ....................................................................................................................... 7
3. REPORTS AND INQUIRIES .............................................................................................................. 17 ACCOUNTS PAYABLE INQUIRIES ................................................................................................... 17
Reference Number Inquiry .................................................................................................................. 18 Check Number Inquiry ........................................................................................................................ 18 Vendor Remittance Advice Number Inquiry ....................................................................................... 18 Main Accounts Payable Inquiry .......................................................................................................... 19 Accounts Payable Inquiry with History ............................................................................................... 20
Accounts Payable History View Options ......................................................................................... 22 Archived VRA ................................................................................................................................. 23
Accounts Payable Inquiry – Monthly Purchase Analysis .................................................................... 24 Invoice Inquiry .................................................................................................................................... 24 Vendor Profile Inquiry......................................................................................................................... 26
ACCOUNTS PAYABLE REPORTS ..................................................................................................... 28 Accounts Payable Open Item List ....................................................................................................... 28 Accounts Payable Aging Report .......................................................................................................... 35
Detail Report .................................................................................................................................... 36 Summary Report .............................................................................................................................. 36 Totals Only....................................................................................................................................... 36
Cash Forecast Reports ......................................................................................................................... 42 VENDOR LISTS AND LABELS ........................................................................................................... 47
Vendor Master List .............................................................................................................................. 47 Vendor Remarks List ........................................................................................................................... 49 Vendor Labels ..................................................................................................................................... 51
4. VOUCHER PROCESSING ................................................................................................................. 53 OVERVIEW ........................................................................................................................................... 53 VOUCHER ENTRY ............................................................................................................................... 54
Overview ............................................................................................................................................. 54 Update Options .................................................................................................................................... 54
INPUT AND CONTROL PROCEDURES ............................................................................................. 55 Source Document Control Totals ........................................................................................................ 55 Transaction Definition ......................................................................................................................... 57 General Screen Flow ........................................................................................................................... 57 Voucher Header Information Screen Flow .......................................................................................... 57
Action Bar Options .......................................................................................................................... 58
Table of Contents Page ii
Voucher Header Fields ..................................................................................................................... 58 Voucher Look-Up ................................................................................................................................ 60 Session Look-Up.................................................................................................................................. 60 Pay-To Information.............................................................................................................................. 62 Cost Reconciliation Control Totals ...................................................................................................... 68 Voucher Header Action Bar Options ................................................................................................... 69 Changing a Voucher Header ................................................................................................................ 71
Header Change Restrictions ............................................................................................................. 72 Deleting a Voucher Header .............................................................................................................. 72
Inventory Cost Reconciliation Screen Flow ........................................................................................ 73 GL Distribution Screen Flow ............................................................................................................... 74
Standard GL Distribution ................................................................................................................. 74 Automatic GL Distribution .............................................................................................................. 74 Accounts Payable Control ................................................................................................................ 75 Unpaid Accounts (Applied Items) .................................................................................................... 75 Non-Steel Purchases ......................................................................................................................... 75 Unpaid Accounts (Advance IRC Items) ........................................................................................... 76 Purchase Gain/Loss .......................................................................................................................... 76 Foreign Exchange Gain/Loss ........................................................................................................... 76 Default Expense Account ................................................................................................................. 76
Foreign Exchange Rounding in GL ..................................................................................................... 77 VERIFY VOUCHERS ............................................................................................................................ 78
Voucher Edit List ................................................................................................................................. 78 UPDATE VOUCHERS ........................................................................................................................... 81
Update Vouchers.................................................................................................................................. 81 PURCHASE JOURNAL ......................................................................................................................... 83
5. INVOICE APPROVAL ........................................................................................................................ 87 OVERVIEW ............................................................................................................................................ 87
General Screen Flow ............................................................................................................................ 87 Branch Information .............................................................................................................................. 87
INVOICE APPROVAL SCREEN FLOW .............................................................................................. 89 Transaction Access .............................................................................................................................. 89 Action Bar Options .............................................................................................................................. 91
Select ................................................................................................................................................ 92 Template Selection ........................................................................................................................... 92 Wild Card Selection ......................................................................................................................... 92
EDI INVOICE HEADER SCREEN........................................................................................................ 93 Overview .............................................................................................................................................. 93 Cost Reconciliation Control Totals ...................................................................................................... 95
EDI INVOICE DETAIL SCREEN ......................................................................................................... 97 Sequence of Screen Display Sections .................................................................................................. 97
Invoice Item Formatting ................................................................................................................... 98 Product Characteristics Formatting .................................................................................................. 98 Physical Dimensions Formatting ..................................................................................................... 98 Additional Charges Formatting ........................................................................................................ 99 Name and Address Formatting ......................................................................................................... 99
EDI Invoice Detail Action Bar Options ............................................................................................. 100 REMARKS SCREEN ........................................................................................................................... 101
Remarks Formatting ....................................................................................................................... 101 Remarks Action Bar Options ............................................................................................................. 101
INVENTORY COST RECONCILIATION SCREEN .......................................................................... 102 GENERAL LEDGER DISTRIBUTION ............................................................................................... 103
Standard General Ledger Distribution ............................................................................................... 103
6. AP OPEN ITEM ADJUSTMENTS ................................................................................................... 105
Table of Contents Page iii
OVERVIEW ......................................................................................................................................... 105 Action Bar Options ........................................................................................................................ 106
MODIFY TERMS OF PAYMENT ...................................................................................................... 107 Restrictions ........................................................................................................................................ 108
ITEM HOLD ......................................................................................................................................... 109 Restrictions ........................................................................................................................................ 109
MODIFY DESCRIPTION/REMARKS ................................................................................................ 110 Restrictions ........................................................................................................................................ 110
SELECT ................................................................................................................................................ 111 Template Selection ......................................................................................................................... 111 Wild Card Selection ....................................................................................................................... 112
SESSION LOG ..................................................................................................................................... 113
7. CASH DISBURSEMENTS ................................................................................................................ 115 OVERVIEW ......................................................................................................................................... 115
Prerequisites for using Vendor Remittance Advices ......................................................................... 115 ENTER CASH DISBURSEMENTS .................................................................................................... 116
Disbursement Reversal ...................................................................................................................... 116 Open Item Application ...................................................................................................................... 121 Specific Posting Situations ................................................................................................................ 123 Payment of a Single Voucher ............................................................................................................ 124 Check Item Remarks ......................................................................................................................... 125 Partial Payment .................................................................................................................................. 126 Payment of Multiple Vouchers .......................................................................................................... 127 Discounts ........................................................................................................................................... 129 Add Vouchers .................................................................................................................................... 130 Change the General Ledger Distribution ........................................................................................... 130 Unapplied Debits ............................................................................................................................... 132 Unapplied Credits .............................................................................................................................. 134 Temporary Vendors ........................................................................................................................... 135 Trailer Remarks ................................................................................................................................. 136 Manual Checks .................................................................................................................................. 137 Adjustments ....................................................................................................................................... 138 Add an Open Item to a Cash Disbursement....................................................................................... 140 Remove an Open Item from a Cash Disbursement ........................................................................... 142 Delete a Cash Disbursement Entry .................................................................................................... 144
VERIFY CASH DISBURSEMENTS ................................................................................................... 145 Cash Disbursement Edit List ............................................................................................................. 146
AUTOMATIC PAYMENT SCHEDULING ........................................................................................ 149 AUTOMATIC PAYMENT UNSCHEDULING .................................................................................. 153 UPDATE CASH DISBURSEMENTS .................................................................................................. 155 PRINT CHECKS .................................................................................................................................. 158
Check Formats ................................................................................................................................... 158 Check Printers ................................................................................................................................... 161 Check Printing Process ...................................................................................................................... 161 Void Check Forms ............................................................................................................................. 162 Alignment Test .................................................................................................................................. 163 Select Checks ..................................................................................................................................... 163 Accept/Reject Forms ......................................................................................................................... 165 Compress ........................................................................................................................................... 167 Insert a Line ....................................................................................................................................... 168 Reset Printer ...................................................................................................................................... 169
AUTO EMAIL VENDOR REMITTANCE ADVICES ....................................................................... 170 Auto eMail Standards ........................................................................................................................ 170 Vendor Remittance Advice Form ...................................................................................................... 170
Table of Contents Page iv
Vendor Remittance Advice Sample ................................................................................................... 171 CASH DISBURSEMENT JOURNAL .................................................................................................. 172
Cash Disbursement Journals .............................................................................................................. 173 Cash Disbursement Journal by Check ............................................................................................ 173
8. OUTSTANDING CHECK/VRA RECONCILIATION .................................................................. 177 CHECK RECONCILIATION ............................................................................................................... 177 VRA RECONCILIATION .................................................................................................................... 177 USING THE CHECK/VRA CLEARING FUNCTION ........................................................................ 179
Group Application ............................................................................................................................. 181 Item Application ................................................................................................................................ 182 End of Month Cleanup ....................................................................................................................... 182
STOP PAYMENTS AND CHECK/VRA WRITE OFFS ..................................................................... 183 Situation ............................................................................................................................................. 183
Payment with a Check .................................................................................................................... 183 Payment with a Bank Transfer/VRA ............................................................................................. 183
Procedure – Case A............................................................................................................................ 184 Procedure – Case B ............................................................................................................................ 184 Procedure – Case C ............................................................................................................................ 185
LIST OF OUTSTANDING CHECKS .................................................................................................. 186 List of Outstanding Checks ................................................................................................................ 187
Detail Type ..................................................................................................................................... 187 Total Only ...................................................................................................................................... 187
9. PERIODIC PROCEDURES .............................................................................................................. 191 INTRODUCTION ................................................................................................................................. 191 END OF PERIOD PROCEDURES ...................................................................................................... 191
Daily Procedures ................................................................................................................................ 191 Voucher Processing ........................................................................................................................ 191 Cash Disbursements ....................................................................................................................... 191
Monthly Procedure ............................................................................................................................ 192 ACCOUNTS PAYABLE PRELIMINARY MONTH END SCAN ..................................................... 193
Session Log ........................................................................................................................................ 193 ACCOUNTS PAYABLE END OF MONTH ....................................................................................... 194
Tables Affected by the AP End of Month Procedure ........................................................................ 194 ACCOUNTS PAYABLE END OF YEAR ........................................................................................... 196
10. 1099 INFORMATION ...................................................................................................................... 197 OVERVIEW .......................................................................................................................................... 197 1099 INFORMATION MAINTENANCE ............................................................................................ 198
Add 1099 Information ....................................................................................................................... 199 Change, Delete or Look-Up Information ........................................................................................... 201
1099 INFORMATION REPORT .......................................................................................................... 204 1099 Worksheet List .......................................................................................................................... 204
Detail Type ..................................................................................................................................... 204 Summary ........................................................................................................................................ 204 Total ............................................................................................................................................... 205
1099 INFORMATION CLEANUP ....................................................................................................... 209
APPENDIX A .......................................................................................................................................... 211 INITIALIZE ACCOUNTS PAYABLE APPLICATION ..................................................................... 211
Possible Error Messages .................................................................................................................... 212
APPENDIX B .......................................................................................................................................... 215 INITIAL LOADING OF ACCOUNTS PAYABLE TRANSACTION ................................................ 215
Prerequisite ........................................................................................................................................ 215 ENTER ACCOUNTS PAYABLE TRANSACTIONS ......................................................................... 216 VERIFY THE ENTRIES ...................................................................................................................... 219
Table of Contents Page v
APPENDIX C .......................................................................................................................................... 221 SALES TAX PROCESSING ................................................................................................................ 221 TAX REGIONS .................................................................................................................................... 222
Sales Tax on Mat/Frt/Pro/Oth ............................................................................................................ 223 VENDOR REFERENCE INFORMATION ......................................................................................... 227
Tax Region ........................................................................................................................................ 227 VOUCHER ENTRY ............................................................................................................................. 229
Tax Distribution Window .................................................................................................................. 229 Exchange Rate ............................................................................................................................... 230 Amount Before Tax ....................................................................................................................... 230 Tax Type ........................................................................................................................................ 230 Tax Rgn .......................................................................................................................................... 230 Tax Applicability Code .................................................................................................................. 230 Taxable ........................................................................................................................................... 230 Non-Taxable .................................................................................................................................. 231 Tax Amt ......................................................................................................................................... 231 Base Amt ........................................................................................................................................ 231 Total Amount ................................................................................................................................. 231
Header Information Screen ................................................................................................................ 232 Gross Amount ................................................................................................................................ 232 Exchange Rate ............................................................................................................................... 232 Automatic GL Distribution ............................................................................................................ 233 Sales Tax Control ........................................................................................................................... 233
CASH DISBURSEMENT ENTRY ...................................................................................................... 234 Header Information Screen ................................................................................................................ 234 Tax Distribution Window .................................................................................................................. 234
Exchange Rate ............................................................................................................................... 235 Amount Before Tax ....................................................................................................................... 235 Tax Type ........................................................................................................................................ 235 Tax Rgn .......................................................................................................................................... 235 Tax Applicability Code .................................................................................................................. 236 Taxable ........................................................................................................................................... 236 Non-Taxable .................................................................................................................................. 236 Tax Amt ......................................................................................................................................... 236 Base Amt ........................................................................................................................................ 236 Total Amount ................................................................................................................................. 237 Automatic GL Distribution ............................................................................................................ 237 Sales Tax Control ........................................................................................................................... 237
REPORTING ........................................................................................................................................ 238 Purchase Tax Report .......................................................................................................................... 238
APPENDIX D .......................................................................................................................................... 241 PREPAID EXPENSE HANDLING ...................................................................................................... 241
APPENDIX E .......................................................................................................................................... 243 AP CHECK SAMPLES AND PRINTING ........................................................................................... 243
AP Checks – Physical Characteristics ............................................................................................... 243 US Checks ...................................................................................................................................... 243 Canadian Checks ............................................................................................................................ 245
eSTEL/AP Check Forms ................................................................................................................... 245 U.S. Sites ........................................................................................................................................ 245 Canadian Sites Only ....................................................................................................................... 246
AP CHECK PRINTING ....................................................................................................................... 247 PROCEDURE ....................................................................................................................................... 248 REGULAR VS. APCHQ PRINT QUEUES ......................................................................................... 249 AP CHECK OPTIONS MENU (chq_menu) ........................................................................................ 250
Table of Contents Page vi
Configuration ..................................................................................................................................... 250 AP Check Printing Options Screen .................................................................................................... 251 AP Check Printing ............................................................................................................................. 252
APPENDIX F........................................................................................................................................... 253 USER MENU OPTIONS ...................................................................................................................... 253
APPENDIX G .......................................................................................................................................... 255 AP END OF MONTH REPORTING .................................................................................................... 255
Failure of the Build AP Previous Month Tables program ................................................................. 255 Prerequisites ....................................................................................................................................... 256
Backup............................................................................................................................................ 256 AP Table Cleanups ......................................................................................................................... 256
Obsolete Previous Month tables and program ................................................................................... 256 AP Reports Changes .......................................................................................................................... 256
AP Reports Logic Changes ............................................................................................................ 256 Selection Entry Options Changes ................................................................................................... 257 New value for Product Installation Option OSC=X ....................................................................... 257
Modified AP Reports ......................................................................................................................... 257 Product Installation Options .............................................................................................................. 258
Index ......................................................................................................................................................... 261
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1. eSTEL/AP OVERVIEW
OVERVIEW
eSTEL/AP can be used independently or integrated with any eSTELPLAN product.
eSTEL/AP is designed for computerizing the payable transactions of the accounting function. It provides
facilities to process vendor invoices (vouchers), schedule payments for cash disbursements, produce
different reports related to the payable transactions of your company, do cash forecasting and open item
aging. Other functions include printing checks, check reconciliation, generating and emailing Remittance
Advices and 1099 transaction reporting.
The product is also intended to accommodate simultaneous processing of a variety of application
functions from several users. Because the internal databases are integrated, the system has the ability to
verify and validate the data entry operation and eliminate redundant processing of data.
The Accounts Payable functions include:
Voucher Processing: to record the Invoices and Credit/Debit Memos issued by the Vendors
Cash Disbursement: to issue Checks in payment of the Vouchers or to generate and email
Remittance Advices to the Vendors paid by Bank Transfers.
eSTEL/AP uses the Open Item Method to control payments of Vendor transactions. Each transaction is
thus maintained individually in the Accounts Payable Open Item table until complete payment is made to
the Vendor, or another offsetting transaction is applied against it.
1. eSTEL/AP Overview Page 2
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
TYPES OF ACCOUNTS PAYABLE TRANSACTIONS
Five types of transactions are supported in eSTEL/AP. Each type has a specific usage and is identified by
a unique reference code, as described below:
Transaction Code Usage
VOUCHER VR Used to record a Vendor charge for material purchased or
services rendered.
DEBIT MEMO DM Used to debit a Vendor account for the return of material,
or to cancel an Invoice.
CREDIT MEMO CM Used to credit a Vendor account to re-instate a charge.
DEBIT ADJUSTMENT DR Created in the Cash Disbursements function to reduce a
charge against a Vendor account (e.g., unapplied payment
on account).
CREDIT ADJUSTMENT CR Created in the Cash Disbursements function to credit a
Vendor account (e.g., late charge applied, discount
disallowed).
1. eSTEL/AP Overview Page 3
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
REFERENCE INFORMATION
eSTEL/AP uses certain reference information stored in a series of files called Reference files. These files
are essentially tables of static information used in the validation of input, in calculations, and to control
operations. Thus, they determine the operational characteristics of your Accounts Payable system.
The Reference files provide for simplicity in adding new suppliers and give flexibility in changing some
calculations as business factors change. The Reference files may be changed, as needed, without
modifying any of the computer programs, thereby reducing maintenance.
However, the data in the Reference files control much of the computer logic. Therefore, you must
consider the effect of a change on the whole system before you make modifications. To do so, consult
this manual for the functions that use the specific reference information.
1. eSTEL/AP Overview Page 4
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE
The Accounts Payable function requires that certain files be set up in order to operate. The information in
these files is used to control and process the Accounts Payable transactions for each vendor.
Note that General Ledger Reference files must be set up before the Accounts Payable Reference files (see
the eSTEL/GL manual).
The Accounts Payable Reference files must be set up in the following order:
1. Currency
2. Terms of Payment
3. Standard Industrial Classification
4. Customer/Vendor Category
5. 1099 Category
6. Define your Printer(s)
7. Freight Responsibility Code
8. Banks
9. Accounts Payable Company table
10. User table
11. Vendor Information
12. Vendor Ship-From Information
13. AP Installation Options
The above basic eSTELPLAN reference files are used in eSTEL/AP. You may already have these files
set up. However, you should review the use and contents of each for its application in eSTEL/AP
functions.
Refer to the eSTELPLAN Reference manual for information on how to set up these files.
To maintain the eSTEL/AP Reference files use the standard Add/Change/Delete/Rename/ Alter
procedure. For details, see the User’s Guide.
AP Installation Options
This table is required before setting your application to live. Later, if you need to modify the retention
periods for Vendor Invoice (voucher) or Check Reconciliation history you can modify the options.
1. eSTEL/AP Overview Page 5
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
A/P Installation Options
1. Key Code............ APO
2. Invoice History..... N Retention...........
3. Chq. Reconciliation. N Retention...........
Item No :
1-Alter 2-Copy
AP Installation Option screen
Field Name Default Validation Description
Key Code APO APO Must be APO.
Invoice History Y N or Y Retain Vendor Invoice (Voucher) History records
(table <aphhsh_rec>).
Retention 0 1-99 Enter number of months (01 to 99) to retain the
history records.
Chq Reconciliation Y N or Y Retain Check Reconciliation records.
Retention 0 1-99 Enter number of months (1 to 99) to retain the
history records.
Retention Period
If history records are set to Y-Yes, the number of Retention Months must be entered and greater than 0.
If the history is not required (N-No), the number of Retention Months defaults to 0 and cannot be
changed.
Change Mode
If you need to retain records for a longer period of time, you can increase the retention period (up to 99
months). This will affect future records ONLY.
Conversely, reducing the retention period will cause older records to be removed the next time the AP
End of Month function runs.
1. eSTEL/AP Overview Page 6
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
2. REPORT SELECTIONS
The following report and form printing selections are provided for functions in the eSTEL/AP cycle. Not
all selections are available in all reports.
The following describes the selection fields.
A/P Control G/L # .................... [_]
Enter an Accounts Payable Control Account number.
Accounting Period................... [_]
Enter a specific Accounting Period. For most reports, this will only select transactions for the specified
period.
However, for the following reports, this will select transactions up to and including the specified
Accounting Period:
AP Open Items <aprpya>
Accounts Payable Aging <apraga>
List of Outstanding Checks <aprosa>
For month end reporting, the Accounting Period must be left blank. At report execution time, it will
default based on the Data Source Selection Entry option as follows:
If the Data Source Selection Entry option is ‘C’, the current Accounting Period is defaulted. The
period comes from the Accounts Payable Company table scrcap_rec.
If the Data Source Selection Entry option is ‘P’, the Accounting Period is derived from the previous
month’s Accounts Payable Company table.
Aging 1 .....................................
Aging 2 .....................................
Aging 3 .....................................
Aging 4 .....................................
These fields allow you to break down the aging period into categories. You can leave Aging 1 blank
(Aging 1 = 0 days), but the next three fields are always mandatory because the number of days in an
Aging category must be greater than in the previous one.
2. Report Selections Page 8
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Aging Date ...............................
The Aging Date is used to calculate the aging of AP transactions. For month-end reporting, the date is
left blank and defaults based on the Data Source Selection Entry Option:
If the Data Source Selection Entry is ‘C’, the Month Ending Date from the current month is used at
report execution time. The Month Ending Date comes from the AP Company table scrcap_rec.
If the selection is ‘P’, the Month Ending Date is derived from the previous month’s AP Company
table.
Audit Option ............................ [_]
This option is available only for Report Type D (Detail) and if Cash Disbursements have been made. It
then defaults to Y.
With this option, the report includes all detailed payment and adjustment transactions against each Open
Item.
Bank Code ................................ [_]
Identify the Bank. The code must have been predefined in the Reference tables.
Branch ...................................... [_]
The Branch default is Y-Yes, with a Branch number equal to the Branch code of the User ID. You can
then override the Branch number. However, if N-No is entered then all Branches are selected. If you
have no access to other branches the default appears and the field is skipped.
Category Code ......................... [_]
If you enter Y-Yes, indicate one specific 1099 Reporting Category. The default is N-No for all.
Check Amount ......................... [_] From: To:
Options are:
N - (Default.) All.
Y - Select a range of amounts.
Check Date ............................... [_] From: To:
Options are:
N - (Default.) All.
2. Report Selections Page 9
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Y - Select a range of dates.
Check Issue Date ..................... [_]
Indicate the specific date on which payments were scheduled that you now want to unschedule.
Check Issue Date ..................... [_] From: To:
Specify a range of Dates to update only the Cash Disbursements with a Check Date falling within that
range.
Check Net Amount.................. [_] From: To:
Select a range of Amounts to select only the checks with a net amount falling within that range.
Check Number ........................ [_] From: To:
This field is used only for Manual Cash Disbursements, not for Automatic Payment Scheduling.
Enter the range of manual Check numbers issued for which you require the report. (See the section on
Manual Checks).
Class ......................................... [_]
Enter ‘R’ if you want to see a report only for the Vendors you deal with on a regular basis, or ‘T’ to select
only those you deal with on a temporary basis.
Currency Code ........................
This field defaults to the base Currency. It can be overridden by a currency code predefined in the
Reference tables.
Data Source ............................. [_]
Used for Month End reporting to select the period a report uses at execution time. Works in conjunction
with the Accounting Period Selection Entry Option; it is not available when a specific Accounting Period
is entered. When the Accounting Period is left blank, options are:
C - (Default.) The report uses data from the current month Accounting Period.
P - The report uses data from the previous month Accounting Period.
Discount Date .......................... [_] From: To:
Enter the range of Discount Dates to be included in the report.
2. Report Selections Page 10
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Due Date ................................... [_] From: To:
If the report type is S (Summary) or T (Totals only), this field is N (all Due Dates).
If the report type is D, enter a range of dates to select only the Vouchers with a Due Date falling within
that specific time interval.
Edit Reference No. .................. [_] From: To:
You use this field when you have already run a Disbursement Edit List and you want to re-run just a
portion of it.
The Edit Reference numbers refer to those appearing on the report in the Sequence number column (Seq
#).
Gross Amount .......................... [_] From: To:
Enter a dollar range to select only a certain group of Gross Amounts.
Gross/Net.................................. [_]
Enter G (default) for a report based on the Gross Amount or N for a report on the Net Amount (Gross
Amount less potential Discount).
Gross/Net Amounts ................. [_]
Enter G for a report based on the Gross Amounts or N for a report on the Net Amounts (Gross Amount
less potential Discount).
Invoice Date ............................. [_] From: To:
Select the range of invoice dates to be included in the report.
Item Balance ............................ [_] From: To:
Enter a range of amounts to select only the Vouchers showing an unpaid balance within that range of
amounts.
Item Hold Code ....................... [_]
Item Hold means that you want to delay the payment of an Item.
An Item on Permanent Hold stays on hold until you recall it and remove the code.
2. Report Selections Page 11
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
An Item on Cycle Hold is automatically released after the next Cash Disbursement Update. (See the
Accounts Payable Open Item Hold/Release section.)
Enter N for all Items.
If you enter Y, then select:
P for Items on Permanent Hold
C for Items on Cycle Hold
Blank for Items not on Hold
Journal Date ............................ [_]
Specify a Journal Date.
Journal Date ............................ [_] From: To:
Indicate the range of Journal Dates to be included in the report.
Label Sequence ........................ [_]
Allows you to sequence the labels by:
A - Vendor Name
N - Vendor number
P - Postal Code
Net Check Amount.................. [_] From: To:
Enter a range of amounts to select only those Items with a Net Check Amount falling within that range.
Net Check Amount = Gross Amount - Discount.
One-Time/Permanent ............. [_]
Options are:
O - (Default.) One-time
P - Permanent
Past Due Days .......................... [_]
This option allows you to select Open Items that are overdue by a given number of days or more.
2. Report Selections Page 12
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Postal/Zip Code ....................... [_] From: To:
Enter ‘Y’ to select a specific range of Postal Codes.
Print Contact ........................... [_]
Allows you to print contact on the labels by:
A - Accounts Receivable Contact
N - No
S - Sales Contact
Print Vendor Number ............. [_]
Allows you to suppress the printing of vendor numbers on the label. If you select ‘Y’ the vendor number
will print.
The default is ‘N’.
Print Zero Balance .................. [_]
Enter Y to include Open Items with a zero balance.
Reference Date ......................... [_] From: To:
Enter the range of Invoice Dates to be included in the report.
Reference Number .................. [_] From: To:
To update only part of the items on the Disbursement Edit List, enter a range of Reference numbers. The
Reference numbers refer to those appearing on the Disbursement Edit List in the Sequence number
column (Seq #).
Report Type ............................. [_]
Specify the type of report. The valid codes are:
D - Detail of all Open Transactions
S - Summary of the Total Balance owed to each Vendor listed
T - Grand Total only.
Resp For/Purch By .................. __
R - Open Items selected will be printed based on whether the Vendor branch matches the
branch you requested.
2. Report Selections Page 13
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
P - Open Items selected will be printed based on whether the Open Item branch matches the
branch you selected.
S.I.C. Code ............................... [_]
Select a valid Standard Industrial Classification. The code must have been predefined in the References
tables.
Sequence Number ................... ___
This number is assigned automatically by the system.
Sequence of Check .................. [_]
If you enter N-No, the checks will be updated in the same order as the Sequence numbers on the Cash
Disbursement Edit List.
If you enter Y-Yes, you must then specify:
A - for checks in Vendor Name sequence
N - for checks in Vendor number sequence.
This option is very useful if you added disbursements during the edit phase. Instead of having those
additions at the end, the checks will be sequenced as requested.
Session Branch ........................
Identify the Session Branch used for the disbursements.
Session I.D. .............................. [_]
Allows you to print a report for all Session IDs, or for a specific Session ID.
Options are:
N - Prints a report for all Session IDs.
Y - (Default.) Enter a Session ID number.
Starting Name .........................
Ending Name ...........................
If you entered A (alphabetic sequence) in Vendor Sequence, enter the range of Vendor Names to be
printed or press <Enter> for all.
2. Report Selections Page 14
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Starting Number ..................... ______
Ending Number ....................... ______
If you entered N (numeric sequence) in Vendor Sequence, select the range of Vendor numbers to be
printed or press <Enter> for all.
Status Code .............................. [_]
Specify the Status of the checks to be included in the report. The valid codes are:
V - voided checks
Blank - all others
Status Code .............................. [_]
Specify the status of the checks to be listed in the report. The valid codes are:
C - Cleared
S - Stopped payment
O - Outstanding
Terms Code .............................. [_]
Enter a valid Terms of Payment code.
Transaction Number ............... [_] From: To:
This number refers to the sequence number appearing on the Automatic Payment Scheduling log.
Enter a range of sequence numbers.
Transaction Type .................... [_]
The valid codes are:
A - Adjustment (internal transaction)
M - Manual check (see section on Manual Checks)
R - Regular check to be printed by the computer
Type .......................................... [_]
Enter ‘Y’ and a specific Remark Type. The default is ‘N’ for All.
2. Report Selections Page 15
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
User Defined Code .................. [_]
Used to select Cash Disbursements based on a customized 2-character code set in the Vendor tables.
Options are:
N - (Default.) Cash Disbursements are selected regardless of their Vendor’s User Defined
Code.
Y - You must enter a User Defined Code. Only Cash Disbursements for a Vendor with this
User Defined Code are selected.
User I.D. ................................... [_]
Enter your User Identification.
Vendor Category ..................... [_]
Select a Vendor Category. The code must have been predefined in the Reference tables.
Vendor Hold ............................ [_]
Enter N for all vendors.
If you enter Y, then select Y for Vendors on hold only, or N for Vendors not on hold.
Vendor Number ...................... [_] From: To:
The default is N-No for all Vendors.
If you enter Y-Yes, then specify a range of Vendor numbers.
Vendor Seq (A/N) .................... [_]
Indicate whether you want the Items listed by Vendor number (N) or by Vendor Look-Up Name (A).
Vendor Sequence..................... [_]
Indicate whether you want your report in alphabetic sequence of vendors (A) or in numeric sequence (N).
Vendor Sequence..................... [_]
Vendor No. .................... From:... To:...
Vendor Name ................ From:... To:...
Indicate A for a report in alphabetic sequence or N for a report in numeric sequence, and specify your
range of Vendor numbers or Names accordingly.
2. Report Selections Page 16
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 Category .......................... [_]
Enter ‘N’ for all 1099 Reporting Categories.
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
3. REPORTS AND INQUIRIES
ACCOUNTS PAYABLE INQUIRIES
This function provides a quick method of finding out pertinent information on Vendors (with a standard
profile from the Vendor table), and the Accounts Payable Open Items with options for details of payment.
When you select Accounts Payable Inquiry from the menu, the following screen is displayed.
Account Payable Inquiry
Ven No
Contact Tel Currency
Acct Opened Last Pur Last Pmt
Terms High Bal
Status Acct Balance
1-Inv Inq 2-Ven Profile 3-Ref No 4-Chk No 5-Vra No
Accounts Payable Inquiry header screen
Action Bar Action
Inv Inq Display general information concerning the status of invoices for a specific Vendor.
Ven Profile Display general information concerning a Vendor.
Ref No Displays Accounts Payable information based on a Reference Prefix and Number.
Chk No Displays Accounts Payable information based on a based on Check Number.
Vra No Displays Accounts Payable information based on a based on Vendor Remittance Advice
(VRA) Number.
3. Reports and Inquiries Page 18
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Reference Number Inquiry
The Reference Number Inquiry displays the Open Items and History of Payments relative to a specific
Reference Prefix and Number.
Ref No Brh
Reference Number Window
Field Name Default Validation Description
Ref Pfr Displays Open Items with a specific Reference
Prefix only. Valid codes are:
VR Voucher
DM Debit Memo
CM Credit Memo
DR Debit Adjustment
CR Credit Adjustment
Ref No Displays a specific Reference number and its
associated detail records.
Branch User
Branch
Branch
reference
Defaults to the User Branch but can be overridden
if you have multi-Branch access.
Check Number Inquiry
The Check Number Inquiry displays the History of Payments relative to a specific Check Number.
Chk No
Check Number Window
Field Name Default Validation Description
Chk No Enter a valid Check Number to display related
Accounts Payable historical items
If you enter a Check number without specifying the Vendor, the Inquiry scans through all AP historical
Items to find the ones paid with the selected Check number. If you enter a Vendor prior to the Check
number, only the AP historical Items for this specific vendor are scanned.
Vendor Remittance Advice Number Inquiry
The Vendor Remittance Advice Number Inquiry displays the History of Payments relative to a specific
VRA Number.
Vra No
Vendor Remittance Advice Number Window
3. Reports and Inquiries Page 19
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Vra No Enter a valid VRA Number to display related
Accounts Payable historical items
If you enter a VRA number without specifying the Vendor, the Inquiry scans through all AP historical
Items to find the ones paid with the selected VRA number. If you enter a Vendor prior to the VRA
number, only the AP historical Items for this specific vendor are scanned.
Main Accounts Payable Inquiry
The Accounts Payable Inquiry displays the current status of a Vendor’s Accounts Payable Open
Transactions.
NOTE: This is static information for review or quick checking. No modifications can be made on this
screen.
The Open Items are always displayed with the oldest voucher first.
The screen shows general information from the Vendor Account:
Accounts Receivable Contact
Telephone number
Date Account Opened
Terms of Payment
Vendor Status (Blank – Vendor not on hold, HOLD – Vendor on Hold)
Accounts Receivable Balance (Blank if Balance = 0.)
and other information from the History and Open Item files:
Date of your Last Purchase from that Vendor
Amount and Date of your Last Payment
Amount of the Highest Balance for this Vendor
Current Balance of Account
NOTE: The Accounts Receivable Balance is displayed only if the following conditions are met:
1. eSTELPLAN must be installed on your system.
2. The Vendor must also be defined as a Customer in Accounts Receivable.
3. The Vendor’s Customer number must be entered in the Vendor Account (in the Related
Customer number field).
4. The Product Installation Option CUS=Y has been set on your system.
3. Reports and Inquiries Page 20
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Account Payable Inquiry
Ven No 5015 GULF STATES STEEL, INC.
Contact RICK SAUNDERS Tel 205-543-6700 Currency US
Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt
Terms NET 30 DAYS High Bal 23,861
Status Acct Balance 23,861.15
Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue
10Oct00 N PHI VR000056 9685 5,560.63 5,560.63 14
2Nov00 N PHI VR000057 63552 8,500.00 8,500.00
5Nov00 N PHI VR000059 96385 9,800.52 9,800.52
1-History 2-Mth Pur 3-Inv/Desc
Accounts Payable Inquiry Screen – Open Items
Action Bar Action
History Displays the Accounts Payable inquiry with Payment History.
Mth Pur Displays the Monthly Purchase Analysis screen.
Inv/Desc Calls a pop-up window that displays the Invoice Number and the Item Description
information entered during Voucher Entry.
When you access the Inv/Desc action bar option, the following window is displayed for the highlighted
Item:
Invoice No: 96385
Item Desc : DF-285 June 2d
Accounts Payable Inquiry with History
The Accounts Payable Inquiry with Payment History lists the Open Items as well as the Items that were
paid. For the paid Items, the inquiry indicates the Payment Method (Check or VRA) and reference
numbers.
The Accounts Payable History Items are sorted either in descending (reverse chronological) order or
ascending (chronological) order based on the Product Installation Option, IDV=X. The default is N-No
for ascending order.
3. Reports and Inquiries Page 21
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Account Payable Inquiry
Ven No 5015 GULF STATES STEEL, INC.
Contact RICK SAUNDERS Tel 205-543-6700 Currency US
Acct Opened 15Oct89 Last Pur 26Nov00 Last Pmt 1,000.00 02Dec00
Terms NET 30 DAYS High Bal 24,861
Status Acct Balance 18,300.52
Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue
10Oct00 N PHI VR000056 9685 5,560.63
(23Nov00) CHK#9600 5,560.63-
22Oct00 N PHI VR000057 897-90 1,000.00
(02Dec00) VRA#7 1,000.00-
2Nov00 N PHI VR000060 63552 8,500.00 8,500.00
5Nov00 N PHI VR000062 96385 9,800.52 9,800.52
1-Mth Pur 2-Selection 3-ARC 4-Inv/Desc
Accounts Payable Inquiry screen with History
Action Bar Action
Mth Pur Displays the Monthly Purchase Analysis screen.
Selection Displays the View Options pop-up window.
ARC Calls the Archived VRA window allowing you to view, fax/email or print an Archived
VRA. Dimmed when the highlighted payment was a Check or when the transaction was
reversed.
Inv/Desc Calls a pop-up window that displays the Invoice Number and the Item Description
information entered during Voucher Entry.
Field Name Default Validation Description
Reference Date This is the Invoice/Memo date.
Branch This is the branch related to the Accounts Payable
transaction.
Reference Number This reference identifies the transaction type (VR
= Voucher, CM = Credit Memo, etc.) and number.
NOTE: A ‘P’ or ‘C’ indicates that the Item is on
Permanent or Cycle hold. (See Voucher
Processing for details.)
Below the Transaction Type and Number, the date of
the check issued in payment of the Item is
displayed in parentheses, if applicable, followed
by the Check number.
Inv No/Itm Desc For each Item, the Invoice number (for a VR
transaction) or the Item Description (for a CM or
DM) is displayed on the first line. The Check or
Vendor Remittance Advice number is displayed on
the second line, if applicable.
3. Reports and Inquiries Page 22
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Amount The amount of the transaction is displayed on the
first line. If partial or full payment was made,
the amount of the remittance (followed by a minus
sign) appears below.
Balance This field indicates the current balance of the
transaction (balance equals 0 is blank).
Overdue This field specifies the number of days a
transaction exceeds its due date.
Accounts Payable History View Options
View Options
Date [N] From
To
Ref Code [N]
Ref No [N] 0
Ven Inv No [N]
View Options Pop-up window
Field Name Default Validation Description
Date N N, Y Allows the selection of a specific range of items.
Options are:
N Selects and displays all items regardless of
the date.
Y Allows the entry of a valid date range for
selection.
Ref Code N N, Y Enables you to select items by Reference Prefix
Code.
Options are:
N All items are selected regardless of Reference
Prefix code.
Y Enter a Reference Prefix code for selection.
Ref No N N, Y Enables you to select items by Reference number
Options are:
N All items are selected regardless of Reference
number.
Y Enter a Reference number for selection.
Ven Inv No N N, Y Allows the selection of items having a specific
Vendor Invoice number.
Options are:
N All items are selected regardless of Vendor
Invoice number.
Y Enter a Vendor Invoice number for selection.
3. Reports and Inquiries Page 23
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Archived VRA
When you access the ARC action bar option, the following window is displayed:
Archived VRA
1. Display Arc
2. Fax/Eml Arc
3. Print Arc
Archived VRA window
Display Arc Option
This selection allows you to view the selected Archived VRA. If there is no record for the highlighted VRA
number, the error message “No archive file for this selection” is displayed.
Fax/Eml Arc
This selection allows you to fax/email the Archived VRA if eSTELfax is installed. When selected, it
calls the eSTELfax Options window.
Print Arc
This selection allows you to print the Archived VRA. When selected, it calls the following window:
Printer LP0
No of Copies 1
Printer window
Field Name Default Validation Description
Printer User
Default
Printer
Ref
The field defaults to the User’s default printer
but can be changed to any valid Printer.
No of Copies 1 1 to 9 The default is 1 but it can be overridden.
Restriction
The Archived VRA is printed as an exact copy of the original one. There is no Re-print or Archive
indication on the form.
3. Reports and Inquiries Page 24
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Accounts Payable Inquiry – Monthly Purchase Analysis
Account Payable Inquiry
Ven No 5015 GULF STATES STEEL, INC.
Contact RICK SAUNDERS Tel 205-543-6700 Currency US
Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt 5,560.63 23Nov00
Terms NET 30 DAYS High Bal 23,861
Status Acct Balance 18,300.52
------ Monthly Purchase Analysis ---------- ----- Annual Info -----------
Per Fiscal 99 Fiscal 00 % Change 99 00
1 .00 .00 .00
2 .00 .00 .00
3 .00 .00 .00 Purchases .00 23,862.00
4 .00 23,862.00 100.00 DiscOfrd .00 .00
5 .00 DiscTaken .00 .00
6 .00
7 .00
8 .00
9 .00
10 .00
11 .00
12 .00
Tot .00 23,862.00 100.00
Accounts Payable Inquiry – Monthly Purchase Analysis screen
Field Name Default Validation Description
Period Number This is the Accounting Period number.
Fiscal ‘99
Fiscal ‘00
These two columns show the amount of purchases in
each Accounting Period for both the previous and
the current Fiscal Year.
% Change In this column, the percentage of change between
the fiscal years is displayed. If one of the
periods is 0, no percentage is displayed.
The annual information shows the total amount of purchases, discounts offered and discounts taken for
both the previous and current fiscal year.
When you have finished consulting the Monthly Purchase Analysis, press <F4 > to return to the previous
screen for a new inquiry.
Invoice Inquiry
Invoice Inquiry allows you to see at a glance the status of the Invoices from a specific Vendor. You can
view the Invoice date, if the Invoice was paid or not and, if so, the Check number.
3. Reports and Inquiries Page 25
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Invoice Inquiry
Vendor No 5015
Invoice No
Ref No Type Trans Date Amount
1-A/P Inq 2-Ven Profile
Invoice Inquiry screen
Action Bar Action
A/P Inq Accounts Payable Open Item Inquiry
Ven Profile Vendor Profile Inquiry
Invoice Inquiry
Vendor No 5015 GULF STATES STEEL, INC.
Invoice No
Ref No Type Trans Date Amount
63552 2Nov00 8,500.00
96385 5Nov00 9,800.52
9685 10Oct00 5,560.63
9600 M 23Nov00 5,560.63
Invoice Inquiry screen
3. Reports and Inquiries Page 26
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Vendor No Vendor
Reference
Enter a Vendor number. The Vendor Name is
displayed automatically.
Invoice No All To see all the invoices for the Vendor, press
<Enter>.
If you enter an Invoice number, all the Invoices
are displayed in alphanumeric sequence, starting
with that number.
You can enter an approximate Invoice number. The
system uses it as a real Invoice number and
displays all the Invoices with a higher number.
Field Description
Ref No This is the Invoice number.
An indented number represents the Check number issued in payment of the Invoice.
As more than one invoice can be paid with one single check, the same Check number can
appear for different invoices.
You may also have more than one check for a single invoice, when it is settled in
several payments.
Type The type indicates if the Check is a manual check, a Regular one (i.e., one issued by
computer), or an Adjustment.
Trans Date This field indicates the date of the Invoice and, if a check was actually issued in
payment of the invoice, the check date.
Amount This is the amount of the Invoice and, below, the amount paid on the Invoice (which
can represent a partial or a full payment).
Vendor Profile Inquiry
The Vendor Profile Inquiry shows non-financial information on the selected Vendor, such as Vendor
Name and Address. The SIV=X Product Installation Option controls the ability to view information for
Inactive or Deleted Vendor records. The TAX=X Product Installation Option controls the display of the
Tax I.D. Number information.
3. Reports and Inquiries Page 27
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Vendor Profile
Vendor No ( 1010 ) ARMCO Pay To:
ARMCO ARMCO
703 CURTIS STREET 703 CURTIS STREET
Address Line 2 Pay To Address Line 2
Address line 3 Pay To Address Line 3
MIDDLETOWN, OH MIDDLEBURY, OH
Tel: 513-425-5100 45043 Tel: 513-425-5100 45043
Fax: 513 425-4779 Fax: 513 425-4779
Selling Contact...... FRANK SMITH
Receivable Contact... NORMAN SINCLAIR
Ship Via............. MISC FREIGHT -
Vendor Type.......... MS MISCELLANEOUS SUPPLIERS
Vendor Class......... R
S.I.C Code........... 3300 Primary Metal Industry
Payment Term......... 05 1/2 % 10, NET 30 DAYS
P.O. Term............ 05 1/2 % 10, NET 30 DAYS
Hold Code............ N
Category Code........
Tax I.D Number.......
Vendor Profile Inquiry screen
By adding a ‘p’ switch, this inquiry can be run stand-alone.
For further details refer to the Vendor Maintenance chapter of the eSTELPLAN Reference manual.
3. Reports and Inquiries Page 28
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
ACCOUNTS PAYABLE REPORTS
The Accounts Payable reports are:
Open Item List
Aging report
Cash Forecast report
Accounts Payable Open Item List
A/P Open Item Listing
Report Program: APRPYA
1. Selection Entry No.. 8864
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: To: 999999
Vendor Name......... From: To:
4. Vendor Category..... [N]
5. Class............... [N]
6. S.I.C. Code......... [N]
7. A/P Control G/L No.. [N]
8. Vendor Hold Code.... [N]
9. Report Type......... [D]
10. Reference Date...... [N] From: / / To: / /
11. Due Date............ [N] From: / / To: / /
12. Discount Date....... [N] From: / / To: / /
13. Item Hold Code...... [N]
14. Resp For/Purch By... [P]
Item No :
1-Alter 2-Copy
Accounts Payable Open Item List Selection Entry – first screen
3. Reports and Inquiries Page 29
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
A/P Open Item Listing
Report Program: APRPYA
1. Selection Entry No.. 8864
15. Branch Code......... [Y] PHI
16. Item Balance........ [N] From: To:
17. Print Zero Balance.. [N]
18. Accounting Period... 1101
19. Aging Date.......... 08/31/14
20. Past Due Days....... [N]
21. Audit Option........ [Y]
22. Currency Code....... US
23. Data Source......... [ ]
Item No :
1-Alter 2-Copy
Accounts Payable Open Item List Selection Entry – second screen
The following pages illustrate four versions of the Accounts Payable Open Item List:
Detail (with and without Audit)
Summary
Totals only
The Accounts Payable Open Item List (Detail) shows a selection of Vendors sequenced in alphabetical
order.
The first line of the report shows:
Vendor Identification (Vendor number, Name and Telephone number).
Standard Terms of Payment granted by the Vendor.
Vendor’s Accounts Receivable contact.
The second line includes:
Due Date of the Open Item, Discount Date, if any, and amount of the Discount.
NOTE: An ‘E’ next to the discount of a Detail report is a warning that the Discount Period has expired.
Accounting Period (Fiscal Period), Invoice Date (Reference Date), Branch, and Voucher number
(Reference number).
Remarks entered in Voucher Entry relating to the Voucher (Description).
Original Amount Due, Partial Payments made (if any), and Balance owing.
NOTE: The Partial Payment transaction information appears only on the Detail Report with Audit. It
3. Reports and Inquiries Page 30
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
indicates the payment method used, i.e. Check or Bank Transfer (VRA), and the reference
number.
Number of Days Overdue and Status of the Item (Item on Permanent or Cycle hold; Item not on hold
is blank).
The third line gives the Exchange Rate (foreign currency items) and the Vendor’s Invoice number.
For each Vendor, the total is shown for the following columns:
Original Amount due.
Partial Payments made (only for the Detail Report with Audit).
Balance owing.
At the end of the report, a Report Total for each of these columns is printed.
The Summary version of the report identifies the Vendor (Number, Name, Telephone number), standard
Terms of Payment and Accounts Receivable contact. It then shows the Balance owing to the Vendor and
the total Balance owing to all Vendors.
The third version (Totals only) provides only the total Balance owing to all Vendors.
3. Reports and Inquiries Page 31
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN:10-Jul-98 8:44 eSTELPLAN aprpya000141 PAGE: 2
A / P O P E N I T E M L I S T I N G
Aged As Of 31Jan01
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Phone Standard Terms Contact Overdue Stat
Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days
Exchg. Rt Invoice #
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 513-425-5100 1/2 % 10, NET 30 DA NORMAN SINCLAIR
13Mar92 21Feb92 21.99 92/01 11Feb92 PHI VR005741 4,398.16 4,398.16 119 P
AL5144
13Mar92 21Feb92 64.74 92/01 11Feb92 PHI VR005743 12,947.07 12,947.07 119 P
AL5145
26May92 06May92 1.48 92/01 26Apr92 CHI VR005757 296.71 296.71 45
AL7120
30Apr92 92/01 30Apr92 PHI DM001056 UNDERSHIP INV AL5145 648.52-
AF1468
10Jul92 ADJ#2 648.52
30May92 10May92 30.48 92/01 30Apr92 PHI VR005758 6,096.13
AL7296
10Jul92 ADJ#2 648.52- 5,447.61 41
01Jun92 12May92 7.94 92/01 02May92 CHI VR005772 1,588.26 1,588.26 39
AL7304
11May92 92/01 11May92 PHI CM001025 RE INV AL7296 16.94 16.94 60
AS314
10Jun92 21May92 7.96 92/01 11May92 PHI VR005773 1,592.10 1,592.10 30
AL7416
15Jul92 25Jun92 293.12 92/01 15Jun92 PHI VR005800 58,624.19 58,624.19
AL8068
15Jul92 25Jun92 105.62 92/01 15Jun92 PHI VR005801 21,123.92 21,123.92
AL8069
15Jul92 25Jun92 362.21 92/01 15Jun92 PHI VR005802 SPECIAL ORDER 72,441.07 72,441.07
AL8070
15Jul92 25Jun92 1.81 92/01 15Jun92 PHI VR005803 362.59 362.59
AL8071
Vendor Total........ 178,838.62 178,838.62
1020 OLIN BRASS 708-321-8500 DUE 20TH FOLLOWING DOLORES SMITH
06Mar92 92/01 06Mar92 CHI CM001021 RE INV 62984 400.00 400.00 126 P
13Mar92 92/01 13Mar92 PHI CM001022 RE INV 62841 600.00 600.00 119 P
13Mar92 92/01 13Mar92 PHI CM001023 RE INV 62888 125.00 125.00 119 P
20Apr92 20Apr92 .00 92/01 13Mar92 PHI VR005748 16,423.33 16,423.33 81
63491
20Apr92 20Apr92 .00 92/01 13Mar92 PHI VR005749 21,981.43 21,981.43 81
63492
20Jun92 18May92 .00 92/01 18May92 PHI VR005775 8,494.52 8,494.52 20
65806
20Jun92 18May92 .00 92/01 18May92 PHI VR005776 3,446.72 3,446.72 20
65808
20Jun92 30May92 .00 92/01 30May92 PHI VR005777 3,980.11 3,980.11 20
66124
Accounts Payable Open Item List – Detail (with Audit)
3. Reports and Inquiries Page 32
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 9-Jul-98 14:44 eSTELPLAN aprpya000138 PAGE: 2 A / P O P E N I T E M L I S T I N G Aged As Of 09Jul92 ------------------------------------------------------------------------------------------------------------------------------- Vend # Name Phone Standard Terms Contact Overdue Stat Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days Exchg. Rt Invoice # ------------------------------------------------------------------------------------------------------------------------------- 1080 REYNOLDS ALUMINUM 419-505-4417 DUE 20TH FOLLOWING THOMAS JENKINS 07Feb92 92/01 07Feb92 PHI CM001020 CHARGE BACK FREIGHT 312.97 312.97 153 P 20May92 20May92 .00 92/01 06Apr92 CHI VR005763 17,966.24 17,966.24 50 348970 20May92 20May92 .00 92/01 09Apr92 CHI VR005764 12,233.61 12,233.61 50 349120 20May92 20May92 .00 92/01 30Apr92 CHI VR005765 19,724.58 19,724.58 50 360030
20Jun92 05May92 .00 92/01 05May92 CHI VR005792 6,581.66 6,581.66 19 361111 20Jun92 28May92 .00 92/01 28May92 CHI VR005793 4,336.12 4,336.12 19 367282 20Jul92 03Jun92 .00 92/01 03Jun92 CHI VR005840 1,398.67 1,398.67 369941 20Jul92 03Jun92 .00 92/01 03Jun92 CHI VR005841 489.58 489.58 369942 20Aug92 20Jun92 .00 92/01 20Jun92 CHI VR005842 41,236.12 41,236.12 371234 20Jul92 20Jun92 .00 92/01 20Jun92 CHI VR005843 LAST SHIP - P.O.6581 106.58 106.58 371235 20Aug92 30Jun92 .00 92/01 30Jun92 CHI VR005844 12,961.24 12,961.24 377721 20Jul92 30Jun92 .00 92/01 30Jun92 CHI VR005845 3,491.26 3,491.26 377722 Vendor Total........ 120,838.63 120,838.63
1090 MISCELLANEOUS SUPPLIERS NET 30 DAYS 13Jun92 21May92 10.40 92/01 11May92 PHI VR005933 745.16 745.16 26 S2107 15Jun92 31May92 8.75 92/01 15May92 PHI VR005936 550.00 550.00 24 103 Vendor Total........ 1,295.16 1,295.16 Report Total........ 122,133.79 122,133.79 *** END OF REPORT *** ------------------------------------------------------------------------------------------------------------------------------- Legend ------ H - Vendor Hold P - Permanent Open Item Hold
C - Cycle Open Item Hold E - Discount Period Expired
Accounts Payable Open Item List – Detail (without Audit)
3. Reports and Inquiries Page 33
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 9-Jul-98 12:10 eSTELPLAN aprpya000128 PAGE: 2
A / P O P E N I T E M L I S T I N G
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Phone Standard Terms Contact Balance Stat
Invoice #
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 513-425-5100 1/2 % 10, NET 30 DA NORMAN SINCLAIR 186,341.22
1020 OLIN BRASS 708-321-8500 DUE 20TH FOLLOWING DOLORES SMITH 78,916.99
1030 MIDWEST STEEL PROCESSORS INC 312-546-8851 1 % 10-25TH NET 30 MARY DARLINGTON 193,742.74
1040 US STEEL, DIV OF USX 800-874-3381 1 % 10-25TH NET 30 STAN KING 216,440.87 H
1050 AMERICAN STEEL PROCESSORS 215-552-3625 DUE 20TH IN 2 MONTH JAMES STOUFFER 81,417.30
1060 ABC FREIGHT CO 312-685-4421 NET 7 DAYS SUE PORTER 4,215.09
1070 ALUMINUM COMPANY OF AMERICA 312-555-1477 1 % 10-25TH NET 30 MARGY WEBER 41,904.50
1080 REYNOLDS ALUMINUM 419-505-4417 DUE 20TH FOLLOWING THOMAS JENKINS 120,838.63
1090 MISCELLANEOUS SUPPLIERS NET 30 DAYS 1,295.16
2000 WARNER OFFICE EQUIPMENT 215-781-9040 1/2 % 10, NET 30 DA MARIE ADAMSON 101,950.86
2010 TRAVEL - MISC EXPENSES NET 30 DAYS 1,767.37
2020 VESSEL CHARTERS INC 415-236-2536 NET 7 DAYS EVELYN JAMES 31,457.53
2030 JENSEN REAL ESTATE HOLDINGS 312-685-1038 NET 30 DAYS ANDREA ANDERSON 348,000.00
Report Total........ 1,408,288.26
*** END OF REPORT ***
------------------------------------------------------------------------------------------------------------------------------
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
E - Discount Period Expired
-------------------------------------------------------------------------------------------------------------------------------
Accounts Payable Open Item List – Summary
3. Reports and Inquiries Page 34
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 9-Jul-98 12:11 eSTELPLAN aprpya000129 PAGE: 2
A / P O P E N I T E M L I S T I N G
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Phone Standard Terms Contact Balance Stat
Invoice #
-------------------------------------------------------------------------------------------------------------------------------
Report Total........ 1,408,288.26
*** END OF REPORT ***
-------------------------------------------------------------------------------------------------------------------------------
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
E - Discount Period Expired
-------------------------------------------------------------------------------------------------------------------------------
Accounts Payable Open Item List – Total
3. Reports and Inquiries Page 35
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Accounts Payable Aging Report
The Accounts Payable Aging report is essentially produced to show the status of each Open Item in
relation to its due date.
Accounts Payable Aging
Report Program: APRAGA
1. Selection Entry No.. 8859
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: 1010 To: 1020
Vendor Name......... From: To:
4. Report Type......... [D]
5. Currency Code....... US
6. Vendor Category..... [N]
7. Class............... [N]
8. Vendor Hold Code.... [N]
9. Due Date............ [N] From: / / To: / /
10. Discount Date....... [N] From: / / To: / /
11. Item Hold Code...... [N]
12. Resp For/Purch By... [R]
13. Branch Code......... [N]
14. Item Balance........ [N] From: To:
Item No :
1-Alter 2-Copy
Accounts Payable Aging Report Selection Entry – first screen
Accounts Payable Aging
Report Program: APRAGA
1. Selection Entry No.. 8859
15. Aging Date.......... 06/30/14
16. Aging 1............. 6
17. Aging 2............. 16
18. Aging 3............. 35
19. Aging 4............. 60
20. Gross/Net........... [G]
21. Accounting Period... 1406
22. Data Source......... [ ]
Item No :
1-Alter 2-Copy
Accounts Payable Aging Report Selection Entry – second screen
3. Reports and Inquiries Page 36
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Detail Report
The following report illustrates the status of each Open Item in relation to its due date.
The report is sequenced by Vendor.
The first line provides the Vendor identification (Vendor number and Name) and status. If there is an ‘H’
next to the Vendor, then all Open Items are on hold for this Vendor. The code is set in Vendor
Maintenance as ‘Y’ for Hold.
The following lines list all Vouchers related to the Vendor and, for each Voucher:
the Voucher/Memo Status, Branch and Reference number (Item on Permanent Hold (P), Item on
Cycle Hold (C), or Item not on Hold (blank).
a brief description (derived from the Remark in the Voucher Entry screen).
the aging of the Item (0 = not yet due).
the balance owing.
the amount not yet due.
The section ‘--- Past Due Days ---’ indicates in which aging period the balance of each voucher falls, if
overdue. Finally, for each Vendor, the system adds the unpaid amounts (Vendor Totals).
The last two lines of the report break down the total balance owing into total amount not yet due and total
amount overdue.
Summary Report
The summary version of the Accounts Payable Aging report is approximately the same as the Detail one,
the only difference being that the amounts printed are the totals due to each Vendor; the detailed list of
Vouchers is not provided.
Totals Only
This report shows only the total of all unpaid amounts, broken down into total amount not yet due and
total amount overdue, the first line in dollars, the second in percentages.
3. Reports and Inquiries Page 37
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 12:34 eSTELPLAN apraga000119 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Brh Ref # Desc. Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO
P PHI VR005741 104 4,398.16 4,398.16
P PHI VR005743 104 12,947.07 12,947.07
PHI DM001056 UNDERSHIP INV AL5145 56 648.52- 648.52-
PHI CM001025 RE INV AL7296 45 16.94 16.94
CHI VR005757 30 296.71 296.71
PHI VR005758 26 6,096.13 6,096.13
CHI VR005772 24 1,588.26 1,588.26
PHI VR005773 15 1,592.10 1,592.10
C PHI VR005800 0 58,624.19 58,624.19
C PHI VR005801 0 21,123.92 21,123.92
C PHI VR005802 SPECIAL ORDER 0 72,441.07 72,441.07
C PHI VR005803 0 362.59 362.59
Vendor Total........ 178,838.62 152,551.77 1,592.10 7,981.10 631.58- 17,345.23
1020 OLIN BRASS
P CHI CM001021 RE INV 62984 111 400.00 400.00
P PHI CM001022 RE INV 62841 104 600.00 600.00
P PHI CM001023 RE INV 62888 104 125.00 125.00
PHI VR005748 66 16,423.33 16,423.33
PHI VR005749 66 21,981.43 21,981.43
PHI VR005775 5 8,494.52 8,494.52
PHI VR005776 5 3,446.72 3,446.72
PHI VR005777 5 3,980.11 3,980.11
PHI VR005778 5 14,112.62 14,112.62
PHI VR005804 0 1,981.12 1,981.12
PHI VR005805 0 4,411.64 4,411.64
PHI VR005806 0 2,960.50 2,960.50
Vendor Total........ 78,916.99 9,353.26 30,033.97 39,529.76
Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Detail with Gross Amounts
3. Reports and Inquiries Page 38
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 12:58 eSTELPLAN apraga000120 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Brh Ref # Desc. Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO
P PHI VR005741 104 4,376.17 4,376.17
P PHI VR005743 104 12,882.33 12,882.33
PHI DM001056 UNDERSHIP INV AL5145 56 648.52- 648.52-
PHI CM001025 RE INV AL7296 45 16.94 16.94
CHI VR005757 30 295.23 295.23
PHI VR005758 26 6,065.65 6,065.65
CHI VR005772 24 1,580.32 1,580.32
PHI VR005773 15 1,584.14 1,584.14
C PHI VR005800 0 58,331.07 58,331.07
C PHI VR005801 0 21,018.30 21,018.30
C PHI VR005802 SPECIAL ORDER 0 72,078.86 72,078.86
C PHI VR005803 0 360.78 360.78
Vendor Total........ 177,941.27 151,789.01 1,584.14 7,941.20 631.58- 17,258.50
1020 OLIN BRASS
P CHI CM001021 RE INV 62984 111 400.00 400.00
P PHI CM001022 RE INV 62841 104 600.00 600.00
P PHI CM001023 RE INV 62888 104 125.00 125.00
PHI VR005748 66 16,423.33 16,423.33
PHI VR005749 66 21,981.43 21,981.43
PHI VR005775 5 8,494.52 8,494.52
PHI VR005776 5 3,446.72 3,446.72
PHI VR005777 5 3,980.11 3,980.11
PHI VR005778 5 14,112.62 14,112.62
PHI VR005804 0 1,981.12 1,981.12
PHI VR005805 0 4,411.64 4,411.64
PHI VR005806 0 2,960.50 2,960.50
Vendor Total........ 78,916.99 9,353.26 30,033.97 39,529.76
Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Detail (with Net Amounts)
3. Reports and Inquiries Page 39
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 12:58 eSTELPLAN apraga000121 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 178,838.62 152,551.77 1,592.10 7,981.10 631.58- 17,345.23
1020 OLIN BRASS 78,916.99 9,353.26 30,033.97 39,529.76
Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Summary (with Gross Amounts)
3. Reports and Inquiries Page 40
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 12:59 eSTELPLAN apraga000122 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
Report Total........ 257,755.61 161,905.03 30,033.97 1,592.10 7,981.10 631.58- 56,874.99
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Summary (with Net Amounts)
3. Reports and Inquiries Page 41
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 13:00 eSTELPLAN apraga000123 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 177,941.27 151,789.01 1,584.14 7,941.20 631.58- 17,258.50
1020 OLIN BRASS 78,916.99 9,353.26 30,033.97 39,529.76
Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Total (with Gross Amounts)
RUN: 8-Jul-98 13:01 eSTELPLAN apraga000124 PAGE: 2
ACCOUNTS PAYABLE AGING REPORT
Currency:(US) U.S. DOLLAR Aged As Of 25Jun92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status ---------------- P a s t D u e D a y s -----------------
Days Aged Balance Not Due 0 - 6 7 - 16 17 - 35 36 - 60 Over 60
-------------------------------------------------------------------------------------------------------------------------------
Report Total........ 256,858.26 161,142.27 30,033.97 1,584.14 7,941.20 631.58- 56,788.26
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Accounts Payable Aging Report – Total (with Net Amount)
3. Reports and Inquiries Page 42
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Forecast Reports
The Cash Forecast report is used essentially as a short-term cash budgeting tool.
Cash Forecast Report
Report Program: APRCAB
1. Selection Entry No.. 1015
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: To: 999999
Vendor Name......... From: To:
4. Report Type......... [D]
5. Currency Code....... US
6. Vendor Category..... [N]
7. Class............... [N]
8. Vendor Hold Code.... [N]
9. Due Date............ [N] From: / / To: / /
10. Item Hold Code...... [N]
11. Resp For/Purch By... R
12. Branch Code......... [Y] CHI
13. Item Balance........ [N] From: To:
14. Aging Date.......... 06/30/92
Item No :
1-Alter 2-Copy
Cash Forecast Report Selection Entry – first screen
3. Reports and Inquiries Page 43
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Forecast Report
Report Program: APRCAB
1. Selection Entry No.. 1015
15. Aging 1............. 30
16. Aging 2............. 60
17. Aging 3............. 90
18. Aging 4............. 120
19. Gross/Net........... G
Item No :
1-Alter 2-Copy
Cash Forecast Report Selection Entry – second screen
The Cash Forecast with Invoice and Due Dates prints a forecast list of Open Items, sorted by Vendor
number.
The report also shows additional information such as Invoice Date, Due Date, Age of the Invoice in
number of days and Terms of Payment.
The Detail type lists all Open Items for each Vendor, whereas the Summary type gives only the Open
Items total for each Vendor.
3. Reports and Inquiries Page 44
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 16:40 eSTELPLAN aprcab000121 PAGE: 5
C A S H F O R E C A S T R E P O R T
Currency:(US) U.S. DOLLAR Aged As Of 31Mar92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status Terms----------------------------- D U E - I N D A Y S ------------------------
Brh Ref # Description Balance Due Now 1 - 30 31 - 60 61 - 90 91 - 120 Over 120
Inv Dt Due Dt Days Aged
-------------------------------------------------------------------------------------------------------------------------------
1060 ABC FREIGHT CO (11) NET 7 DAYS
CHI VR005828 M29811 314.09 314.09
15Jun92 15Jun92
CHI VR005829 M29812 196.41 196.41
15Jun92 15Jun92
CHI VR005830 M30062 491.06 491.06
21Jun92 21Jun92
CHI VR005831 M30109 266.50 266.50
22Jun92 22Jun92
CHI VR005832 M30913 300.56 300.56
29Jun92 29Jun92
CHI VR005833 M30914 572.91 572.91
29Jun92 29Jun92
CHI VR005834 M30915 407.26 407.26
29Jun92 29Jun92
CHI VR005835 M30916 296.47 296.47
29Jun92 29Jun92
CHI VR005836 M30917 601.15 601.15
29Jun92 29Jun92
Vendor Total........ 4,215.09 560.00 3,655.09
Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11
Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Cash Forecast Report – Detail
3. Reports and Inquiries Page 45
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-98 16:44 eSTELPLAN aprcab000122 PAGE: 2
C A S H F O R E C A S T R E P O R T
Currency:(US) U.S. DOLLAR Aged As Of 31Mar92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status Terms----------------------------- D U E - I N D A Y S ------------------------
Brh Ref # Description Balance Due Now 1 - 30 31 - 60 61 - 90 91 - 120 Over 120
Inv Dt Due Dt Days Aged
-------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO ( 5) 1/2 % 10, NET 30 DAYS
Vendor Total........ 186,341.22 24,847.83 648.52- 6,409.78 3,180.36 152,551.77
1020 OLIN BRASS ( 3) DUE 20TH FOLLOWING MONTH
Vendor Total........ 78,916.99 1,125.00 38,404.76 30,033.97 6,392.76 2,960.50
1030 MIDWEST STEEL PROCESSORS INC ( 6) 1 % 10-25TH NET 30 DAYS
Vendor Total........ 193,742.74 131,907.96 61,834.78
1040 US STEEL, DIV OF USX H ( 6) 1 % 10-25TH NET 30 DAYS
Vendor Total........ 216,440.87 17,721.96 89,661.53 32,579.79 65,489.96 10,987.63
1050 AMERICAN STEEL PROCESSORS ( 4) DUE 20TH IN 2 MONTHS
Vendor Total........ 81,417.30 4,569.32 76,847.98
1060 ABC FREIGHT CO (11) NET 7 DAYS
Vendor Total........ 4,215.09 560.00 3,655.09
Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11
Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Cash Forecast Report – Summary
3. Reports and Inquiries Page 46
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
The Total type shows the total of the following columns:
Balance owing
Amount due now
Amount due in 1 - 30 days
Amount due in 31 - 60 days
Amount due in 61 - 90 days
Amount due in 91 - 120 days
Amount due in over 120 days
The corresponding percentage is given for each amount.
RUN: 8-Jul-98 16:44 eSTELPLAN aprcab000123 PAGE: 2
C A S H F O R E C A S T R E P O R T
Currency:(US) U.S. DOLLAR Aged As Of 31Mar92
-------------------------------------------------------------------------------------------------------------------------------
Vend # Name Status Terms--------------------------- D U E - I N D A Y S --------------------------
Brh Ref # Description Balance Due Now 1 - 30 31 - 60 61 - 90 91 - 120 Over 120
Inv Dt Due Dt Days Aged
-------------------------------------------------------------------------------------------------------------------------------
Report Total........ 761,074.21 48,824.11 37,756.24 96,071.31 201,357.17 286,269.27 90,796.11
Percentage.......... 100.00 % 6.42 % 4.96 % 12.62 % 26.46 % 37.61 % 11.93 %
*** END OF REPORT ***
Legend
------
H - Vendor Hold
P - Permanent Open Item Hold
C - Cycle Open Item Hold
Cash Forecast Report – Total
3. Reports and Inquiries Page 47
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VENDOR LISTS AND LABELS
A series of Vendor lists can be produced using a standard Option Selection function. From the selection
screen you can choose the following report:
Vendor Master List (detailed report containing all the information in the Vendor’s Account).
As a result of the selections made, you obtain a general or very specific list.
All options default to ‘N’ (No selection) for a Vendor Master list. You can change any or all of them for
specific selections.
If you change an option you can then enter one selection.
Vendor Master List
The first page of the list shows your selection criteria. This helps you to identify the information on the
report and serves as a reminder of what options you selected.
The report itself presents all the information stored in the Vendor Accounts, so that Vendor Account data
can be verified after entry, and so that Accounting personnel have a printed copy of Vendor information
for reference.
NOTE: The Vendor Master List contains only static information. That is, it does not include accounting
data such as account balance, payment history, etc.
Vendor Master
Report Program: APRVEA
1. Selection Entry No.. 182
2. One-Time/Permanent.. [O]
3. Branch.............. [Y] CHI
4. Vendor Sequence......[N]
5. Vendor Number....... [N] From: To:
6. Vendor Name......... [N] From: To:
7. Usage Status........ [N]
Item No :
1-Alter 2-Copy
Vendor Master List Selection Entry screen
3. Reports and Inquiries Page 48
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 09Jul98 11:19 eSTELPLAN aprvea000124 PAGE: 2
Vendor Master
Vendor Number........ 1010 Branch............... PHI
Vendor Name.......... ARMCO
Address.............. 703 CURTIS STREET
City................. MIDDLETOWN, OH
Postal/Zip Code...... 45043
Look-Up Name......... ARMCO
Telephone Number..... 513-425-5100 Country.............. 1
Fax Number........... 513-425-4779 Language............. E
Pay-to Name.......... ARMCO
Address.............. 703 CURTIS STREET
City................. MIDDLEBURY, OH
Postal/Zip Code...... 45043 Country.............. 1
Sales Contact........ FRANK SMITH
A/R Contact.......... NORMAN SINCLAIR
Route................ 1
Stop................. 1
Vendor Class......... R
Delivery Method...... CC
Ship Via............. Common Carrier
Frt Responsibility... CG
Acknowledgement Reqd. Y
Chemical Tests Reqd.. N
Physical Tests Reqd.. N
Type of Certificate.. O
Nbr of Cert by Shp... 2
Nbr of Cert by Inv... 2
Terms of Payment..... 5
Purchasing Terms..... 5
Rel Cust No.......... 0
SIC Code............. 3300
Vendor Category...... SM
1099 Category........
Tax Id No............
Currency............. US
A/P Ctrl G/L Acct.... 2000
Def Exp G/L Acct..... 2010
Hold Code............ N
Tag Prefix........... AR
Account Open Date.... 01Apr87
Usage Status......... A
*** End of Report ***
Vendor Master List
3. Reports and Inquiries Page 49
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Vendor Remarks List
This list gives you by Branch, Vendor and Remark Type, the Vendor Remarks currently on file.
Vendor Remarks
Report Program: APRVRK
1. Selection Entry No.. 182
2. One-Time/Permanent.. [O]
3. Branch.............. [Y] CHI
4. Vendor Number....... [N] From: To:
5. Type................ [N]
Item No :
1-Alter 2-Copy
Vendor Remarks List Selection Entry screen
3. Reports and Inquiries Page 50
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 09Jul98 11:19 eSTELPLAN aprvrk000125 PAGE: 2
Vendor Remarks
Brh
Ven No Shp# Vendor Name
Typ Remark
PHI eSTELPLAN PHILADELPHIA
1010 ARMCO
A Only Yellow Frt and PIE to Chicago Warehouse.
B Take 15% discount if wrong carrier.
C Note: Use only Yellow Frt and PIE to Chicago Whs.
D CHI - 15% Discount taken if wrong carrier at dock.
E TRUCK: FLATBED
E EDGE SEALER - PKG CODE 102M - EDGE PROTECTORS -
E Pack with protective interleaving.
E NO MILL MARKING - NO STICKERS ON COILS
E SEAL PROTECTORS - 3 ID & 1 OD 1-1/4 INCH BANDS
F Refuse Blanks if missing protective interleaving.
*** End of Report ***
Vendor Remarks List
3. Reports and Inquiries Page 51
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Vendor Labels
Enter Key Vendor Labels 18Nov04
Report Program: APFVUL
1. Selection Entry No.. ______
2. One-Time/Permanent.. [_]
3. Branch.............. [_] ___
4. Vendor Number....... [_] From: ______ To: ______
5. Vendor Name......... [_] From: _______________ To: _______________
6. Postal/Zip Code..... [_] From: __________ To: __________
7. SIC Code............ [_] ________
8. Customer/Vendor Cat. [_] __
9. Label Sequence...... [_]
10. Print Vendor Number. [_]
11. Print Contact....... [_]
Press <Enter> to assign a Selection Entry Number
Vendor Label Selection Entry screen
Mailing labels are printed on self-adhesive labels. Before printing, you must mount the labels on the
printer and align the printer head to the top of the first row.
You may select a number of criteria to print labels for specific Vendors.
The label format is 3-Up 4” x 1 7/16”.
3. Reports and Inquiries Page 52
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
JOAN THOMAS MARY DARLINGTON
PRIMARY STEEL PROCESSORS STEEL PROCESSORS INC ABC FREIGHT COMPANY
565 KENNEDY PLACE 100 INDUSTRIAL BLVD. 5000 RIVERSIDE DRIVE
PHILADELPHIA, PA 03256 CHICAGO, ILLINOIS 60645 CHICAGO, ILLINOIS 32432
STEVEN KING SUSAN FIELDS
US STEEL WILLIAM OFFICE SUPPLIES NEW TELEPHONE COMPANY
P.O. BOX 23534 1500 12TH STREET P.O. BOX 1234
CHICAGO, ILLINOIS 32432 PAPERVILLE, PA 19009 CHICAGO, ILLINOIS 32432
FRANCIS MOUCH ROBERT LLOYDS DOMINIC RICHARDS
HERBERT MANUFACTURING INC J.J. LLOYDS INC. NORTH EQUIPMENT & RENTALS INC.
34561 HARBOR BLVD. 4567 THIRD AVENUE 8990 RIVERSIDE DRIVE
SUITE 310 PHILADELPHIA 13542 CHICAGO, ILLINOIS 81506
SOUTH TOWER
CHICAGO, ILLINOIS 32432
SERVICE DEPARTMENT ANDREW DANVER ALVINA SULLIVAN
US ELECTRICITY TESS INC. THE STEEL HOUSE LTD.
109 CENTRAL STREET 4038 ROCK STREET 4444 THIRD AVENUE
PHILADELPHIA 03567 CHICAGO, ILLINOIS 32435 PHILADELPHIA, PA 03256
Vendor Labels
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
4. VOUCHER PROCESSING
OVERVIEW
Voucher Processing ensures that each Vendor Invoice/Memo is associated with a Voucher/ Memo
Identification number assigned by the system for control purposes.
In this chapter the following are covered:
Entry of Vendor Invoices/Memos in the Voucher Entry screen.
Distribution of the Invoice/Memo Amounts to the appropriate General Ledger Account numbers.
Printing of the Voucher Edit List.
Updating Vouchers.
Official recording of the Invoices/Memos (Vouchers/Memos) in the Purchase Journal.
Voucher/Memo Entry is a stand-alone function. It can also be accessed directly during the Cash
Disbursement process if your system is set up for that option.
4. Voucher Processing Page 54
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VOUCHER ENTRY
Overview
The Voucher Entry function is used to record your Accounts Payable transactions following the receipt of
merchandise or services and upon the receipt of the vendor’s invoice (or related memo).
The Voucher Entry function can run stand-alone. It can also be accessed from the following functions:
Invoice Approval.
Cash Disbursements Entry (if your system is set up for that option).
Update Options
The Voucher processing cycle supports update in either of two modes so that you can process transactions
according to your preferred method of operation:
Online direct update of a single voucher while in Voucher Entry.
Subsequent stand-alone Update of all vouchers posted within the same Session number. This
function involves a separate Edit List printing and Voucher Update procedure.
4. Voucher Processing Page 55
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
INPUT AND CONTROL PROCEDURES
The typical voucher cycle begins with the receipt of a Vendor Invoice for goods or services provided. At
this point, several documents are compared and verified by the appropriate personnel within the
Purchasing Department:
Purchase Order: Verification that the equivalent merchandise was in fact ordered, and comparison of
all quantities, prices and Terms of Payment on the order versus those actually billed.
Receiving
Report/Packing Slip:
Verification that the correct quantities of goods were received, and in acceptable
condition.
Vendor Invoice: Checking of extensions and totals for mathematical accuracy.
These source documents are combined and attached to an internal voucher form. The voucher data is
filled in showing the Vendor Name and Number, a description of the expense, any amount owed (gross
invoice amount, due date for payment, etc.) along with the specific distribution of the purchase/expense to
the appropriate General Ledger accounts.
The complete set of supporting documents is sent for approval to the authority responsible for expense
accrual within the Accounts Payable department. At this point, all amounts, including the General Ledger
Distribution, are re-checked against the Vendor Invoice and receiving report.
Once approved, the transaction is ready for entry into the computer.
Source Document Control Totals
All source documents ready for input are combined and an adding machine tape prepared of the total
amount of the vouchers and debit/credit memos.
4. Voucher Processing Page 56
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Branch Receives
Supplier Invoice
Supplier Invoice matched with
corresponding PO and Receiving
Supplier Invoice, PO and Receiving
reviewed
Supplier Invoice
approved
Voucher Entered
based on Invoice
Voucher Edit List
printed by Session
Voucher updated by
Session
Purchase Journal
printed by
Accounting Period
Voucher Processing Work Flow
4. Voucher Processing Page 57
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Transaction Definition
For Accounts Payable Vouchers, a Transaction is one Vendor invoice or memo adjustment, and includes
the following:
Vendor number and Name
Invoice number and amount
Accounting Period
All associated GL Distributions
All associated Purchase Cost Reconciliation (IRC) Distributions
The Voucher Entry function is used to add, change or delete vouchers for Vendors up to the point at
which the voucher is updated.
Vouchers are composed of a number of different screens, some of which are optional, that are used to
enter the supplier invoice information, enter and reconcile costs associated with received inventory as
well as record the General Ledger Distributions.
Voucher Entry is composed of the following screens.
Voucher Header
o Voucher Header screen
Pay-To Information window
Tax Distribution window (see Appendix)
Purchase Cost Reconciliation Distributions
o Purchase Cost Reconciliation Distribution screen (see Purchase Cost Accounting manual)
General Ledger Distributions
o GL Distribution screen (see eSTEL/GL manual)
General Screen Flow
The initial screen sequence for Voucher Entry begins with Voucher Header Information.
When you are posting Vouchers for Purchase Cost Reconciliation, proceed from Voucher Information to
Purchase Cost Reconciliation Distribution and then to the GL Distribution.
When you are posting Vouchers for regular AP expenses, proceed directly from Voucher Information to
the GL Distribution.
Voucher Header Information Screen Flow
The following screen is displayed once you access the Voucher Entry function:
4. Voucher Processing Page 58
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Voucher Entry Ref No CHI-VR-
Ssn Id
Acctng Per Journal Dt Proof .00
PO No Pay-To
Vendor No
Invoice No
Invoice Dt
Vch Amount
Discntable
Exch Rate
Item Desc Vch Hld Pay Hld EDI Ref No
Check Rmk
Terms
Days Due Due Date
Disc Days Disc Date
Disc Rate % Disc Amt
IRC Mat .00 Prs .00 Vch .00 Apl .00
Frt .00 Oth .00 Itms 0 Dif .00
1-PO Inq 2-IVT Inq
Voucher Header – initial screen
Action Bar Options
The following action bar choices are available throughout the Voucher Header screen.
Action Bar Action
PO Inq Accesses the Purchase Order Inquiry.
IVT Inq Accesses the Inventory Transaction Inquiry.
Voucher Header Fields
The following shows the Brh/Reference group of fields:
Ref No CHI-VR- 6054
Ssn Id 304
Proof 27,000.00-
Field Name Default Validation Description
Branch User’s Brh
or
previous
entry
Branch
Reference
This represents the Branch responsible for
incurring the liability for the payable.
Can be overridden if you have multiple branch
access rights. To change the Branch, you can use
<Esc> from the Reference Prefix field.
If you change the Branch in the middle of a
posting session, the Session ID is changed
automatically (see Session ID).
4. Voucher Processing Page 59
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
The Branch cannot be changed once it is entered.
If the inappropriate Branch was entered, you must
Cancel or Delete the transaction.
Ref Prefix VR VR, DM, CM Voucher (VR) is the most common transaction. This
is the starting cursor position.
Options are:
VR Voucher
DM Debit Memo
CM Credit Memo
The Ref Prefix cannot be changed once it is
entered. If the inappropriate Ref Prefix was
entered, you must Cancel or Delete the
transaction.
Ref No This is the Reference number representing the
Voucher/Memo transaction.
For adding new transactions, the Reference number
is assigned and displayed once the Voucher Header
is saved.
The following Control Reference information is
used:
Trans Application Branch Prefix
Voucher AP Ssn brh VR
Debit Memo AP Ssn brh DM
Credit Memo AP Ssn brh CM
For accessing existing transactions, if you wish
to call up a transaction enter the Reference
number on file.
A Voucher Look-Up feature is provided if you do
not recall your Reference number (see Voucher
Look-Up).
Ssn Id The Voucher Entry and Update cycle is controlled
with a Session ID number which defines a posting
session for a group of vendor invoices. The
Session ID is used to provide assistance during
subsequent tracing of transactions, and to enable
operators to work independently from each other
within the Voucher processing cycle.
A Session can be controlled by either having a new
Session ID assigned, or by entering an existing
Session ID and appending transactions to it.
To create a new Session, press <Enter> from the
Session ID field (i.e., leave it blank). A new
Session ID is assigned once the Voucher Header is
saved.
Control Reference information AP/(Session Brh)/SN
is used for assignment.
To add new transactions into an already existing
session, enter the Session ID on file.
A Session Look-Up feature is provided if you do
not recall your Session ID (see Session Look-Up).
The Session ID cannot be changed once it is
entered. If the inappropriate Session ID was
entered, you must Cancel or Delete the
transaction.
4. Voucher Processing Page 60
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Proof The Proof field is displayed for reference.
The Proof for an Accounts Payable Voucher is
defined as follows:
Proof = (GL Debits) - (GL Credits)
You cannot access the Voucher Update action bar
option for a transaction unless the Proof is zero.
A non-zero Proof indicates that the transaction is
incomplete.
If you exit the Voucher while the transaction has
a non-zero Proof, the Vch Hold field is set to Y-
Yes (see Voucher Hold), and a warning message is
provided.
NOTE: For Foreign Exchange Variances of +/- 0.01
you are allowed to proceed with the Update.
When the Update action bar option is
selected, the +/- 0.01 difference is
automatically written to the account for
Foreign Exchange Gain or Loss and the Proof
is set to 0.
Voucher Look-Up
If you wish to refer to an existing Voucher Transaction but you do not recall your Reference number that
you worked on, a Voucher Look-Up feature is provided. Start the Voucher Look-Up by pressing <F9>.
Voucher Look-Up
Ref No Vendor Login ID Date Time Inv No EDI
DM-379528 LTV dave 12Oct04 18:20 N
VR-122404 INLAND steve 11Oct04 16:53 45017 N
VR-122405 ARMCO john 11Oct04 16:55 878051A Y
1-Search
Voucher Look-Up
A list is shown of valid open transactions that can be referenced. The Look-Up provides one line per
transaction to allow you to identify and select the proper transaction and provide the ability to return that
transaction number back to the Reference number field.
Transactions for a specific Branch are shown at any one time. The display is controlled based on the
Branch in which you are working. The transactions are displayed by Branch, Reference Prefix and
Reference number.
Session Look-Up
If you wish to refer to an existing Session but you do not recall your Session ID that you worked on, a
Session Look-Up feature is provided. Start the Session Look-Up by pressing <F9>.
4. Voucher Processing Page 61
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Session Look-Up
Ssn ID Ref No Login ID Date Time
412 DM- 9 ken 15Mar04 11:54
412 DM- 10 ken 15Mar04 11:55
419 VR- 29 linda 22Mar04 15:41
421 VR- 31 karen 25Mar04 11:14
1-Search
Session Look-Up
A list is shown of valid open sessions that can be referenced. The Look-Up lets you select the proper
session and provides the ability to return that session number back to the Session ID field.
Sessions for a specific Branch are shown at any one time. The display is controlled based on the Branch
in which you are working. The transactions are displayed by Branch, Session ID, Reference Prefix and
Reference number.
The following shows the Accounting Period group of fields.
Acctng Per 9804 Journal Dt 10/16/04
Field Name Default Validation Description
Acctng Per Current AP
Period or
last
entry.
Fiscal
Calendar.
Minimum -
Current AP
Period
Maximum -
Period 12
of your
next
eSTEL/GL
fiscal
year.
Can be overridden.
Journal Dt System
Date or
last
entry.
Date Enter the Journal Date for the transaction.
The following shows the PO information group of fields.
PO No PHI- 3258-002
PO information entry is optional. It is used to assist in a pre-scan of IRC transactions (see Cost
Reconciliation Control Totals). PO information is not stored within the eSTEL/AP system once the
Voucher is updated.
4. Voucher Processing Page 62
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
PO Brh User’s Brh Branch
Reference
if entered
Can be overridden if you have multiple branch
access rights. To change the branch, you can use
<Esc> from the Purchase Order number field.
PO No Enter the Purchase Order number related to the
supplier invoice.
A Purchase Order number can only be entered if the
PO Branch is entered.
PO Item Enter the Purchase Order Item related to the
supplier invoice. Leave this field blank when the
supplier invoice relates to more than one PO Item.
A Purchase Order Item can only be entered if the
PO No is entered.
The following shows the Vendor group of fields:
Vendor No 1010 LTV
Field Name Default Validation Description
Vendor No Defaults
from PO
Header
when all
the
following
conditions
are met:
- PO info
entered
- PO
Header
exists
- PO
Deletion
Code is
not M.
Else
defaults
from last
vendor
entry (see
PIOs).
Vendor
Reference
The Vendor number from whom the material or
service is purchased. If you do not know the
Vendor number, you can use the Vendor Look-Up
function to scan through and select the
appropriate Vendor.
The Vendor Look-Up Name is displayed for reference
based on the Vendor number entered.
Pay-To Information
When you enter a Vendor who is a Regular Vendor Class account, the Pay-To Information is displayed
for reference only based on the Vendor Reference information.
When you enter a Vendor who is a Temporary Vendor Class account, the Voucher Entry function
provides for entry of the following information:
4. Voucher Processing Page 63
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Pay-To
LTV STEEL CORP
P.O. BOX 2000
STATION A
CHICAGO, IL 52145
Field Name Default Validation Description
Pay-To Name Mandatory
entry.
Cannot be
blank.
Pay-To party for Cash Disbursement purposes.
Address Line 1,2,3
City
Postal/Zip
Country Desc Defaults
based on
Vendor
Pay-To
Country
Code, when
all the
following
conditions
are met:
- Vendor
Pay-To is
not
located in
the Base
Country
- Vendor
is a
Regular
Vendor
Class
account
Can be overridden.
The Country Description is accessible when the
Vendor is not located in the Base Country of the
eSTELPLAN system.
The following shows the Invoice Information group of fields:
Invoice No A851258
Invoice Dt 10/12/98
Vch Amount 27,000.00
Discntable 26,850.00
Field Name Default Validation Description
Invoice No Mandatory
for
Vouchers
(VR) of
Regular
Vendors.
The Vendor’s Invoice number. It is available for
all transaction types.
For VR transactions, the Invoice No is checked
against the following information:
Invoice History
Voucher Header information
4. Voucher Processing Page 64
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
If the number already exists for this Vendor, the
Invoice No. is not accepted and a message is
displayed.
For VR transactions, the Invoice No is displayed
on the screen of the Accounts Payable Inquiry and
Accounts Payable Inquiry with History. For other
transactions, the Invoice No is viewed through the
Inv/Desc action bar option.
Invoice Dt Date The date of the Invoice (or Debit/Credit Memo)
issuance. A Product Installation Option, IDW=X,
controls the display of a warning message if the
Invoice Date entered is greater than the current
System Date. When set to Y-Yes, the message
“Warning: Invoice Date is greater than the current
System Date” is displayed.
Vch Amount This represents the gross amount of the invoice
before potential discounts are considered.
Potential discounts are calculated separately (see
Terms).
Sign handling is as follows:
Trans Sign
Voucher positive or zero
Debit Memo negative or zero
Credit Memo positive or zero
NOTE: A zero amount is occasionally entered in
this field for various Voucher Adjustment
situations.
Discntable For Ref
Prefix VR
or CM,
defaults
based on
Voucher
Amt.
Discountab
le Charges
< Vch Amt.
Must be 0
for DM.
Discountable Charges. Can be overridden.
The discount amount must be less than the voucher
amount, otherwise an error message is displayed
“The voucher amount cannot be equal to the
discount amount”.
In Voucher Entry some charges may be discountable
while others are not. For example, material is
discountable but freight is not.
Discountable Charges can be entered to arrive at a
new discountable amount calculated automatically
(see Terms).
Example: Vendor invoice total $5,250 representing
$5,000 for material and $250 in freight.
Only the 5,000 is discountable but the
gross invoice amount entered must be
$5,250. You would enter the Discountable
Charges as $5,000 and then based on the
Terms code, the discount would be
calculated automatically on the screen.
This avoids having to calculate the amount of
applicable discount based on Voucher Amount and
then overriding the Discount Amount manually.
The following shows the Exchange Rate group of fields:
Exch Rate DM .61600000
4. Voucher Processing Page 65
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Exch Rate Defaults
from PO
Header
when all
the
following
conditions
are met:
- PO info
entered
- PO
Header
exists
- Exchange
Rate Code
is Fixed
- PO
Deletion
Code is
not M.
Else
defaults
from
Currency
Reference.
Cannot be
zero.
Must be 1
for base
currency
transactio
ns.
The Exchange Rate can be overridden for Foreign
currency transactions. The screen field is
displayed for Foreign currency transactions.
The Currency code is also displayed for reference
on Foreign currency transactions.
(Refer to the FEX=X Product Installation Option
set on program <appvch> in the Product
Installation Options Guide for details).
The following shows the Item Desc/Remarks group of fields:
Item Desc X------------------X
Check Rmk X------------------------------------------------X
Field Name Default Validation Description
Item Desc The descriptive remarks for the transaction.
For CM and DM transactions, the Item Desc is
displayed on the screen of the Accounts Payable
Inquiry and Accounts Payable Inquiry with History.
For other transactions, the Item Desc is viewed
through the Inv/Desc action bar option.
The DSC=X Product Installation Option set on
program <appvch> controls whether the Description
entry is mandatory or optional. Refer to the
Product Installation Options Guide for details.
Check Rmk Voucher Entry has an optional facility to record
Remarks that print on the check stub. These
remarks relate specifically to the Open Item being
disbursed.
Check Remarks are used for transactions such as
child support payments or income tax payments that
may require a specific description in addition to
the Invoice # and Item Desc fields.
4. Voucher Processing Page 66
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
The following shows the Voucher Hold/Pay Hold group of fields:
Vch Hold N Pay Hold N
Field Name Default Validation Description
Vch Hold N N, Y Voucher Entry has a facility to record a Voucher
Hold against a specific Voucher Header
transaction.
The Voucher Hold is used to prevent the update of
a transaction using the Voucher Update function
until the Invoice has been approved.
Options are:
Y Voucher on Hold (Voucher cannot be updated)
N Not on Hold (Voucher can be updated)
The Vch Hold field cannot be accessed if the Proof
for the transaction is non-zero (see Proof).
Pay Hold N C, N, P Voucher Entry has an optional facility to record a
Pay Hold against a specific Open Item as it enters
your Accounts Payable system via Voucher Update.
Pay Hold is used to prevent or delay the payment
of an Open Item in case there is a problem with
the Invoice issued by the Vendor.
Options are:
P Permanent Hold
C Cycle Hold
N Not on Hold
The following shows the EDI Reference group of fields. This area is displayed for reference if the
Vendor Invoice was received electronically via eSTEL/EDI.
EDI Ref No XXXXXXXXX
Name Description
EDI Ref No The EDI Reference number is used to cross-reference a Voucher to a Vendor Invoice
received electronically via eSTEL/EDI. See the following documentation for details:
Invoice Approval
eSTEL/EDI
If the transaction is received electronically via eSTEL/EDI and the Invoice Status is
not Approved, the Voucher transaction cannot be accessed until the Invoice Status is
Approved. The suggested procedure is to complete the Invoice Approval process first
so that the Voucher transaction is made available for use in the Voucher processing
cycle.
The following shows the Terms of Payment group of fields:
4. Voucher Processing Page 67
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Terms 5
Days Due 30 Due Date 11/11/04
Disc Days 10 Disc Date 10/22/04
Disc Rate 1.00% Disc Amt 268.50
Field Name Default Validation Description
Terms Defaults
from PO
Header
when all
the
following
conditions
are met:
- PIO is
set to TRM
= P
- PO info
entered
- PO
Header
exists
- PO
Deletion
Code is
not M.
Else
defaults
from
Vendor
Terms.
Terms of
Payment
These are the Terms of Payment granted by the
Vendor. Can be overridden.
If, from time to time, a Vendor grants you Terms
of Payment different from the standard ones and
they are not defined in the Reference table, you
can leave the default Terms of Payment in the
Terms field, and make the appropriate changes in
the Extended Terms fields.
Extended Terms fields (see below) are calculated
and are interdependent.
Example: If you modify the Days Due field, the
system changes the Due Date
accordingly, and vice-versa.
Days Due Due Dt
minus
Invoice Dt
The number of days in which the invoice is due for
payment.
Can be overridden.
Disc Days Disc Dt
minus
Invoice Dt
The number of days granted by the Vendor to pay
the invoice and benefit from the discount.
Can be overridden.
Disc Rate For Ref
Prefix VR,
defaults
based on
Vendor’s
Terms of
Payment.
See Terms
of Payment
calculatio
ns for
details.
Must be 0
for DM.
The percentage of Discount offered by the Vendor,
according to the Terms of Payment. Can be
overridden.
Discount Rate determines the Discount Amount
calculated by the system and displayed in the Disc
Amt field.
Due Date For Ref
Prefix DM
or CM,
defaults
from
Invoice
Dt, and
default
The date on which the Invoice becomes due. Can be
overridden.
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Field Name Default Validation Description
Extended
Terms are
suppressed
See Terms
of Payment
calculatio
ns for
details.
Disc Date Disc Dt <
= Due Dt.
If not 0,
Disc Dt >
= Inv Dt.
The last day on which the Invoice can be paid to
obtain the Discount.
If there are no Discount Days, the Discount Date
is not applicable.
Disc Amt System
default
based on
one of the
following:
Discb Chrg
x Disc
Rate
Vch Amt x
Disc Rate
Disc Amt <
Vch Amt.
Must be 0
for DM.
Discount Amount is applicable only to VR and CM
transactions.
NOTE: The Product Installation Option, DBT=X,
controls whether or not all applicable
taxes are included, when calculating the
Discount Amount based on the Invoice
Amount.
Cost Reconciliation Control Totals
Cost Reconciliation (IRC) Control Totals are calculated automatically for each voucher and displayed for
reference on the Voucher Header screen. The following shows the IRC Control Totals area group of
fields. This area is available for information display until the Voucher has been updated.
IRC Mat 26,121.16 Prs .00 Vch 27,000.00 Apl .00
Frt 325.49 Oth .00 Itms 3 Dif 27,000.00
The Material, Processing, Freight, Other and Items fields are displayed for reference based on a pre-scan
of Cost Reconciliation transactions that match the following Voucher information:
Vendor
PO Branch
PO number
PO Item
This lets you know, prior to proceeding to the Inventory Cost Reconciliation (IRC) Distribution screen,
whether there are potentially any matching Cost Reconciliation transactions.
The Apl and Dif fields are displayed for reference based on the cumulative Cost Reconciliation
transactions you have actually applied thus far against the Voucher and which are still In Process.
Name Description
IRC Mat Indicates the control total for the remaining IRC Material Amounts displayed that
match your most recent selection options. This is initially based on a match of the
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Name Description
Vendor and PO information.
Selection Options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Prs Indicates the control total for the remaining IRC Processing Amounts displayed that
match your most recent selection options. This is initially based on a match of the
Vendor and PO information.
Selection Options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Frt Indicates the control total for the remaining IRC Freight Amounts displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Oth Indicates the control total for the remaining IRC Other Amounts displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
Itms Indicates the number of all remaining IRC transaction records displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
Vch Amount owed on the Voucher. This excludes taxes if applicable.
Apl Indicates the control total for all Cost Types actually applied thus far. This also
includes Advance IRCs and Write-Offs if applicable.
Dif Voucher Amount (excluding taxes) minus the Total Applied.
Voucher Header Action Bar Options
Once the Voucher Header information is completed, the Header Page fields are displayed as shown in the
following screen.
4. Voucher Processing Page 70
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Voucher Entry Ref No CHI-VR- 6054
Ssn Id 304
Acctng Per 9504 Journal Dt 10/16/95 Proof 27,000.00-
PO No PHI- 3258-002 Pay-To
Vendor No 1010 LTV LTV STEEL CORP
Invoice No A851258 P.O. BOX 2000
Invoice Dt 10/12/95 STATION A
Vch Amount 27,000.00
Discntable 26,850.00 CHICAGO, IL 52145
Exch Rate
Item Desc Vch Hld N Pay Hld N EDI Ref No
Check Rmk
Terms 5
Days Due 30 Due Date 11/11/95
Disc Days 10 Disc Date 10/22/95
Disc Rate 1.00% Disc Amt 268.50
IRC Mat 26,121.16 Prs .00 Vch 27,000.00 Apl .00
Frt 325.49 Oth .00 Itms 3 Dif 27,000.00
0-Update 1-IRC Dist 2-G/L Dist 3-Chg Vch 4-PO Inq 5-IVT Inq 6-EDI Inv
Voucher Header – completed screen
Action Bar Action
Update Accesses the Voucher Update function on-line.
An option is provided to immediately initiate the Voucher Update function directly
from within Voucher Entry.
This feature is available when all the following conditions exist.
PIO is set to UPD=Y
Proof is zero
Related GL Distributions exist
Voucher Hold is N
Otherwise, this action bar option is dimmed and not accessible. See Voucher Update
for details.
IRC Dist Saves the Voucher Header and proceeds to the Inventory Cost Reconciliation (IRC)
Distribution screen. This is the default option.
The IRC Distribution function is available if PO Reconciliation is ‘Y’ (see Accounts
Payable Company information). Otherwise, this action bar option is dimmed and not
accessible.
G/L Dist Saves the Voucher Header and proceeds to the GL Distribution screen.
Chg Vch Allows you to change the various fields of the Voucher Header page by block of fields.
Refer to the Changing a Voucher Header section for details.
PO Inq Accesses the Purchase Order Inquiry.
IVT Inq Accesses the Inventory Transaction Inquiry.
EDI Inv Provides inquiry access to the EDI Invoice Header screen in Invoice Approval if the
transaction is received electronically via eSTEL/EDI. Otherwise, this action bar
option is dimmed and not accessible. See Invoice Approval for further information.
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Changing a Voucher Header
If you want to access or change an existing Voucher, enter the Reference number. If you do not know the
Reference number, you can use the Voucher Look-Up function from the Reference number field to scan
the existing Open Vouchers and pick the transaction to be maintained.
When the Reference number is entered, the Voucher Header information is displayed and you can then
proceed with the required changes.
To change the fields in the Header, select the Chg Vch action bar option. A window is displayed listing
the groups of fields.
Change Voucher
1. Acctng Per
2. PO
3. Vendor
4. Invoice
5. Exch Rate
6. Desc/Rmks
7. Hold
8. Terms
9. Term Days
A. Term Dates
Change Voucher window
Select the group you wish to modify and the cursor is placed on the first available field of that group.
Option Access
Acctng Per Accounting Period
Journal Date
PO PO Brh
PO No
PO Item
Vendor Vendor No
Pay-To Information
Invoice Invoice No
Invoice Date
Voucher Amount
Discountable Charges
Exch Rate Exchange Rate
Desc/Rmks Item Description
Check Remarks
Hold Voucher Hold
Pay Hold
Terms Terms of Payment code
Term Days Days Due
Discount Days
Discount Rate
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Option Access
Term Dates Due Date
Discount Date
Discount Amount
Header Change Restrictions
The following Voucher Header information cannot be changed after the Voucher Header Info is created.
If inappropriate information has been entered, the transaction must be Deleted.
Accounting Period
Vendor number
Exchange Rate
Deleting a Voucher Header
To delete the entire Voucher, call the Header and press <F6>. When you delete the Voucher from the
Header screen all its associated Inventory Cost Reconciliation (IRC) and General Ledger Distribution
records are deleted. Any applicable IRC Header In-Process Amounts are reinstated.
Note that the Voucher Header record is not physically deleted. The Voucher Header is marked with a
Void Status. This preserves and accounts for the entire continuous series of Reference numbers so that
audit controls can be maintained and transactions can be traced back.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Inventory Cost Reconciliation Screen Flow
ARMCO (FF) Purchase Cost Reconciliation Ref No PHI-VR- 1427
IRC Mat 74,351.16 Prs 1,472.35 Vch 77,000.00 Dif 898.67
Frt 261.87 Oth 15.95 Apl 76,101.33
Ln Brh IRC No Ref No-Itm Vendor Brh PO No-Itm Amount Balance
Quantity U/M Cost UM Bs Ty Ds Rcvr No Ext Ref No
1 PHI 329 IV 1160-003 1006 CHI555275-004 2,000.00 1,250.00
10,000 LBS 20.0000 /CWT T M Y 2715-017 S-01572595
2 PHI 336 IV 1132-001 1006 MTL555202-003 2,827.50 2,827.50
14,500 LBS 19.5000 /CWT A M 2720-009 S-01572607
3 PHI 341 RC 2718-002 1010 PHI555199-001 24.53 24.53
120.00 SFT 20.4408 /CSF A M 2718-002 4618
4 PHI 342 RC 2718-002 1010 PHI555199-002 53.28 53.28
120.00 SFT 1.1100 /LBS A F Y 2718-002 4618
5 PHI 344 RC 2718-002 1010 PHI555199-004 0.27 0.27
120.00 SFT 1.2500 /CKG T P 2718-002 4618
6APHI 375 VR 405-001 1010 PHI555262-001 3,500.00- 3,500.00-
PENDING ARRIVAL BY RAILWAY M 857322
1-Apl All 2-Grp 3-Itm 4-Adv IRC 5-W/O 6-Applied 7-Dispute 8-Select 9-IRC Inq
Sample Purchase Cost Reconciliation screen
Note that availability of the Adv IRC action bar option is controlled by the Product Installation Option,
DAI=X. Refer to the Product Installation Options Guide for details.
For more details on the Purchase Cost Reconciliation function see the Purchase Cost Accounting manual.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
GL Distribution Screen Flow
Voucher G/L Accounting Ref No PHI-VR- 2931
Vendor 1020 OLIN BRASS Ssn Id 627
-- G/L Distribution -- Proof
Acct/Desc Brh Cst Center Debit Credit
2000 CHI 14,500.00
ACCOUNTS PAYABLE - TRADE
2010 MTL 14,500.00
UNPAID MATERIAL
Total 14,500.00 14,500.00
Acct Brh Cst Ctr
Sample GL Distribution
Standard GL Distribution
All GL distribution logic is handled by the following functions:
Build GL Distribution (see ‘General Ledger Interface’ chapter in eSTEL/GL)
GL Distribution Screen
All eSTELPLAN functions updating GL information share these common functions. There are no local
GL handling functions within the Voucher Entry function and the common subroutines are accessed
instead. See the eSTEL/GL manual for further details.
Automatic GL Distribution
Full GL Distributions are generated on the screen, including the following automatically system
controlled GL Distribution lines:
Accounts Payable Control
Unpaid Material (IRC Distributions)
Unpaid Freight (IRC Distributions)
Unpaid Processing (IRC Distributions)
Unpaid Other (IRC Distributions)
Purchase Gain/Loss
Foreign Exchange Gain/Loss
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
You cannot directly access any of these ‘Reserved’ GL Distribution lines as they are controlled and must
total the amounts entered or calculated from other specific fields (see below). See the eSTEL/GL manual
for further details.
Accounts Payable Control
The Accounts Payable Control account is defaulted based on the Voucher Amount multiplied by the
Exchange Rate of the payable transaction.
The AP Control Account is defaulted from the Vendor Reference Information.
Distribution handling is as follows:
Transaction GL Distribution
Voucher Credit
Debit Memo Debit
Credit Memo Credit
Unpaid Accounts (Applied Items)
The Unpaid Material, Freight, Processing, and Other accounts are defaulted based on the total applied to
IRC multiplied by the Exchange Rate of each IRC Header record applied.
Unpaid Accounts are defaulted from eSTELPLAN Company Information.
Distribution handling is as follows:
Transaction GL Distribution
IRC Dist’n +ve Debit
IRC Dist’n -ve Credit
In Voucher Entry, if the PO Reconciliation option is set to ‘Y’, you cannot manually include a GL
Distribution line for any Unpaid Account as they are controlled based on IRC distributions. The
suggested procedure is to make the required IRC distributions first and have the system generate the
proper GL Distribution automatically.
Non-Steel Purchases
For non-steel purchases, the GL Distribution is as follows:
Debit CSP Non-Steel Purchases Account
Credit Accounts Payable Control Account
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Unpaid Accounts (Advance IRC Items)
The Unpaid Material, Freight, Processing, and Other accounts are defaulted based on the total Advance
IRC Items multiplied by the Exchange Rate of the payable transaction.
Unpaid Accounts are defaulted from eSTELPLAN Company Information.
Distribution handling is as follows:
Transaction GL Distribution
Advance Debit Debit
Advance Credit Credit
Purchase Gain/Loss
The Purchase Gain/Loss account is defaulted based on the Transaction Control Total differences written
off multiplied by the Exchange Rate of the payable transaction.
The Purchase Gain/Loss Account is defaulted from eSTELPLAN Company Information.
Distribution handling is as follows:
Transaction GL Distribution
Write-Off +ve Difference Debit
Write-Off -ve Difference Credit
Foreign Exchange Gain/Loss
Foreign Exchange Gain/Loss accounts are defaulted based on the Exchange Rate differences between
IRC records accrued at one Exchange Rate that are different from the Exchange Rate of the Voucher
being entered.
Foreign Exchange Gain/Loss Accounts are defaulted from Currency Reference Information.
See Foreign Exchange standards for specific examples on Gain/Loss distribution handling.
Default Expense Account
In Voucher Entry, the Default Expense Account is defaulted from the Vendor Reference Information,
unless it contains an Unpaid Account and if the PO Reconciliation option is set to ‘Y’ (see ‘Unpaid
Accounts’).
The Default Expense Account creates a GL Distribution line (once you accept it) that is not ‘Reserved’.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Foreign Exchange Rounding in GL
Discrepancies may occur between total GL Debits and Credits for a foreign exchange Voucher
Transaction. This may arise due to rounding differences generated when transactions are converted at
different exchange rates into base currency equivalents for GL purposes.
Such differences are handled by an automatic posting to the Foreign Exchange Gain/Loss account to
balance the distribution as follows:
You are completing a voucher.
The transaction is in a foreign currency.
The total GL Debits and Total GL Credits indicate a difference of LESS THAN OR EQUAL .10
currency units.
Example: For base systems in U.S. Dollars this would equate to 10 cents.
Record the difference into the Foreign Exchange Gain/Loss GL account for that currency. Note
that this is treated as an automatically system-controlled GL Distribution line.
For example, the following GL Distribution is for a voucher:
GL Distribution DR CR
AP Control 12,200.00
Unpaid Material 9,700.00
Unpaid Processing 2,400.00
Exch Gain/Loss 99.92 ________
Totals 12,199.92 12,200.00
This would trigger a Debit to Exch Gain/Loss for .08 for balancing, resulting in the following balanced
GL Distribution.
GL Distribution DR CR
AP Control 12,200.00
Unpaid Material 9,700.00
Unpaid Processing 2,400.00
Exch Gain/Loss 100.00 ________
Totals 12,200.00 12,200.00
NOTE: GL discrepancies of GREATER THAN .10 are not automatically balanced. An error is
displayed indicating that the GL Proof is not zero. You should then have these transactions
corrected.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VERIFY VOUCHERS
After Voucher Entry, run the Voucher Edit List to verify the transactions.
Voucher Edit
Report Program: APRVED
1. Selection Entry No.. 9450
2. One-Time/Permanent.. [O]
3. Branch.............. [Y] PHI
4. Session I.D......... [N] From: To:
5. Reference Prefix.... [N]
6. Reference Number.... [N] From: To:
7. Login I.D........... [Y] lynetteg
8. Voucher Hold........ [Y] B
9. Pay Hold............ [N]
10. Voided Transactions. [Y] B
11. Journal Date........ [N] From: / / To: / /
12. Invoice Date........ [N] From: / / To: / /
Item No :
1-Alter 2-Copy
Voucher Edit selection screen
Voucher Edit List
The Voucher Edit List shows all Vouchers entered into the system for accrual, which have not yet been
updated.
The first line of the report shows:
Branch
Reference number
Vendor
Accounting Period
Voucher Amount
Discount Amount
Check Item Remarks
The second line shows:
Invoice number
Description
Login ID
Invoice Date
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Terms
All applicable GL and IRC distributions are printed following each Voucher.
4. Voucher Processing Page 80
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 07Feb05 13:28 eSTELPLAN METAL COMPANY aprved004039 PAGE: 2
Voucher Edit
Brh Ref No Ven No Name Acctng Vch Amount Disc Amount Check Item Remarks
Invoice No Description Per Login Id Inv Dt Terms Disc Dt Due Dt PO No Cur Exchange Rt
Session: 749
PHI VR-000121 1010 ARMCO 102 1,500.63 P
857 lorraina 02Feb05 2 02Feb05 04Mar05 PHI
------------------- G/L Distribution ------------------
Account# Brh Cst Ctr Debit Credit
2000 PHI 1,500.63
8320 PHI 1,500.63
*** End of Report ***
Voucher Edit List
4. Voucher Processing Page 81
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
UPDATE VOUCHERS
Voucher Update is performed after Voucher Entry and verification of the Voucher Edit List.
Always run a final Voucher Edit List before the Voucher Update, to ensure that the items listed are the
ones you want to accrue.
Voucher Update
Report Program: APUVCH
1. Selection Entry No..
2. One-Time/Permanent.. [ ]
3. Branch.............. [ ]
4. Session I.D......... [ ] From: To:
5. Reference Prefix.....[ ]
6. Reference Number.....[ ] From: To:
7. Login I.D............[ ]
8. Accounting Period....[ ]
Voucher Update screen
Update Vouchers
The following databases are updated by the Voucher Update function:
AP Open Items
Invoice History
Purchase Journal
Vendor Balances
Inventory Cost Reconciliation
General Ledger Account Balances
General Ledger History
A Voucher Update Session Log is automatically generated during the Voucher Update. The Log
confirms the update and lists the reference numbers of the individual transactions.
The Voucher Update Log should be verified to confirm the processing of each transaction. Any errors
noted on the Log should be followed up and corrected via the Voucher Entry function.
4. Voucher Processing Page 82
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 15Jan04 15:58 eSTELPLAN METAL COMPANY
Voucher Update Session Log
Ssn ID Brh Reference Message
25 CHI VR-000001 Updated
575 CHI VR-000002 Updated
570 PHI CM-000004 Updated
565 PHI DM-000001 No related G/L Distributions
565 PHI DM-000001 Update not completed
565 PHI DM-000002 No related G/L Distributions
565 PHI DM-000002 Update not completed
565 PHI DM-000003 No related G/L Distributions
565 PHI DM-000003 Update not completed
569 PHI VR-000040 Updated
571 PHI VR-000041 Update not completed
572 PHI VR-000042 Total Debits not = Total Credits
572 PHI VR-000042 Update not completed
574 PHI VR-000043 Updated
574 PHI VR-000044 Updated
574 PHI VR-000045 Updated
575 PHI VR-000046 Voucher is on hold
575 PHI VR-000046 Update not completed
575 PHI VR-000047 Updated
575 PHI VR-000048 Voucher is on hold
575 PHI VR-000048 Update not completed
575 PHI VR-000049 Total Debits not = Total Credits
575 PHI VR-000049 Update not completed
*** End of Report ***
Voucher Update Session Log
4. Voucher Processing Page 83
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
PURCHASE JOURNAL
You can produce the Purchase Journal to record the invoices.
For your final End of Month Journal, select all N defaults so that the report shows all entries for the
month. Specify only the Accounting Period.
A selection screen helps you determine the data you wish to see.
Purchase Journal
Report Program: APRPUA
1. Selection Entry No.. 146
2. One-Time/Permanent.. [O]
3. Accounting Period... 1406
4. Branch Code......... [Y] CHI
5. Currency Code....... [Y] US
6. Vendor Number....... [N] From: To:
7. Vendor Category..... [N]
8. Class............... [N]
9. S.I.C. Code......... [N]
10. Reference Code...... [N]
11. Reference Number.... [N] From: To:
12. Report Type......... [D]
13. Journal Date........ [N] From: / / To: / /
14. Invoice Date........ [N] From: / / To: / /
15. Gross Amount........ [N] From: To:
16. Terms Code.......... [N]
Item No :
1-Alter 2-Copy
Purchase Journal Selection Entry – first screen
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Purchase Journal
Report Program: APRPUA
1. Selection Entry No.. 146
17. Due Date............ [N] From: / / To: / /
18. User ID............. [N]
19. Session I.D......... [N] From: To:
20. Data Source......... [ ]
Item No :
1-Alter 2-Copy
Purchase Journal Selection Entry – second screen
The Purchase Journal is presented by Type of transactions (CM, DM, VR), and Reference number. The
Accounting Period is indicated in the top right-hand corner of the page.
For each Item, the first line shows:
Reference Code and Number
Vendor number and Name
Discount and Due Dates
Gross Amount and Discount Amount. A ‘P’ code indicates that the Discount Period has expired (see
the Legend at the end of the report).
General Ledger Accounts Payable Control Account number
and the second line displays:
Vendor’s Invoice number and Description (from the Remarks field of the Voucher Entry screen)
Journal Date and Invoice Date
Currency and Exchange Rate (foreign currency items)
List of the General Ledger Accounts debited or credited
When all Items have been detailed for the period, the Journal Summary is printed. This section is also
what you obtain if you select the ‘Total’ Report Type.
The summary shows the total amount and an entry count for each type of transaction, as well as a grand
total.
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It also lists the General Ledger Accounts credited or debited during that specific Accounting Period and
indicates for what amount.
RUN:13-Jul-99 11:22 eSTELPLAN aprpua000120 PAGE: 2
P U R C H A S E J O U R N A L Acctng Period: 92/01
Ssn Brh: CHI eSTELPLAN CHICAGO
------------------------------------------------------------------------------------------------------------------------------------
Type Ref # Vend # Name Disc Dt Due Dt Gross Amount Disc Amount
Invoice Number Description Jrnl Dt Inv Dt Curr Exchange Rt Account# Brh Cst Ctr Debit Credit
------------------------------------------------------------------------------------------------------------------------------------
CM 000001 1020 OLIN BRASS 6Jul92 6Jul92 56.35
C/N21645 13Jul92 6Jul92 US 2000 CHI 56.35
8115 CHI 56.35
CM 000002 1020 OLIN BRASS 5Jul92 5Jul92 2,945.60
C/N4568 13Jul92 5Jul92 US 2000 CHI 2,945.60
6140 CHI AB 2,945.60
DM 000001 1060 ABC FREIGHT CO 5Jun92 5Jun92 4,563.58
708345 13Jul92 5Jun92 US 2000 CHI 4,563.58
7711 CHI 1-88-2442 4,563.58
VR 000001 1010 ARMCO 23Jul92 12Aug92 78,945.61 394.73
313834 TESTING PURCH JRNL 13Jul92 13Jul92 US 2000 CHI 78,945.61
1700 5,623.45
1720 ADM 4,200.00
2500 2,000.00
4101 CHI 6,693.25
5103 PHI 4,425.96
6130 CHI UN 8,956.00
8300 CHI 4,500.00
8300 PHI 5,695.00
8300 MTL 1,200.00
8120 CHI 15,085.00
7200 PHI 4,500.00
7200 CHI 4,500.00
7200 MTL 3,500.00
7711 CHI 1-91-0826 12,066.95
VR 000002 2030 JENSEN REAL ESTATE HOLDINGS 6Jul92 5Aug92 2,327.28
809566 13Jul92 6Jul92 US 2005 CHI 2,327.28
8220 CHI 2,327.28
VR 000003 1020 OLIN BRASS 13Jul92 20Aug92 177.00
549597 13Jul92 13Jul92 US 2000 CHI 177.00
4411 CHI 177.00
VR 000004 1020 OLIN BRASS 10Jul92 20Aug92 246.00
216264 13Jul92 10Jul92 US 2000 CHI 246.00
6150 CHI 246.00
VR 000005 1060 ABC FREIGHT CO 13Jul92 20Jul92 12,345.00
612623 13Jul92 13Jul92 US 2000 CHI 12,345.00
5921 CHI 6,231.00
5990 CHI 2,000.00
7711 CHI 1-90-3075 1,263.00
5911 CHI 2,851.00
VR 000006 2010 ABC TRAVEL 25Jun92 25Jul92 425.96
201428 13Jul92 25Jun92 US 2005 CHI 425.96
Purchase Journal – Detail
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RUN:13-Jul-99 11:22 eSTELPLAN aprpua000121 PAGE: 2
P U R C H A S E J O U R N A L Acctng Period: 92/01
Ssn Brh: CHI eSTELPLAN CHICAGO
------------------------------------------------------------------------------------------------------------------------------------
*** J O U R N A L S U M M A R Y ***
------------------------------------------------------------------------------------------------------------------------------------
*** G / L S U M M A R Y ***
Account# Brh Cst Ctr Description Debit Credit
VOUCHERS....... 94,466.85 6 ENTRIES 1700 COMPUTERS & PERIPHERALS 5,623.45
DEBIT MEMOS.... 4,563.58- 1 ENTRIES 1720 ADM FURNITURE & FIXTURES 4,200.00
CREDIT MEMOS... 3,001.95 2 ENTRIES 2000 CHI ACCOUNTS PAYABLE - TRADE 4,563.58 94,715.56
2005 CHI ACCOUNTS PAYABLE - OTHER 2,753.24
2500 FEDERAL INCOME TAX PAYABLE 2,000.00
4101 CHI SALES WRHSE - MATERIAL 6,693.25
4411 CHI SALES R & A - PKG 177.00
5103 PHI COGS WRHSE - FREIGHT 4,425.96
5911 CHI INVENTORY TFR - FREIGHT 2,851.00
5921 CHI INVENTORY TFM - FREIGHT 6,231.00
5990 CHI FREIGHT OUT EXPENSE RECOVERY 2,000.00
6130 CHI UN COMMISSIONS 8,956.00
6140 CHI AB SELLING EXPENSE 2,945.60
6150 CHI ADVERTISING & PROMOTION 246.00
7200 MTL ELECTRICITY 12,500.00
7711 CHI 1-90-3075 TRUCK REPAIRS & MAINT 13,329.95 4,563.58
8115 CHI EXECUTIVE SALARIES 56.35
8120 CHI EMPLOYEE BENEFIT & TAXES 15,085.00
8220 CHI RENT 2,327.28
8300 MTL OFFICE SUPPLIES 11,395.00
8350 CHI GENERAL EXPENSE 425.96
TOTALS... 92,905.22 9 ENTRIES TOTALS 104,032.38 104,032.38
Purchase Journal – Totals
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
5. INVOICE APPROVAL
OVERVIEW
The Invoice Approval function is used to view, reconcile and approve incoming vendor EDI invoices for
use as Voucher transactions in eSTEL/AP. This is the electronic equivalent of the receipt of the vendor’s
traditional paper invoice (or related memo).
General Screen Flow
Invoices are composed of a number of different screens, some of which are optional, that are used to enter
the supplier invoice information, enter and reconcile costs associated with received inventory as well as
record the General Ledger Distributions.
Invoice Approval is composed of the following screens.
Scrolling screen
EDI Invoice Header
EDI Invoice Header screen
EDI Invoice Detail
EDI Invoice Detail screen
– Remarks screen
Purchase Cost Reconciliation (IRC) Distributions
Purchase Cost Reconciliation Distribution screen
Branch Information
The transaction flow begins with the definition of a posting branch for a group of vendor EDI Invoices.
Branch PHI
Branch window
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Field Name Default Validation Description
Branch User’s Brh Branch
Reference
This identifies the Branch responsible for
incurring the liability for the Accounts Payable
invoice transaction.
Branch information is required so that it can be
recorded at the time each Voucher transaction is
created.
If the Invoice transaction indicates a PO Branch,
the PO Branch is used for recording on the
Voucher.
If the Invoice transaction does not indicate a PO
Branch, the Screen Branch is used for recording on
the Voucher.
The Product Installation Option, BRH, controls
whether to use the Branch entered in the User’s
default or from the PO Branch on the Invoice
transaction.
You can use <F7> to access and override the Branch
if you have multiple branch access rights.
If the Branch is changed, it subsequently impacts
only Unprocessed Invoice transactions.
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INVOICE APPROVAL SCREEN FLOW
Transaction Access
Transaction access is available by the keys to the Invoice Header information. This enables you to select
the most appropriate access method into the Invoice database.
Action bar options are enabled to provide a choice of access method to the transactions. You may have
the information displayed according to the following combinations.
Invoice Approval Brh PHI
1-Vendor 2-PO No
Invoice Approval – initial screen
Action Bar Action
Vendor Formats the entry area and sequences display by:
Invoice Status
Vendor number
Invoice Date
This is the default option.
PO No Formats the entry area and sequences display by:
Invoice Status
PO Branch
PO number
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The following shows the Vendor entry area.
Inv Sts U Vendor 1020 Inv Date 10/23/04 - 10/30/04
Field Name Default Validation Description
Inv Sts U A, U, V,
Space
This indicates the current processing status of
the Invoice.
Options are:
A Approved. Invoices which have already been
approved cannot be reprocessed, but invoice
information can be accessed for inquiry
purposes.
U Unprocessed. Has been received via EDI but
not yet reviewed.
V Voucher In Process. An eSTEL/AP Voucher
has been created but the Invoice review is
still in process.
Space All
Can be overridden.
To access the Invoice Status selection, you can
use <Esc> from the Vendor No field.
Vendor Vendor
Reference.
Blank =
all
This is the starting cursor position.
You can enter a specific Vendor No or use <F1> to
select all.
Inv Date All Date.
From Date
< = To
Date.
Blank =
all.
Controls the display of transactions according to
a range of Invoice Dates.
The following shows the PO number entry area.
Inv Sts U PO Brh MTL PO No 5568
Field Name Default Validation Description
Inv Sts U A, U, V,
Space
This indicates the current processing status of
the Invoice.
Options are:
A Approved. Invoices which have already been
approved cannot be reprocessed, but invoice
information can be accessed for inquiry
purposes.
U Unprocessed. Has been received via EDI but
not yet reviewed.
V Voucher In Process. An eSTEL/AP Voucher
has been created but the Invoice review is
still in process.
Space All
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Field Name Default Validation Description
Can be overridden.
To access the Invoice Status selection, you can
use <Esc> from the PO Brh field.
PO Brh Ssn Brh Branch
Reference
* = all
Can be overridden if you have multiple branch
access rights. To change the branch, you can use
<Esc> from the PO No field.
PO No The Purchase Order under which the material was
purchased.
This is the starting cursor position.
You can enter a specific PO No or use <F1> to
select all.
Action Bar Options
Once the appropriate access method is chosen, the corresponding Invoice Header information is displayed
as shown on the following screen.
Invoice Approval Brh PHI
Sts Vendor Invoice No Inv Date PO No Invoice Amt
U LTV A352761 14Apr04 PHI 555199 26,450.71
U LTV A352788 15Apr04 PHI 555207 21,595.00
U ARMCO 14962 13Apr04 PHI 555136 18,471.22
Inv Sts U Vendor Inv Date 04/13/04 - 04/15/04
1-Zoom 2-IRC Inq 3-PO Inq 4-Select
Invoice Approval – completed screen
The following action bar options are available.
Action Bar Action
Zoom Provides access to the EDI Invoice Header screen for the selected Invoice.
IRC Inq Accesses the Cost Reconciliation Inquiry. This can be used when supplementary
information is required for a specific invoice transaction.
PO Inq Accesses the Purchase Order Inquiry.
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Action Bar Action
Select Provides a view options window which allows you to make specific selections to limit
the display of invoice transactions for review.
Select
This function is used to limit the display of invoice transactions to only those that match specific
selections.
View Options
Inv No [Y] L462*
View Options window
Field Name Default Validation Description
Invoice No All Controls the display of transactions related to a
specific Invoice number.
You can enter an approximate Invoice number by
using the Template Selection or Wild Card
Selection features (see below).
Template Selection
In the entry area’s alphanumeric fields, ‘Template’ and ‘Wild Card’ selection characters are available to
provide flexibility in finding matches for the requested fields.
Enter an asterisk (*) by itself in an alphabetic field or after a string of characters to initiate this function.
All records that match the string entered will be selected.
Example: An Invoice number entry of L462* would select any Invoice record starting with the characters
L462 regardless of the number of characters after the *.
Wild Card Selection
Enter a slash (/) in any alphabetic character position in a field before or after a string of characters to
indicate a character to be matched. Any records that match the string and that have any character in the
position indicated by the ‘/’ will be selected.
Example: An Invoice number entry of L4624///2 would select any 9 character Invoice record starting
with L4624 and ending with 2.
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EDI INVOICE HEADER SCREEN
Overview
The EDI Invoice Header screen provides a detailed view of one Invoice. Invoice information received
from the vendor via an EDI transaction is reviewed, and IRC distributions made, prior to approval.
The EDI Invoice Header screen is accessed from the following functions:
eSTEL/AP Voucher Entry
Invoice Approval (Zoom function)
EDI Invoice Brh PHI
Ven LTV PO No PHI-555199 Inv No A352761
Sts U PO Date 11Mar04 Inv Date 14Apr04
Trs Typ PR Inv Amt 26,450.71
Discntable 26,100.00
Transp Mth M SCAC Cd OHTC Ship Date 14Apr95 Ship Pmt PC
Routing OHIO TRANSPORT
Ship Id 652955
FOB MI-CLEVELAND OH
Trm Typ 01 Trm Basis 3 Trm Desc 3/4% 10 DAYS, NET 30 DAYS
Days Due 30 Due Date 14May04
Disc Days 10 Disc Date 24Apr04
Disc Rate .75 Disc Amt 195.75
Vch Ref Proof 26,450.71-
IRC Mat 25,101.35 Prs .00 Vch 26,450.71 Apl .00
Frt 309.94 Oth .00 Itms 3 Dif 26,450.71
0-Approve 1-Inv Dtl 2-IRC Inq 3-PO Inq 4-IRC Dist 5-Chg Vch
EDI Invoice Header screen
Field Name Description
Trs Typ Identifies the type of transaction. This uses the X12 standard coding. The Data
Element number is 640.
Example: CR Credit Memo
DR Debit Memo
PR Product (or Service)
Discntable The amount subject to terms discount, if different from the Invoice Amount.
Transp Mth Identifies the method or type of transportation for the shipment. This uses the X12
standard coding. The Data Element number is 91.
Example: B Barge
H Customer Pickup
M Motor (Common Carrier)
R Rail
VE Vessel
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Field Name Description
SCAC Cd Standard Carrier Alpha Code. This uses the transportation industry standard coding.
Ship Pmt Identifies the payment terms for transportation charges. This uses the X12 standard
coding. The Data Element number is 146.
Example: CC Collect
PC Prepaid but Charged to Customer
PP Prepaid (by Seller)
Routing Free-form description of the routing or requested routing for shipment, or the
originating carrier’s identity.
Ship Id The supplier’s reference for the shipment (e.g., BL number)
FOB Identifies the type of location. This uses the X12 standard coding. The Data Element
number is 309.
Example: DE Destination (Shipping)
MI Mill
This is followed by a free-form description clarifying the transportation instructions
relating to shipment.
Trm Typ Identifies the type of payment terms. This uses the X12 standard coding. The Data
Element number is 336.
Example: 01 Basic
02 End of Month (EOM)
09 Proximo
10 Instant
Trm Basis Identifies the beginning of the terms period. This uses the X12 standard coding. The
Data Element number is 333.
Example: 09 Purchase Order Date
1 Ship Date
3 Invoice Date
5 Invoice Receipt Date
Vch Ref The Voucher Branch, Reference Prefix and Number are used to cross-reference an EDI
Invoice to an eSTEL/AP Voucher. See the Voucher Entry chapter for details.
The Voucher Reference information is assigned when the eSTEL/AP Voucher Header is
saved, which occurs as you are applying IRC Distributions or Approving the Invoice
(see action bar options for details).
If the eSTEL/EDI Invoice transaction indicates an Invoice Status that is not Approved,
the Voucher transaction cannot be accessed through Voucher Entry until the Invoice
Status is Approved.
Proof The Proof for an Accounts Payable Voucher is defined as follows:
Proof = (GL Debits) - (GL Credits)
A non-zero Proof indicates that the transaction is incomplete.
If you use the <F4> option to exit the EDI Invoice Header and return to the EDI
Invoice Scrolling screen in any of the following cases, the Voucher Hold field (see
the eSTEL/AP Voucher Entry chapter for details) is set to Y-Yes, and a warning message
is provided:
Proof is not zero
the transaction has no associated GL Distributions
If Invoice Approval is accessed as an inquiry (e.g., via Voucher Entry) function there
is no such restriction.
If the eSTEL/AP Voucher Header has not yet been saved there is no such restriction
(see action bar options for details).
If the Invoice has already been Approved there is no such restriction.
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Cost Reconciliation Control Totals
Cost Reconciliation (IRC) Control Totals are calculated automatically for each invoice and displayed for
reference on the EDI Invoice Header screen. The following shows the IRC Control Totals area group of
fields. This area is available for information display until the corresponding Voucher has been updated.
IRC Mat 25,101.35 Prs .00 Vch 26,450.71 Apl .00
Frt 309.94 Oth .00 Itms 3 Dif 26,450.71
The Mat, Prs, Frt, Oth and Itms fields are displayed for reference based on a pre-scan of Cost
Reconciliation transactions that match the following EDI Invoice information:
Vendor
PO Branch
PO number
This lets you know, prior to proceeding to the Inventory Cost Reconciliation (IRC) Distribution screen,
whether there are potentially any matching Cost Reconciliation transactions.
The Apl and Dif fields are displayed for reference based on the cumulative Cost Reconciliation
transactions you have actually applied thus far against the Invoice and which are still In Process.
Field Name Description
IRC Mat Indicates the control total for the remaining IRC Material Amounts displayed that
match your most recent selection options. This is initially based on a match of the
Vendor and PO information.
Selection Options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Prs Indicates the control total for the remaining IRC Processing Amounts displayed that
match your most recent selection options. This is initially based on a match of the
Vendor and PO information.
Selection Options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Frt Indicates the control total for the remaining IRC Freight Amounts displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
IRC Oth Indicates the control total for the remaining IRC Other Amounts displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
Itms Indicates the number of all remaining IRC transaction records displayed that match
your most recent selection options. This is initially based on a match of the Vendor
and PO information.
Selection options can be overridden in the Purchase Cost Reconciliation function. For
details see the Purchase Cost Accounting manual.
Vch Amount owed on the Voucher.
Apl Indicates the control total for all Cost Types actually applied thus far. This also
includes Advance IRCs and Write-Offs if applicable.
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Field Name Description
Dif Voucher Amount minus the Total Applied.
The following action bar options are available:
Action Bar Action
Approve Saves the Voucher Header (if not previously saved) and approves the Invoice. At this
point, the Invoice Status becomes ‘A’.
This option is dimmed and not accessible in any of the following cases:
the Invoice Inquiry function is accessed from eSTEL/AP Voucher Entry.
the Invoice has already been Approved.
Typically, the approval of the Invoice causes the Voucher Hold Code to be set to ‘N’.
See the ‘Voucher Processing’ chapter for details.
However, if you Approve the Invoice in any of the following cases, the Voucher Hold
field is set to Y-Yes, and a warning message is provided:
the transaction is not balanced (see Proof).
the transaction has no associated GL Distributions.
Inv Dtl Provides inquiry access to the Invoice Detail screen for the selected Invoice. This
can be used when supplementary information is required for a specific Invoice
transaction.
This is the default option.
IRC Inq Accesses the Cost Reconciliation Inquiry. This can be used when supplementary
information is required for a specific invoice transaction.
PO Inq Accesses the Purchase Order Inquiry.
IRC Dist Saves the Voucher Header and proceeds to the Inventory Cost Reconciliation (IRC)
screen. At this point, the Invoice Status becomes ‘V’ and the Voucher Hold Code is
set to ‘Y’.
Also, a GL Distribution is automatically created (if not previously created) for
Accounts Payable Control. See the ‘Voucher Processing’ chapter for details.
This option is dimmed and not accessible in any of the following cases:
PO Reconciliation option is set to ‘N’ (see Accounts Payable Company info).
the Invoice Inquiry function is accessed from eSTEL/AP Voucher Entry.
the Invoice has already been Approved.
Chg Vch Provides change access to the Voucher transaction corresponding to the Invoice via the
Voucher Entry function. See the ‘Voucher Processing’ chapter for details.
This feature is available when all the following conditions exist:
the Invoice is Approved
PIO is set to VCH=Y
Otherwise, this action bar option is dimmed and not accessible.
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EDI INVOICE DETAIL SCREEN
The following screen is displayed once you access the Invoice Detail option.
The first page of Invoice Detail information for the transaction is displayed automatically, starting with
either Item zero (for any additional Header information) or the first Item.
The different sections of the EDI Invoice Detail screen are identified for reference. See the key below for
the contents of each section.
EDI Invoice Item 1
Ven LTV PO No PHI-555199 Inv No A352761
Sts U PO Date 11Mar04 Inv Date 14Apr04
Inv Item
----------------------------------A---------------------------------------------
----------------------------------A---------------------------------------------
----------------------------------A---------------------------------------------
----------------------------------A---------------------------------------------
Product Char
----------------------------------B---------------------------------------------
----------------------------------B---------------------------------------------
----------------------------------B---------------------------------------------
Phys Dimensions
----------------------------------C---------------------------------------------
----------------------------------C---------------------------------------------
Add Charges
----------------------------------D---------------------------------------------
----------------------------------D---------------------------------------------
Name
----------------------------------E---------------------------------------------
----------------------------------E---------------------------------------------
----------------------------------E---------------------------------------------
----------------------------------E---------------------------------------------
1-Rmks 2-IRC Inq 3-PO Inq
EDI Invoice Detail screen
Field Name Default Validation Description
Item Zero
(header)
or first
item
Zero or
Invoice
Item file
This identifies the Invoice Item number.
Item zero is additionally provided to display
variable Invoice Header information.
Sequence of Screen Display Sections
The following is the relative order of display for the EDI Invoice Detail screen.
A Invoice Item
B Product Characteristics
C Physical Dimensions
D Additional Charges
E Names and Addresses
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The number of lines displayed within each screen section can vary for each Invoice, depending on the
type of information on file. A sample of each screen section is shown below.
Invoice Item Formatting
The following shows the Invoice Item group of fields.
Inv Item
PO Itm 1 Invoice Qty 10,258.0000 LB Unit Price 0.7812 HP
Ven Part G2378791 Part D1077
Mill Ord 64021046 Mill Itm 1 Ship Sts PR
Lot No 1420487 Ship Qty 1.0000 CX
Field Name Description
PO Itm The Purchase Order Item number for the material.
Invoice Qty Number of units invoiced (supplier units).
The Invoice UM Code is displayed to the right. This uses the X12 standard coding.
The Data Element number is 355.
Unit Price Price per unit of product.
The Unit Price Basis is displayed to the right. This uses the X12 standard coding.
The Data Element number is 639.
Ven Part Vendor’s Part number identification.
Part eSTELPLAN Part number identification.
Mill Ord The Mill’s Order number for the material.
Mill Itm The Mill’s Order Item number for the material.
Ship Sts Indicates the order/shipment status of an item. This uses the X12 standard coding.
The Data Element number is 368.
Example: CC Shipment Complete
PR Partial Shipment
Lot No Mill’s Lot or Test number.
Ship Qty Number of units shipped.
The Shipment UM Code is displayed to the right. This uses the X12 standard coding.
The Data Element number is 355.
Product Characteristics Formatting
See the Product Formatting Rules in the Appendix for formatting details and conditions for display.
Physical Dimensions Formatting
See the Product Formatting Rules in the Appendix for formatting details and conditions for display.
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Additional Charges Formatting
The following shows the Additional Charges group of fields.
Add Charges
Chg Ind C Chg Mth 06 Spc Chg 400 Spc Svc
Chg Qty Chg Rt 1.4400 CW Total 147.72
AS 10258 PLUS FRT CSP COSHOCTON
Field Name Description
Chg Ind Indicates an allowance or charge for the service specified. This uses the X12
standard coding. The Data Element number is 248.
Example: A Allowance
C Charge
Chg Mth Indicates a method of handling for an allowance or charge. This uses the X12 standard
coding. The Data Element number is 331.
Example 02 Off Invoice
06 Charge to be Paid by Customer
Spc Chg Code identifying a special charge. This uses the X12 standard coding. The Data
Element number is 150.
Example: AAM Additional Material
MAA Metals Surcharge
PPN Pallet Charge
SAD Scrap Allowance
400 Freight
445 Insurance Fee
999 Other (See related description)
Spc Svc Code identifying a special service. This uses the X12 standard coding. The Data
Element number is 560.
Example: P0012 Painting (Primer or Finish)
PC Packaging Service
S0056 Strapping
Chg Qty Quantity basis when allowance or charge quantity is different from the PO or invoice
quantity.
Chg Rt Allowance or Charge Rate per Unit.
The Charge UM Code is displayed to the right. This uses the X12 standard coding. The
Data Element number is 355.
Total Total dollar amount for the allowance or charge.
Desc Free-form description clarifying the charge-related information.
This line is not displayed if there is no description.
Name and Address Formatting
See the Name and Address Formatting Rules in the Appendix for formatting details and conditions for
display.
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EDI Invoice Detail Action Bar Options
Action Bar Action
Rmks Allows you to view Invoice Header or Invoice Item Remarks.
This is the default option.
IRC Inq Accesses the Cost Reconciliation Inquiry. This can be used when supplementary
information is required for a specific invoice transaction.
PO Inq Accesses the Purchase Order Inquiry.
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REMARKS SCREEN
EDI Invoice Item 1
Ven LTV PO No PHI-555199 Inv No A352761
Sts U PO Date 11Mar04 Inv Date 14Apr04
Remarks
HEAD OFFICE CLOSED THROUGH JULY 3-4.
WHEN REORDERING THIS ITEM USE 47004-8.
1-Inv Dtl
Remarks screen
Remarks Formatting
See the Remarks Formatting Rules in the Appendix for formatting details and conditions for display.
Remarks Action Bar Options
Action Bar Action
Inv Dtl Returns to the Invoice Detail screen.
This is the default option.
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INVENTORY COST RECONCILIATION SCREEN
ARMCO (FF) Purchase Cost Reconciliation Ref No PHI-VR- 1427
IRC Mat 75,000.00 Prs 1,472.35 Vch 77,000.00 Dif 898.67
Frt 261.87 Oth 15.95 Apl 76,101.33
Ln Brh IRC No Ref No-Itm Vendor Brh PO No-Itm Amount In Prs Bal
Quantity U/M Cost UM Bs Ty Ds Rcvr No Ext Ref No
1 PHI 329 IV 1160-003 1006 CHI555275-004 2,000.00 1,250.00
10,000 LBS 20.0000 /CWT T M Y 2715-017 S-01572595
2 PHI 336 IV 1132-001 1006 MTL555202-003 2,827.50 2,827.50
14,500 LBS 19.5000 /CWT A M 2720-009 S-01572607
3 PHI 341 RC 2718-002 1010 PHI555199-001 24.53 24.53
120.00 SFT 20.4408 /CSF A M 2718-002 4618
4 PHI 342 RC 2718-002 1010 PHI555199-002 53.28 53.28
120.00 SFT 1.1100 /LBS A F Y 2718-002 4618
5 PHI 344 RC 2718-002 1010 PHI555199-004 0.27 0.27
120.00 SFT 1.2500 /CKG T P 2718-002 4618
6 PHI 375 DR 405-001 1010 PHI555262-001 3,500.00- 3,500.00-
PENDING ARRIVAL BY RAILWAY M 857322
1-Apl All 2-Grp 3-Itm 4-Adv IRC 5-W/O 6-Applied 7-Dispute 8-Select 9-IRC Inq
Sample Purchase Cost Reconciliation screen
Note that availability of the Adv IRC action bar option is controlled by the Product Installation Option,
DAI=X.
See the Purchase Cost Accounting manual for details on the Purchase Cost Reconciliation function.
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GENERAL LEDGER DISTRIBUTION
Standard General Ledger Distribution
All GL Distribution logic is handled by the following function:
Build GL Distribution
All eSTELPLAN functions updating GL information share this common function. There are no local GL
handling functions within the Invoice Approval function and the common subroutines are accessed
instead.
See the following documentation for further details:
eSTEL/GL General Ledger Interface chapter
eSTEL/AP Voucher Processing chapter
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
6. AP OPEN ITEM ADJUSTMENTS
OVERVIEW
This function is used to enter adjustments to existing Open AP Transactions, for selective non-financial
information. The adjustments can be made after the Voucher Update has occurred.
The following functions are available:
Modify terms of payment for an Open Item
Hold or release an Open Item
Modify Description and Check Item Remarks for an Open Item
A/P Open Item Adjustments Brh PHI
Ven 1010 ACME FABRICATION INC Brh PHI
A/R Cont FRED STEPHENS Tel No 215 639 3265
Cry US Fax NO 215 639 9760
Date Brh Ref No Due Dt Disc Dt Hld Disc Amt Amount Balance
30Jul02 PHI VR-000003 30Jul02 P 992,007.54 907,466.29
22Jul03 PHI VR-000005 22Aug03 2Aug03 N 5.26 709.78 709.78
28Jul03 PHI VR-000007 28Jul03 N 13,576.73 13,576.73
28Jul03 PHI VR-000008 28Jul03 C 6,164.98 6,164.98
29Jul03 PHI VR-000009 29Jul03 N 315,242.39 315,242.39
20Dec03 PHI VR-000020 20Dec03 N 82.94 82.94
1Feb04 PHI VR-000033 3Mar04 15Feb04 N 52.17 4,548.94 4,548.94
10Feb04 PHI VR-000011 10Feb04 N 970.43 970.43
10Feb04 PHI VR-000021 10Feb04 N 153.32 153.32
10Feb04 PHI VR-000022 10Feb04 P 630.75 630.75
14Feb04 PHI VR-000013 14Feb04 N 172.26 172.26
14Feb04 PHI VR-000024 14Feb04 N 41,356.12 41,356.12
25Feb04 PHI VR-000019 25Feb04 N 474.90 474.90
5Mar04 PHI DM-000015 5Mar04 N 1,393.80- 1,393.80-
5Mar04 PHI VR-000015 5Mar04 N 1,393.80 1,393.80
1-Mod Term 2-Itm Hold 3-Desc/Rmk 4-Sel
AP Open Item Adjustments screen
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Field Name Default Validation Description
Vendor Vendor
Reference
This is the starting cursor position.
Enter a valid Vendor.
Branch User
Branch
Branch
Reference
This identifies the Selection Branch for viewing
Open Items.
You can use <F7> to access and override the
Selection Branch if you have multiple branch
access rights. To view Open Items for all
branches, use ‘*’.
Identify the item to be modified by highlighting the appropriate line. An asterisk is displayed to indicate
the line selected.
Action Bar Options
Action Bar Action
Mod Term Proceeds to the Modify Terms window for the transaction selected.
Itm Hold Proceeds to the Item Hold window for the transaction selected.
Desc/Rmk Provides access to the Description and Check Item Remarks for the transaction
selected.
Sel Provides a view options window which allows you to make specific selections to limit
the display of Open Items for review.
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MODIFY TERMS OF PAYMENT
This option allows you to modify the Terms of Payment for a transaction. The Terms of Payment dates
and the eligible discount currently on file are displayed. Before updating the transaction, a confirmation
is provided.
Modify Terms
Terms 05
Days Due 30 Due Dt 08/30/04
Disc Days 10 Disc Dt 08/10/04
Disc Rate .50 Disc Amt 287.51
0-Update
Modify Terms window
Field Name Default Validation Description
Terms Vendor Terms Terms of
Payment
These are the Terms of Payment granted by the
Vendor. Can be overridden. To change the Terms
code, you can use <Esc> from the Days Due field.
If, from time to time, a Vendor grants you Terms
of Payment different from the standard ones and
they are not defined in the Reference table, you
can leave the default Terms of Payment in the
Terms field, and make the appropriate changes in
the Extended Terms fields.
Extended Terms fields (see below) are calculated
and are interdependent.
Example: If you modify the Days Due field, the
system changes the Due Date
accordingly, and vice-versa.
If the Terms code is modified, the
other fields are automatically
recalculated. Note that the
recalculation for transaction types CM,
DM, CR and DR defaults to Net 0 terms.
Days Due Due Dt minus
Invoice Dt
The number of days in which the invoice is due for
payment.
This is the starting cursor position.
Can be overridden (see restrictions).
Disc Days Disc Dt
minus
Invoice Dt
Must be 0
for DM, DR
or CR.
The number of days granted by the Vendor to pay
the invoice and benefit from the discount.
Can be overridden (see restrictions).
Disc Rate For Ref
Prefix VR,
defaults
based on
Vendor’s
Terms of
Payment.
See Terms of
Payment
calculations
for details.
Must be 0
for DM, DR
or CR.
The percentage of Discount offered by the Vendor,
according to the Terms of Payment. Can be
overridden (see restrictions).
Discount Rate determines the Discount Amount
calculated by the system and displayed in the Disc
Amt field.
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Field Name Default Validation Description
Due Dt For Ref
Prefix DM
CM, DR or
CR, defaults
from Invoice
Dt, and
default
Extended
Terms are
suppressed
See Terms of
Payment
calculations
for details.
The date on which the Invoice becomes due. Can be
overridden (see restrictions).
Disc Dt Must be 0
for DM, DR
or CR.
Disc Dt <
= Due Dt.
If not 0,
Disc Dt >
= Inv Dt.
The last day on which the Invoice can be paid to
obtain the Discount.
If there are no Discount Days, the Discount Date
is not applicable.
Disc Amt Gross Amt x
Disc Rate
Disc Amt <
Gross Amt.
Must be 0
for DM, DR
or CR.
Discount Amount is applicable only to VR and CM
transactions.
Restrictions
If an item already has transactions updated against it, the terms can no longer be modified.
If an item is being applied at the same time in either the Cash Disbursements Entry or Automatic Payment
Scheduling function and has not yet been updated, it cannot be adjusted until the Cash Disbursements
Entry transaction is deleted.
The extent of changes permitted is based on your transaction type.
Ref Pfx Chg Permitted Days Due Disc Days Disc Rate Due Dt Disc Dt Disc Amt
VR Y Y Y Y Y Y Y
CM Y Y Y Y Y Y Y
DM Y Y N/A N/A Y N/A N/A
CR Y Y N/A N/A Y N/A N/A
DR Y Y N/A N/A Y N/A N/A
Note that the aging of the item and the Cash Disbursements Posting for eligible discounts may be affected
subsequent to modification of the terms.
6. AP Open Item Adjustments Page 109
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
ITEM HOLD
This function provides an optional facility to record an Open Item Hold against a specific AP Open Item
transaction in your eSTEL/AP system. The option also provides for release of previously held
transactions.
The Item Hold feature is used to prevent or delay the payment of an Open Item in case there is a problem
with the Invoice issued by the Vendor.
The Item Hold code currently on file is displayed. Before updating the transaction, a confirmation is
provided.
Item Hold
Item Hold N
0-Update
Item Hold window
Field Name Default Validation Description
Item Hold Info
currently
on file
C, N, P Options are:
P Permanent Hold
C Cycle Hold
N Not on Hold
Restrictions
If an item already has transactions updated against it, the Item Hold can no longer be modified.
If an item is being applied at the same time in either the Cash Disbursements Entry or Automatic Payment
Scheduling function and has not yet been updated, it cannot be adjusted until the Cash Disbursements
Entry transaction is deleted.
6. AP Open Item Adjustments Page 110
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
MODIFY DESCRIPTION/REMARKS
This function allows you to modify the Description and Check Item Remarks for a transaction. The
Description and Check Item Remarks currently on file are displayed. Before updating the transaction, a
confirmation is provided.
Modify Desc
Desc X------------------X
Check Item X------------------------------------------------X
0-Update
Modify Description window
Field Name Default Validation Description
Desc Info
currently
on file
The descriptive remarks for the transaction.
Check Item Info
currently
on file
eSTEL/AP has an optional facility to record
Remarks that print on the check stub. These
remarks relate specifically to the Open Item being
disbursed.
Check Item Remarks are used for transactions such
as child support payments or income tax payments
that may require a specific description in
addition to the Invoice number and Description
fields.
Restrictions
If an item is being applied at the same time in either the Cash Disbursements Entry or Automatic Payment
Scheduling function and has not yet been updated, it cannot be adjusted until the Cash Disbursements
Update is completed.
6. AP Open Item Adjustments Page 111
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
SELECT
This function is used to limit the display of Open Items to only those that match specific selections.
View Options
Ref Date [N]
Ref Prefix [N]
Ref No [N]
Item Hold [A]
Invoice No [N]
View Options window
Field Name Default Validation Description
Ref Date N (All) From Date
< = To
Date
Controls the display of transactions according to
a range of Reference Dates.
Ref Prefix N (All) VR, DM,
CM, DR, CR
Controls the display of transactions related to a
specific Transaction Reference Prefix.
Options are:
VR Voucher
DM Debit Memo
CM Credit Memo
DR Unapplied Debit
CR Unapplied Credit
Ref No N (All) Controls the display of transactions related to a
specific Transaction Reference number.
Item Hold A P, C, N, A Controls the display of transactions related to a
specific Item Hold code.
Options are:
P Permanent Hold
C Cycle Hold
N Not on Hold
A All
Invoice No All Controls the display of transactions related to a
specific Invoice number.
You can enter an approximate Invoice number by
using the Template Selection or Wild Card
Selection features (see below).
Template Selection
In the entry area’s alphanumeric fields ‘Template’ and ‘Wild Card’ selection characters are available to
provide flexibility in finding matches for the requested fields.
Enter an asterisk ‘*’ by itself in an alphabetic field or after a string of characters to initiate this function.
All records that match the string entered will be selected.
Example: An Invoice number entry of L462* would select any Open Item record starting with the
characters L462 regardless of the number of characters after the *.
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Wild Card Selection
Enter a slash ‘/’ in any alphabetic character position in a field before or after a string of characters to
indicate a character to be matched. Any records that match the string and that have any character in the
position indicated by the ‘/’ will be selected.
Example: An Invoice number entry of L4624///2 would select any 9-character Open Item record starting
with L4624 and ending with 2.
6. AP Open Item Adjustments Page 113
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SESSION LOG
The AP Open Item Adjustments function provides a detailed Session Log, indicating the following
information:
Vendor
Reference Branch
Reference number
Identification of field modified
Field contents before modification
Field contents after modification
The Session Log is generated automatically after each Adjustment session.
It must be filed on a daily basis for audit control.
6. AP Open Item Adjustments Page 114
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 06Feb05 11:49 eSTELPLAN METAL COMPANY scrslg001554 PAGE: 1
A/P Open Item Adjustments Log
Ssn ID Brh Reference Message
Vendor Brh Ref Cd-No Before After
001010 PHI VR-000148 Disc Dt 21Jan05 25Jan05
Vendor Brh Ref Cd-No Before After
001010 PHI VR-000148 Disc Amt 5.55 11.10
Vendor Brh Ref Cd-No Before After
001010 PHI VR-000148 Disc Dt 25Jan05 10Feb05
Vendor Brh Ref Cd-No Before After
001010 PHI VR-000148 Disc Amt 11.10 5.55
Vendor Brh Ref Cd-No Before After
001010 PHI VR-000148 Desc
====================================================================================================================================
RUN: 09Feb05 10:23 eSTELPLAN METAL COMPANY scrslg001567
A/P Open Item Adjustments Log
Ssn ID Brh Reference Message
Vendor Brh Ref Cd-No Before After
1010 PHI DM- 6 Due Date 1Feb05 11Feb05
Vendor Brh Ref Cd-No Before After
1010 PHI VR- 75 Due Date 4Feb05 5Mar05
Vendor Brh Ref Cd-No Before After
1010 PHI VR- 75 Disc Dt 15Jan05 19Feb05
Vendor Brh Ref Cd-No Before After
1010 PHI VR- 75 Disc Amt 50.00 250.00
*** End of Report ***
Session Log
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
7. CASH DISBURSEMENTS
OVERVIEW
The Cash Disbursement function provides a tight control over disbursements of Accounts Payable Open
Items. For that reason, certain steps must be carefully followed before the checks are actually issued.
There are four types of Cash Disbursements: Regular, Manual, Adjustments and Vendor Remittance
Advices.
Regular Cash Disbursements are covered at length in this chapter, with examples for a variety of specific
situations.
Manual Disbursements refer to checks that were issued outside of the computer system. The transaction
must nonetheless be entered in the system, so that all checks can be accounted for, and all open items are
applied.
Adjustments are internal transactions that allow you to apply a Voucher/Credit Memo against a Debit
Memo.
Vendor Remittance Advices refer to forms automatically emailed to the Vendors that are paid with Bank
Transfers instead of Checks. The forms are created when the Cash Disbursement is updated and detail the
transactions electronically paid. This Cash Disbursement type is an alternative to the Regular Cash
Disbursement that generates Checks.
For any of these types, the workflow is the same:
Entry
Editing
Update
Printing of checks or automatic emailing of Remittance Advices
Prerequisites for using Vendor Remittance Advices
Prior to entering Cash Disbursements, you must create a record in the Customer/Vendor Document
Distribution and in the Fax Recipients tables for each of the vendors requiring Vendor Remittance
Advices.
Refer to the ‘Reference Information’ chapter of the eSTELfax manual for details on these reference
tables.
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ENTER CASH DISBURSEMENTS
Cash Disbursement Entry is used to apply cash against Accounts Payable Open Items. Cash
Disbursements can be added, modified, or deleted until a Cash Update is performed.
Cash Disbursement
Branch PHI
Session Id.
Sequence No.
Bank Code
Vendor No.
Transaction Type
Accounting Period
Journal Date / /
Check Date / /
Exchange Rate
1-Chk Reversal 2-VRA Reversal
Cash Disbursement screen
Action Bar Action
Chk Reversal Display the Disbursement Reversal window to reverse a Check payment (see below).
VRA Reversal Display the VRA Disbursement Reversal window to reverse a VRA payment (see below).
Disbursement Reversal
Disbursement Reversal is used when a check or VRA has actually been accounted for and the transaction
must now be reversed. In accounting, as you cannot simply delete a posting, this function annuls it by
making an identical entry in reverse.
Example: You pay VR00938 for $1000.00 and issue Check number 5891 from Bank 1.
You made this check in error and you want to reverse the entire disbursement.
Disbursement Reversal does the following automatically:
The status for Check number 5891 becomes S (instead of O)
The Open Item (VR00398) is recreated
The Bank is debited $1000.00
The Accounts Payable Control Account is credited $1000.00
7. Cash Disbursements Page 117
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The process is the same when you made a VRA in error and you want to reverse the entire disbursement.
To reverse a check, press <F8> and select the Chk Reversal action bar option. This displays the
Disbursement Reversal window:
Disbursement Reversal
1. Bank Code
2. Check No.
Check Disbursement Reversal window
Enter the Bank and the Check number of the Disbursement that must be reversed. If you answer Y-Yes to
the prompt “Do you really want to reverse this Check?” a message confirms the reversal: “Check or
VRA has been reversed”.
To reverse a VRA, press <F8> and select the VRA Reversal action bar option. This displays the VRA
Disbursement Reversal window:
VRA Disbursement Reversal
1. Bank Code
2. VRA No.
VRA Disbursement Reversal window
Enter the Bank and the VRA number of the Disbursement that must be reversed. If you answer Y-Yes to
the prompt “Do you really want to reverse this VRA?” a message confirms the reversal: “Check or VRA
has been reversed”.
The AP End of Month retains the AP Open Items that have been paid based on the MTH=999 Product
Installation Option. A Disbursement Reversal, therefore, can only be applied to checks/VRAs that have
their corresponding Vouchers (AP Open Items) still in the system. For other cases, refer to the ‘Stop
Payment’ section of the ‘Outstanding Check/VRA Reconciliation’ chapter.
7. Cash Disbursements Page 118
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id.
Sequence No.
Bank Code
Vendor No.
Transaction Type
Accounting Period
Journal Date / /
Check Date / /
Exchange Rate
1-Chk Reversal 2-VRA Reversal
Cash Disbursement screen
Field Name Default Validation Description
Branch User
Branch
Branch
table
Can be overridden. After the first transaction,
the Branch defaults from the previous entry.
Session ID Automatic
assignment
After the first transaction, the Session defaults
from the previous entry.
Sequence No. Automatic
assignment
To add an Item to the Cash Disbursements, press
<Enter>.
To modify an existing Item, enter its Sequence
number (from the Cash Disbursement Edit List) and
press <Enter>.
Bank Code Bank Enter the Bank through which the disbursements
will occur.
The bank cannot be modified once the Cash
Disbursement transaction is recorded.
Vendor No. Vendor
Reference
Enter the Vendor number. The system displays the
Vendor Name.
The Vendor number cannot be modified on an
existing Cash Disbursement.
Transaction Type Vendor
Info
(Type M, R
or V)
A, M, R, V Options are:
A Adjustment (internal transaction)
M Manual check (see section on Manual Checks)
R Regular check printed by the computer
V Vendor Remittance Advice emailed to the Vendor
NOTE: If you enter M-Manual, a line is auto-
matically added under the Check Date for
Check number entry.
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Field Name Default Validation Description
Accounting Period Current
period, or
the
Accounting
Period
entered
for the
previous
record.
Valid
range is
from the
current
Period to
the 12th
Period of
the next
Fiscal
Year.
The
Accounting
Period
must be
defined in
the Fiscal
Calendar.
Enter an Accounting Period.
NOTE: You cannot modify the Accounting Period on
an existing Cash Disbursement.
Journal Date System
Date, or
the date
entered
for the
previous
record.
Valid Date Enter the Journal Date for the posting of this
Disbursement.
Check Date System
Date, or
the date
entered
for the
previous
record.
Valid Date Enter the Check Date.
This field is not displayed for Transaction Type
‘A’ (Adjustment).
Exchange Rate Current
Exchange
Rate for
the Bank
Code’s
currency.
Can be changed if the bank is a foreign currency
(Base is always 1.00000000).
The rate cannot be modified on an existing Cash
Disbursement.
(Refer to the FEX=X Product Installation Option
set on program <appdsb> in the Product
Installation Options Guide for details).
Check Number This field is displayed only for Transaction Types
‘M’ (Manual check) and ‘A’ (Adjustment). Enter
the Check number of the Manual check, or a
Reference number for the Adjustment.
7. Cash Disbursements Page 120
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 65
Sequence No. 52
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO
Transaction Type R
Accounting Period 0011
Journal Date 11/28/04
Check Date 11/28/04
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement screen
Action Bar Action
ChgHdr Allows a change to the Vendor No, Trans. Type, Journal Date, Check Date, Exchg Rate.
Items Display the cash application screen with all the Open items.
Delete Deletes the selected item from the cash disbursement.
Change Header
1. Vendor No
2. Trans. Type
3. JournalDate
4. Check Date
5. Exchg Rate
Chg Hdr window
Once the information is completely entered, the cursor is positioned on the Items action bar option to
proceed to the Cash Application screen.
The Cash Application screen displays all the Open Items for the selected Vendor.
If an amount has already been scheduled for payment (through Automatic Payment Scheduling or through
a previous Cash Disbursement), it is displayed in the Applied column.
7. Cash Disbursements Page 121
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Open Item Application
Cash Disbursement Items
Seq No 52 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 65
Check Amt .00 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 31Jan04 PHI P VR000003 23154 326.45 326.45
2 13Feb04 PHI N VR000004 314584 578.21 578.21
3 21Feb04 PHI N VR000005 35456 652.21 652.21
4 1Mar04 PHI N VR000006 35464 231.54 231.54
5 10Mar04 PHI C VR000007 45243 1500.00 1500.00
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Disbursements – Cash Application screen
Action Bar Action
GrpAppl Enter a range of Line numbers to apply cash to a series of Open Items at one time.
Unapplied Create an Unapplied Debit or an Unapplied Credit against the Vendor Account.
Vchr Add Vouchers during Cash Disbursement Entry.
G/L Dist Proceed to the General Ledger Distribution screen to make additions or changes to the
distribution.
Rmk Enter Remarks that will be printed on the Cash Disbursement Edit List and on the check
stub.
GenChkAmt GL Distributions done manually using the <F10> feature do not create or change the
check amount.
Once you have completed your manual GL Distribution, use <Shift F6> to generate the
check amount.
Cancel Cancel all Disbursements for that record and return to the Cash Disbursement screen.
TaxDst Sales Tax distribution window.
To apply a single item, highlight the line and press <Enter>, this brings the item down to the work area.
You can adjust the discount amount and the applied amount if needed. To complete the transaction, press
<Enter> to apply the voucher to the check.
7. Cash Disbursements Page 122
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Distribution
Ex Rate: 1.00000000 Amount Before Tax:
Typ Rgn Tax Aplc Taxable Non-Taxable Tax Amt Base Amt
1 CAGST A
2 NT2 A
Total Amount:
Tax Distribution Window
The above commands are discussed in the Specific Posting Situations section.
The Sequence number, Bank Name, Vendor number and Name, Transaction Type, Journal Date, Check
Date and Session number are displayed at the top of the screen for reference.
In the middle section of the screen, all the Accounts Payable Open Items that have a balance (either
positive or negative) are displayed.
Name Description
Line Number The Line number is used to identify the transaction to which the Check Amount will be
applied.
Hold This column refers to the Item Hold code.
Options are:
P Item on Permanent Hold
C Item on Cycle Hold
N Item not on Hold
NOTE: No amount can be applied to an Item on either Permanent or Cycle Hold.
Previous Balance The Previous Balance displays the balance of the transaction, i.e., the original
amount of the transaction less any partial payments or other adjustments already
applied to it.
Applied Amount The Applied column displays the total of any amounts applied to the Open Item but not
yet updated. This includes the total of any amounts or adjustments entered in other
sessions.
New Balance The New Balance displays the Balance of the Open Transaction after the Cash
Disbursements and Adjustments are applied.
The bottom of the screen is the work section, where the Open Transaction selected for payment is
displayed. There, you enter the amount to be applied for the Cash Disbursement or Adjustment
Transaction.
To apply an amount against an Open Transaction, enter the Transaction Line number and it is displayed at
the bottom of the screen, where you can adjust the amount.
7. Cash Disbursements Page 123
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Specific Posting Situations
The following pages discuss specific entry situations encountered in posting Cash Disbursements. The
exact procedure to handle the situation is outlined, along with an example of each transaction as it appears
on the screen.
NOTE: It is assumed that the Cash Disbursement screen has been completed. The transactions are
discussed from the Cash Application screen onward.
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 65
Sequence No. 52
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO
Transaction Type R
Accounting Period 9504
Journal Date 11/28/04
Check Date 11/28/04
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement screen
7. Cash Disbursements Page 124
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Payment of a Single Voucher
Situation
You want to pay the full amount of a single Voucher.
Procedure
1. Identify the Voucher to be paid and enter its Line number.
The Voucher is displayed at the bottom of the screen.
Cash Disbursement Items
Seq No 54 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 66
Check Amt 648.95 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 31Jan04 PHI P VR000003 23154 326.45 326.45
2 13Feb04 PHI N VR000004 314584 578.21 578.21
3 21Feb04 PHI N VR000005 35456 652.21 652.21 0.00
4 1Mar04 PHI N VR000006 35464 231.54 231.54
5 10Mar04 PHI C VR000007 45243 1500.00 1500.00
2 13Feb04 VR 000004 314584 Disc. 2.89 Apply 578.21
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Payment of a Single Voucher
2. Press <Enter> through the Disc. and the Apply fields. The Applied amount for the Voucher shows
the Check Amount, and the New Balance is zero. The Check Amount is displayed at the top of the
screen.
3. Press <F4> to exit.
7. Cash Disbursements Page 125
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Check Item Remarks
Cash Disbursement Items
Seq No 52 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 65
Check Amt 324.82 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 31Jan04 PHI P VR000003 23154 326.45 326.45
2 13Feb04 PHI N VR000004 314584 578.21 578.21
3 21Feb04 PHI N VR000005 35456 652.21 652.21
4 1Mar04 PHI N VR000006 35464 231.54 231.54
5 10Mar04 PHI C VR000007 45243 1500.00 1500.00
6 ___________________________________________________________________
7 Check Remark
Full and final payment of invoice 314584
___________________________________________________________________
_________________________________________________________________________________
2 13Feb04 VR 000004 314584 Disc. 2.89 Apply 578.21
_________________________________________________________________________________
Check Remarks for a Specific Vendor
Aside from remarks entered using the Rmk action bar option, you can enter Check Remarks for a specific
line item.
These are defaulted from the Check Remarks entered during Voucher Entry.
While the remarks entered using the Rmk action bar option print as the last 9 lines of the check stub, the
remarks entered using the ChqRmk action bar option print underneath the corresponding Open Item in
the Check. The Check Remarks also print in the Vendor Remittance Advice form.
7. Cash Disbursements Page 126
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Partial Payment
Situation
You want to send a check to your Vendor to cover only part of a Voucher. The balance remains
outstanding until another check is sent.
Procedure
1. At the Cash Application screen, enter the Line number corresponding to the Voucher. When it is
displayed at the bottom of the screen, change the amount in the Apply field.
Cash Disbursement Items
Seq No 55 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 66
Check Amt .00 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 31Jan04 PHI P VR000003 23154 326.45 326.45
2 13Feb04 PHI N VR000004 314584 578.21 578.21 0.00
3 21Feb04 PHI N VR000005 35456 652.21 652.21 0.00
4 1Mar04 PHI N VR000006 35464 231.54 231.54
5 10Mar04 PHI N VR000007 45243 1500.00 1500.00
5 10Mar04 VR 000007 45243 Disc. Apply 500.00
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Partial Payment
2. Press <Enter> once.
The Check Amount is displayed at the top of the screen. The Applied amount is equal to the Check
Amount, and the New Balance displays the new amount outstanding on the Voucher.
7. Cash Disbursements Page 127
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Payment of Multiple Vouchers
Situation
You want to send a check in full payment of several Vouchers.
NOTE: This function does not take discounts into account. To take advantage of discounts granted by
your Vendor, you must use the Payment of a Single Voucher function.
Procedure
1. Identify the continuous series of Vouchers to be paid by the check. (You can also use the Single
Voucher Payment method as above.)
2. Access the GrpAppl action bar option and enter the Starting and Ending Line numbers of the
Vouchers.
Cash Disbursement Items
Seq No 58 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 66
Check Amt .00 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 9Nov04 PHI N VR000066 85639 8563.28 8563.28
2 9Nov04 PHI N VR000067 85369 7500.63 7500.63
3 22Nov04 PHI N VR000070 83699 10852.63 10852.63
4 15Dec04 PHI N VR000072 969389 4500.00 4500.00
5 28Dec04 PHI N VR000073 99856 10963.00 10963.00
6 28Dec04 PHI N VR000074 96541 15450.00 15450.00
From line: 1 to line 5
Cash Application screen – Payment of Multiple Vouchers
3. Press <Enter> once. The Check Amount at the top of the screen is equal to the total of the Applied
column. The New Balance is equal to zero for all the Vouchers in question.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement Items
Seq No 58 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 66
Check Amt 42324.72 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00
2 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00
3 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00
4 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00
5 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00
6 28Dec04 PHI N VR000074 96541 15450.00 15450.00
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Payment of Multiple Vouchers
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Discounts
Situation
You want to send a check in payment of a voucher, and you are eligible for a cash discount.
If you are granted a cash discount on the invoice (determined by the Terms of Payment), the Discount
Date and Discount Amount are known by the system. You can force the system to accept a discount after
the Discount Date, or you can increase the Discount Amount. You can also take a discount where none is
granted. In these cases, warning messages “Discount Date has expired” and/or “Discount over Limit”
are displayed, as applicable.
Procedure
1. To enter a normal discount, key in the Line number of the Voucher. When the full amount to be
applied against the balance of the Voucher is displayed at the bottom of the screen, so is any discount
applicable. If the Voucher is paid in full with the discount, no change needs to be made.
Cash Disbursement Items
Seq No 59 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/29/04 Session Id 66
Check Amt .00 Check Date 11/29/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 9Sep04 PHI N VR000069 742236 4500.25 4500.25
2 10Oct04 PHI N VR000068 74155 5500.00 5500.00
3 23Oct04 PHI N VR000071 741256 8540.00 8540.00
4 9Nov04 PHI N VR000052 12313 10700.00 10700.00
5 9Nov04 PHI N VR000058 85477 500.00 500.00
3 23Oct04 VR 000071 741256 Disc. 42.70 Apply 8540.00
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Discounts
2. If necessary, you can change the Discount and the Amount to Apply.
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Add Vouchers
Situation
This function provides a convenient way to record an invoice directly via the Voucher Entry screen if it
was missed previously or if, for any other reason, it has not yet been entered.
Procedure
1. You do not have to exit the Cash Disbursement function. Simply select the Vchr action bar option
from the Cash Application screen and the first Voucher Entry screen is displayed. (Refer to the
‘Voucher Processing’ chapter for further instructions.)
Cash Disbursement Items
Seq No 60 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 66
Check Amt .00 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00
2 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00
3 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00
4 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00
5 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00
6 28Dec04 PHI N VR000074 96541 15450.00 15450.00
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Voucher Entry
2. When you exit Voucher Entry, you automatically return to the Cash Disbursement – Cash
Application screen, and the Voucher that you just entered is shown as an Open Item.
Change the General Ledger Distribution
During Cash Disbursement, you can change the General Ledger Distribution to fit your requirements,
with the following restrictions:
1. You cannot change the following General Ledger Account numbers or Amounts:
o Accounts Payable Control Account
o Bank
o Foreign Exchange Gain/Loss
o Exchange Variance
o Purchase Discounts
o Prepaid Expenses
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Situation
You want to make a direct posting to an expense account, for example for small office expenses,
bypassing the Voucher process (no Open Item).
Procedure
1. Enter a General Ledger Account.
Cash Disbursement
Sss Id 67 Seq No 61 Bnk 1 Ven 1010 ARMCO
Chk Amt .00 Chk Dt 11/28/04 Cry US Rt 1.00000000 Typ R
-- G/L Distribution -- Proof
Acc/Desc Brh Cst Ctr Debit Credit
Total
Acc Brh Cst Ctr
1-Desc
General Ledger Distribution screen
2. Enter the amount of the office expense and press <Enter>.
3. The Bank and Check Amounts are updated once you select the GenChkAmt action bar option.
7. Cash Disbursements Page 132
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appdsb C A S H D I S B U R S E M E N T 13Jul98
Ssn Id: 22 Seq No: 24 Bnk:1 Ven: 5004 ARMCO
Chk Amt: Chk Dt:07/13/04 Cry:US Rt: 1.00000000 Typ:R
-- G/L Distribution -- Proof 704.52
Acct/Desc Brh Cst Center Debit Credit
1022 704.52
OFFICE EXPENSE
Total 704.52
Acct Brh Cst Ctr
General Ledger Distribution screen
Unapplied Debits
NOTE: Unapplied Debits are not allowed for a Temporary Vendor.
Situation
You want to pay a Vendor for an invoice that you have not yet received.
Procedures
1. Use the Unapply action bar option to access the Unapplied Debit/Credit window.
Description Unapplied DR Unapplied CR
Unapplied Debit/Credit window
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2. Enter a Description up to 20 characters for the Unapplied Debit, press <Enter> and enter the Debit
Amount.
Description Unapplied DR Unapplied CR
Partial Payment 1000.
Unapplied Debit/Credit window
3. Press <Enter> to register the transaction. The check amount is updated.
This operation creates a check and a negative Open Item. However, the new Open Item is not
displayed on the Cash Application screen until you run the Cash Disbursement Update.
Cash Disbursement Items
Seq No 63 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO Exchg Rate 1.00000000
Trans Type R Journal Date 11/28/04 Session Id 70
Check Amt .00 Check Date 11/28/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 9Nov04 PHI N VR000058 85477 500.00 500.00
2 9Nov04 PHI N VR000066 85639 8563.28 8563.28 0.00
3 9Nov04 PHI N VR000067 85369 7500.63 7500.63 0.00
4 22Nov04 PHI N VR000070 83699 10852.63 10852.63 0.00
5 1Dec04 PHI N DM000001 ITEM DESCRIPTION 500.00- 500.00-
6 1Dec04 PHI N VR000076 7987.50 7987.50 7987.50
7 15Dec04 PHI N VR000072 969389 4500.00 4500.00 0.00
8 28Nov04 PHI N DR000001 Partial Payment 1000.00- 1000.00-
9 28Dec04 PHI N VR000073 99856 10963.00 10963.00 0.00
10 28Dec04 PHI N VR000074 96541 15450.00 15450.00
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen –
Unapplied Debit/Credit after Cash Disbursement Update
5. When you receive the Invoice, enter it in Voucher Entry. When the time comes to pay the Voucher,
the ‘DR’ amount will remind you of the Unapplied Debit made in payment of that invoice. You can
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then apply the Voucher against the ‘DR’ Item and subsequently issue a check for the difference.
NOTE: The Reference code for an Unapplied Debit is ‘DR’.
Unapplied Credits
NOTE: Unapplied Credits are not allowed for Temporary Vendors.
Situation
You expect a Credit Note from a Vendor but you decide to apply it immediately against an Invoice due to
the Vendor.
Procedures
1. After you have applied an Amount to a Voucher, use the Unapply action bar option to access the
Unapplied Debit/Credit window.
Description Unapplied DR Unapplied CR
Goods Returned 3500.
Unapplied Debit/Credit window
2. Enter a description of up to 20 characters for the Unapplied Credit.
3. Press <Enter> twice to advance to the Unapplied Credit position.
4. Enter the Credit Amount.
5. Press <Enter> to register the transaction. The Check Amount decreases.
This operation creates an Open Item, which will have to be offset against the Credit Note when you receive
it.
However, the new Open Item is not displayed on the Cash Application screen until you run the Cash
Disbursement Update.
NOTE: The Reference code for an Unapplied Credit is CR.
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Temporary Vendors
Situation
You want to enter a Cash Disbursement for a Temporary Vendor.
Procedures
1. At the Cash Application screen, enter the Line number of the Voucher you want to pay.
2. Enter the Discount, if any.
Cash Disbursement Items
Seq No 111 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 5022 TEMP VENDOR Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 146
Check Amt .00 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 15Sep03 PHI N VR000060 2353 25000.00 25000.00 0.00
2 10Feb04 PHI N VR000077 10000.00 10000.00 0.00
3 10Feb04 PHI N VR000078 10000.00 10000.00 0.00
4 10Mar04 PHI N VR000119 789658 650.00 650.00
4 10Mar04 VR 000119 789658 Disc. Apply 650.00
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Temporary Vendors
3. Enter the amount to Apply, but do not press <Enter>. Instead, press <F8> to access the action bar
line, select the Payee Info action bar option and press <Enter> to display the Payee Information
window.
4. The Payee Information, keyed in during Voucher Entry, is displayed by default. You can change it if
you wish.
NOTE: It is a good practice to press <F8> to see the Payee Information for every disbursement
made to a Temporary Vendor. This ensures you pay only the correct Open Items.
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Payee Information
Payee Name: WILLIAMSON OFFICE SUPPLIES
Address : 23500 WASHINGTON AVE
City : PHILADELPHIA, PA
Postal/Zip: 19005
Payee Information window
5. Press <F1> to exit the window.
6. Press <Enter> again to register the transaction. The Check Amount as well as the Applied and New
Bal columns are updated.
NOTE: Separate disbursement entries must be made for each Temporary Vendor.
Example: You have 3 Open Items:
1 for ABC Co.
1 for Copymaster Inc.
1 for Jim’s Plumbing
You must enter each Disbursement separately, so that each has its own unique Sequence
number. Otherwise, you will have one check for ABC Co. with all three Open Items, two of
which are not really payable to ABC Co.
Trailer Remarks
Debits/Credits made directly in the General Ledger Distribution screen affect the amount of the check, but
are not reflected in the stub amount.
You can add trailer remarks to the check stub, for example to explain to the Vendor why you are not
paying an invoice in full.
Situation
You pay an invoice (voucher) of $100.00. You then do a General Ledger Distribution for $50.00,
crediting Purchase Discounts. This decreases the check by $50.00.
The stub still reads $100, even though the check is now for only $50.
By entering a brief explanation in the Trailer Remarks, you can inform the Vendor of the adjustment.
Example: Took Discount of $50.00
Total Check Amount $50.00.
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Procedures
1. Choose the Rmk action bar option to advance to the Remarks window.
Remarks
Took discount of $50.00
*************************************************
Total check amount = $734.56
*************************************************
Full and Final payment of invoice 15964
Insert ____ Line 9/ 9
Remarks window
2. You can enter up to nine lines of Remarks, each 50 characters long.
3. Press <F1>to return to the Cash Application screen.
Manual Checks
Situation
For many reasons, you may have to issue a manual check, but you must record this transaction in Cash
Disbursements.
Procedure
1. On the Cash Disbursement screen, change the Transaction Type to ‘M’.
7. Cash Disbursements Page 138
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 150
Sequence No. 114
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1060 ABC FREIGHT CO
Transaction Type M
Accounting Period 0001
Journal Date 02/05/04
Check Date 02/05/04
Check No 8501
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement screen – Manual Checks
2. A Check No field is automatically added to the screen.
3. Enter the Check number used for the manual check. This is mandatory.
4. Continue to the Cash Application screen and proceed as for a Regular check.
Adjustments
Adjustments are used primarily to offset Vouchers/Credit Memos and Debit Memos against each other.
They can also be used to account for bank transfers.
Situation
You have only one Voucher and one Debit Memo for a Vendor, for the same amount.
Procedure
1. On the Cash Disbursement screen, set the Transaction Type to A-Adjustment.
In the Check No field, you can enter a reference for the Adjustment.
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Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 151
Sequence No. 115
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT
Transaction Type A
Accounting Period 9508
Journal Date 02/05/04
Check No
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement screen – Adjustment
2. Press <Enter> to advance to the Cash Application screen.
Cash Disbursement Items
Seq No 115 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type A Journal Date 02/05/04 Session Id 151
Proof Amt .00 Check No.
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 21Jul95 PHI N VR005849 157003 101.14 101.14
2 23Jul95 PHI N VR005850 157011 26.07 26.07
3 23Jul95 PHI N VR005851 157012 14.08 14.08
4 3Mar04 PHI N VR000120 74563 450.00 450.00
5 4Mar04 PHI N DM000002 450.00- 450.00-
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Adjustment
3. To make the Adjustment, you can either access each item and apply them using the Single Voucher
Payment method, or use the GrpAppl action bar option to enter the Starting and Ending Line
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numbers of the Items.
4. When the Adjustment is completed, the Check Amount shows no amount but the New Balance
column indicates a total of 0.00.
Cash Disbursement Items
Seq No 115 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type A Journal Date 02/05/04 Session Id 151
Proof Amt 2.25- Check No.
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 21Jul95 PHI N VR005849 157003 101.14 101.14
2 23Jul95 PHI N VR005850 157011 26.07 26.07
3 23Jul95 PHI N VR005851 157012 14.08 14.08
4 3Mar04 PHI N VR000120 74563 450.00 450.00 0.00
5 4Mar04 PHI N DM000002 450.00- 450.00- 0.00
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Adjustment
NOTE: For Adjustments, the Check Amount represents the Proof. It must be zero before you can exit
the Cash Application screen.
Add an Open Item to a Cash Disbursement
Situation
When checking the Cash Disbursement Edit List, you realize you missed an Open Item that must be
included in the payment.
Procedure
1. At the Cash Disbursement screen, enter the Sequence number from the Cash Disbursement Edit List
and advance to the Cash Application screen. The Open Items scheduled for payment are displayed
in the Applied column.
2. Enter the Line number of the Item you missed. Press <Enter> to display it at the bottom of the
screen.
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Cash Disbursement Items
Seq No 116 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 152
Check Amt 772.40 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00
2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00
3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00
4 8Apr04 PHI N VR005752 153612 5.62 5.62
5 8Apr04 PHI N VR005753 153615 12.89 12.89
6 12May04 PHI N VR005767 155612 152.99 152.99
7 22May04 PHI N VR005768 155980 49.62 49.62
8 22May04 PHI N VR005769 155981 206.14 206.14
9 7Jun04 PHI N VR005795 156204 304.96 304.96
10 11Jul04 PHI N VR005848 156966 304.96 304.96
6 12May04 VR 005767 155612 Disc. .76 Apply 152.99
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Add an Item to a Cash Disbursement
3. Verify that it is the correct Item, then press <Enter> twice.
4. The Check Amt at the top of the screen is updated to include the new Item. The New Balance for the
Item is now equal to 0.
Cash Disbursement Items
Seq No 116 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 152
Check Amt 924.63 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00
2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00
3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00
4 8Apr04 PHI N VR005752 153612 5.62 5.62
5 8Apr04 PHI N VR005753 153615 12.89 12.89
6 12May04 PHI N VR005767 155612 152.99 152.99 0.00
7 22May04 PHI N VR005768 155980 49.62 49.62
8 22May04 PHI N VR005769 155981 206.14 206.14
9 7Jun04 PHI N VR005795 156204 304.96 304.96
10 11Jul04 PHI N VR005848 156966 304.96 304.96
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Add an Item to a Cash Disbursement
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Remove an Open Item from a Cash Disbursement
Situation
When checking the Cash Disbursement Edit List, you realize that you scheduled an Open Item for
payment by mistake.
Procedure
1. At the Cash Disbursement screen, enter the Sequence number from the Cash Disbursement Edit List,
and advance to the Cash Application screen. The Open Items scheduled for payment are displayed
in the Applied column.
2. Enter the Line number of the Item you want to remove. Press <Enter> to display it at the bottom of
the screen.
Cash Disbursement Items
Seq No 116 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 152
Check Amt 924.63 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00
2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00
3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00
4 8Apr04 PHI N VR005752 153612 5.62 5.62
5 8Apr04 PHI N VR005753 153615 12.89 12.89
6 12May04 PHI N VR005767 155612 152.99 152.99 0.00
7 22May04 PHI N VR005768 155980 49.62 49.62
8 22May04 PHI N VR005769 155981 206.14 206.14
9 7Jun04 PHI N VR005795 156204 304.96 304.96
10 11Jul04 PHI N VR005848 156966 304.96 304.96
1 4Mar04 VR 005746 148010 Disc. 1.52 Apply .00
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Remove an Item from Cash Disbursement
3. Verify that it is the correct Item, then press <Enter> to advance to the Apply field.
4. Enter the amount displayed in the Applied column, ending it with a minus sign.
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Cash Disbursement Items
Seq No 116 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 152
Check Amt 924.63 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 4Mar04 PHI N VR005746 148010 304.96 304.96 0.00
2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00
3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00
4 8Apr04 PHI N VR005752 153612 5.62 5.62
5 8Apr04 PHI N VR005753 153615 12.89 12.89
6 12May04 PHI N VR005767 155612 152.99 152.99 0.00
7 22May04 PHI N VR005768 155980 49.62 49.62
8 22May04 PHI N VR005769 155981 206.14 206.14
9 7Jun04 PHI N VR005795 156204 304.96 304.96
10 11Jul04 PHI N VR005848 156966 304.96 304.96
1 4Mar04 VR 005746 148010 Disc. Apply 304.96-
1-Chq Rmk 2-PayeeInfo
Cash Application screen – Remove an Item from Cash Disbursement
5. Press <Enter>.
6. The Check Amount is decreased by the amount of the Item. The New Balance is restored to the
amount of the Item.
Cash Disbursement Items
Seq No 116 Bank CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT Exchg Rate 1.00000000
Trans Type R Journal Date 02/05/04 Session Id 152
Check Amt 619.67 Check Date 02/05/04
Ln Due Dt Brh Hold Ref No Description Prev Bal Applied New Bal
1 4Mar04 PHI N VR005746 148010 304.96 304.96
2 5Apr04 PHI N VR005750 152011 304.96 304.96 0.00
3 8Apr04 PHI N VR005751 153611 162.48 162.48 0.00
4 8Apr04 PHI N VR005752 153612 5.62 5.62
5 8Apr04 PHI N VR005753 153615 12.89 12.89
6 12May04 PHI N VR005767 155612 152.99 152.99 0.00
7 22May04 PHI N VR005768 155980 49.62 49.62
8 22May04 PHI N VR005769 155981 206.14 206.14
9 7Jun04 PHI N VR005795 156204 304.96 304.96
10 11Jul04 PHI N VR005848 156966 304.96 304.96
1-GrpAppl 2-Unapply 3-Vchr 4-G/L Dist 5-Rmk 6-GenChkAmt 7-Cancel 8-TaxDst
Cash Application screen – Remove an Item from Cash Disbursement
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Delete a Cash Disbursement Entry
To eliminate an entire disbursement transaction from the Cash Disbursements, enter its Branch, Session
ID, and Sequence number, and use the Delete action bar option.
A prompt is displayed “Delete the entry?” If you answer Y-Yes, a message confirms the operation:
“Disbursement record has been canceled”.
Press <Enter> to continue with another Disbursement.
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 152
Sequence No. 116
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 2000 WARNER OFFICE EQUIPMENT
Transaction Type R
Accounting Period 9508
Journal Date 02/05/04
Check Date 02/05/04
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement screen – Delete Mode
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VERIFY CASH DISBURSEMENTS
After Cash Disbursement Entry or Automatic Payment Scheduling (see next section), run a Cash
Disbursement Edit List to actually verify the Items scheduled for payment and the cash amount needed to
do so.
Cash Disbursement Report Options
Report Program: APRDSB
1. Selection Entry No.. 2469
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: To: 999999
Vendor Name......... From: To:
4. Session Branch...... [Y] PHI
5. Session ID.......... [Y] 152
6. Reference No........ [N] From: To:
7. Bank Code........... [N]
8. Currency Code....... [N]
9. Check No............ [N] From: To:
10. Vendor Category..... [N]
11. Class............... [N]
12. SIC Code............ [N]
13. Transaction Type.... [N]
14. Accounting Period... [N] From: To:
Cash Disbursement Edit List Selection Entry – first screen
7. Cash Disbursements Page 146
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement Report Options
Report Program: APRDSB
1. Selection Entry No.. 2469
15. Report Type......... [D]
16. Journal Date........ [N] From: / / To: / /
17. Net Check Amount.... [N] From: To:
18. User ID............. [N]
Item No :
1-Alter 2-Copy
Cash Disbursement Edit List Selection Entry – second screen
Cash Disbursement Edit List
The Cash Disbursement Edit List shows all Cash Disbursements selected for payment.
The first line of the report shows the Branch, Session number, the Bank and the Currency.
The second line shows:
Vendor number and Name (Payee).
Check number (Chk #) for manual checks only.
Sequence number (used to select transactions for modification, deletion or for later runs of the List at
the editing stage).
Accounting Period.
Exchange Rate (foreign currency transactions).
When there is a Customer Number in the Rel Cus No field of the Vendor file, an additional line is added
between the second and third line. It shows the Rel Cus No heading followed by the Customer Number
and Look-up name.
The third line indicates:
Check/Remittance Advice Date.
Journal Date.
Transaction Type.
Due Date and Discount Date.
Number of Days Overdue (Due Date less System Date).
Item number: Voucher (VR), Credit Memo (CM), Debit Memo (DM), Debit Adjustment (DR), or
7. Cash Disbursements Page 147
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Credit Adjustment (CR) (Ref. No.).
Accounts Payable Amount.
Discount Amount.
General Ledger Account number.
Debit or Credit distributions.
Trailer Remarks, if any, are printed on the next line.
Check Total: E – Exceeded Maximum Check Limit.
NOTE: This is only a warning. An ‘E’ is printed before the Check Total field to remind
you that this amount is greater than the maximum check limit for that bank
(specified in the Bank table).
The Detail Type of the report includes a Bank Totals section. It shows the General Ledger Account
numbers with their respective Debit and Credit distributions.
The Bank Total is listed after each Session of Items. When all the Sessions are completed, the Bank Total
is shown for all the Sessions.
7. Cash Disbursements Page 148
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 8-Jul-04 11:35 eSTELPLAN aprdsb000120 PAGE: 2
D I S B U R S E M E N T E D I T L I S T
Ssn Brh:PHI Ssn ID: 7 Bank:(1 ) CHASE MANHATTAN Currency:(US) U.S. DOLLAR
------------------------------------------------------------------------------------------------------------------------------------
Vendor Payee Chk# Seq# Acctg Per Exchg. Rt ---------------------G/L----------------------------
Check Dt Jnl Dt Typ Due Dt Disc Dt Overdue Ref No. A/P Amt Disc. Amt Acct # GL Brh Cst Ctr Debit Credit
------------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 13 98/01
8Jul04 A 30Apr04 30Apr04 PHI 69 DM001056 648.52- 1010 648.52 648.52
30May04 10May04 PHI 39 VR005758 648.52 2000 PHI 648.52 648.52
* CHECK TOTAL: 1297.04 1297.04
1020 OLIN BRASS HOLDINGS 9 92/01
Rel Cus No: 1050 PHILADELPHIA ST
8Jul04 8Jul04 R 20Apr04 20Apr04 PHI 79 VR005748 16,423.33 1010 1,500.36 50,244.35
20Apr04 20Apr04 CHI 79 VR005749 21,981.43 2000 PHI 50,346.00 1,500.36
20Jun04 18May04 PHI 18 VR005775 8,494.52 101.65 9420 PHI 101.65
20Jun04 18May04 PHI 18 VR005776 3,446.72
*** UNAPPLIED CREDIT Awaiting CN 1,500.36-
Full and final payment of all outstanding invoices
**************************************************
* CHECK TOTAL: 48,743.99 48,845.64 101.65 51,846.36 51,846.36
1050 AMERICAN STEEL PROCESSORS INC 45896 10 98/01
8Jul04 8Jul04 M 20Aug04 3Jun04 CHI VR005816 1,318.62 1010 13,488.34
20Aug04 3Jun04 CHI VR005817 3,692.81 2000 PHI 13,544.00
20Aug04 8Jun04 CHI VR005818 2,966.14 9420 PHI 55.66
20Aug04 11Jun04 VR005819 5,566.43 55.66
* CHECK TOTAL: 13,488.34 13,544.00 55.66 13,544.00 13,544.00
2000 WARNER OFFICE EQUIPMENT 14 98/01
1010 1,254.97
1720 ADM 1,254.97
* CHECK TOTAL: 1,254.97 1,254.97 1,254.97
** BANK TOTAL: 63,487.30 62,389.64 157.31 67,942.37 67,942.37
------------------------------------------------------------------------------------------------------------------------------------
**** B A N K T O T A L S ****
------------------------------------------------------------------------------------------------------------------------------------
Acct # G/L Brh Cst Ctr Description Debit Credit
------ ------- ------- ----------- ----- ------
1010 BANK - CHASE MANHATTAN 2,148.88 65,636.18
1720 ADM FURNITURE & FIXTURES 1,254.97
2000 PHI ACCOUNTS PAYABLE - TRADE 64,538.52 2,148.88
9420 PHI DISCOUNTS EARNED 157.31
TOTALS 67,942.37 67,942.37
Disbursement Edit List
7. Cash Disbursements Page 149
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AUTOMATIC PAYMENT SCHEDULING
You can use the Automatic Payment Scheduling function instead of Cash Disbursement Entry when you
have a high volume of Cash Disbursements that can be selected for payment by specific criteria.
NOTE: The Product Installation Option, DSC=X, controls whether or not discounts are taken during
automatic payment scheduling, regardless of the due date. When set to Y-Yes, discounts are
taken even if the due date has passed.
From the screen below, select the Items to be scheduled for payment on a specific Check Date. When set
to Y-Yes, the Branch field permits entry of up to five Branches. The first defaults to the Users ID’s
Branch but can be changed. Four other branches can be added as required. One check per vendor is
generated for the vouchers that belong to the Branches entered in the table. This is useful when you need
to group vouchers from different Branches.
Automatic Payment Scheduling
Report Program: APUSCD
1. Selection Entry No..
2. Vendor Sequence(A/N) [ ]
3. Vendor Number....... [ ] From: To:
4. Vendor Name......... [ ] From: To:
5. Bank Code........... [ ]
6. Session Branch...... [ ]
7. Fiscal Period.......
8. Journal Date........ [ ] / /
9. Check Issue Date.... [ ] / /
10. Currency Exch Rate.. [ ]
11. Class............... [ ]
12. Due Date............ [ ] From: / / To: / /
13. Discount Date....... [ ] From: / / To: / /
14. Branch.............. [ ]
15. Item Balance........ [ ] From: To:
16. Vendor Category..... [ ]
Automatic Payment Scheduling Selection Entry – first screen
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The following are required fields:
Field Name Default Validation Description
Bank Code Accounts
Payable
Company
Bank
Banks Identify the Bank on which the checks will be
drawn.
Fiscal Period Current
Period
Enter the Accounting Period for which you want the
automatic scheduling done or press <Enter> for the
current one (default).
Journal Date System
Date
Valid Date Enter a Journal Date to determine the posting date
to the Cash Disbursement Journal of the Open Items
scheduled for payment.
Check Issue Date System
Date
Valid Date Indicate the date to appear on the checks that
will be issued after Automatic Payment Scheduling.
Currency Exch Rate For base currency this field is set to 1.0 and
cannot be modified.
Automatic Payment Scheduling
Report Program: APUSCD
1. Selection Entry No.. 1054
17. S.I.C Code.......... [N]
18. User Defined Code.. [N]
19. Transaction Type .. [N]
Item No :
1-Alter 2-Copy
Automatic Payment Scheduling Selection Entry – second screen
Field Name Default Validation Description
Transaction Type R, V Used to select the Open Items based on the Payment
Method required by the Vendor. Options are:
R Regular check printed by the computer
V Vendor Remittance Advice emailed to the Vendor
along with a Bank Transfer.
An Automatic Payment Scheduling Log is produced when you exit the scheduling function. It shows all
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your selections, and the message *** Update Completed *** confirms that the Automatic Payment
Scheduling has been done for the selected Items.
Always run the log to ascertain that everything is correct, before proceeding further into the Disbursement
Cycle.
To view the Open Items scheduled for payment by this function, you must then print a Disbursement Edit
List.
The Edit List shows the Sequence numbers assigned to each transaction scheduled. You use these
numbers to modify or delete any entries before the Cash Disbursement Update.
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RUN: 7-Feb-04 14:45 eSTELPLAN METAL COMPANY apuscd004053 PAGE: 2
AUTOMATIC PAYMENT SCHEDULING LOG
Session Branch: PHI Session ID: 174 Bank:(1 ) CHASE MANHATTAN Currency:(US)
------------------------------------------------------------------------------------------------------------------------------------
Vendor Payee Seq# Fisc. Per Exchg. Rt Check Date Jnl Date
Due Date Disc Date Overdue Brh Ref No. A/P Amt Disc. Amt
------------------------------------------------------------------------------------------------------------------------------------
1010 ARMCO 147 01/02 1.00000000 7Feb01 7Feb01
4Mar04 2Feb04 PHI VR000135 1,500.63
4Mar04 2Feb04 PHI VR000136 8,500.00
** CHECK TOTAL : 10,000.63 10,000.63
1060 ABC FREIGHT CO 148 01/02 1.00000000 7Feb01 7Feb01
14Feb04 25Jan04 PHI VR000139 65.00
2Mar04 10Feb04 PHI VR000140 120.00 .60
3Mar04 11Feb04 PHI VR000141 150.00 .75
3Mar04 11Feb04 PHI VR000142 125.63 .63
4Mar04 12Feb04 PHI VR000143 434.63 2.17
** CHECK TOTAL : 891.11 895.26 4.15
2000 WARNER OFFICE EQUIPMENT 149 01/02 1.00000000 7Feb01 7Feb01
27Feb04 7Feb04 PHI VR000137 650.00 3.25
2Mar04 10Feb04 PHI VR000138 663.52 3.32
** CHECK TOTAL : 1,306.95 1,313.52 6.57
2040 AVESTA STAINLESS, INC. 150 01/02 1.00000000 7Feb01 7Feb01
2Mar04 10Feb04 PHI VR000145 8,952.45 44.76
** CHECK TOTAL : 8,907.69 8,952.45 44.76
2070 BETHLEHEM STEEL CORP. 151 01/02 1.00000000 7Feb01 7Feb01
4Mar04 12Feb04 PHI VR000144 6,500.00 32.50
** CHECK TOTAL : 6,467.50 6,500.00 32.50
** SCHEDULED TOTAL: 27,573.88 27,661.86 87.98
*** Scheduling Completed ***
Automatic Payment Scheduling Log
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AUTOMATIC PAYMENT UNSCHEDULING
You use Automatic Payment Unscheduling when a large number of previously scheduled Cash
Disbursements must be unscheduled and can be selected by specific criteria. When the function is
executed, all selected Cash Disbursement transactions are restored to Open Items.
NOTE: Payment Unscheduling must take place before the Cash Disbursement Update.
Automatic Un-Scheduling Report
Report Program: APUUSC
1. Selection Entry No.. 1018
2. One-Time/Permanent.. [O]
3. Reference No........ [N] From: To:
4. Vendor Number....... [N] From: To:
5. Session Branch...... [Y] CHI
6. Session ID.......... [Y] 2
7. Bank Code........... [Y] 1
8. Accounting Period... [Y] 9802
9. Journal Date........ [Y] 01/30/04
10. Check Issue Date.... [Y] 01/30/04
Item No :
1-Alter 2-Copy
Automatic Payment Unscheduling - selection entry screen
Automatic Payment Unscheduling generates a log listing the Cash Disbursement Transaction numbers
unscheduled and the message UPDATE COMPLETED.
7. Cash Disbursements Page 154
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RUN: 6-Jul-04 11:18 eSTELPLAN apuusc000124 PAGE: 2
A U T O M A T I C U N - S C H E D U L I N G U P D A T E
--------------------------------------------------------------------------------
Disbursement # Ref No Message
--------------------------------------------------------------------------------
2
3
4
5
6
7
8
9
10
11
12
13
14
Total Un-scheduled Disbursements -> 13
UPDATE COMPLETE
Automatic Payment Unscheduling Update
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
UPDATE CASH DISBURSEMENTS
The Cash Disbursement Update is performed after Cash Disbursement Entry or Automatic Payment
Scheduling and verification of the Cash Disbursement Edit List.
Always run a final Cash Disbursement Edit List before the Cash Disbursement Update to ensure that the
Items listed are the ones you want to pay.
The program updates each Open Item to be paid and, depending on the Transaction Type, creates:
1. Checks in preparation for their subsequent printing OR
2. Vendor Remittance Advices that are automatically emailed to the Vendors and archived in the
Archived VRA table.
It also updates the General Ledger database for the amount of the disbursement.
NOTE: When the Cash Disbursement Session includes payments for both Vendors requiring printed
Checks and Vendors requiring Bank Transfers, the Cash Disbursement Update allows you to
perform the update for one Transaction Type (R-Regular or V-Vendor Remittance Advice) at
a time.
Restriction
When the Cash Disbursement is updated for Vendor Remittances Advices, the user specified in the
USR=XXXXXX Product Installation Option, or, if the option is not set, the user running the program,
must have a Fax User Defaults record. Otherwise, the update fails and the message “Update not
processed, Fax User Default does not exist” is printed on the Cash Disbursement Update Log.
Cash Disbursement Update Options
Update Program: APUDSB
1. Selection Entry No.. 1019
2. One-Time/Permanent.. [O]
3. Edit Reference No... [N] From: To:
4. Vendor Number....... [N] From: To:
5. Session Branch...... [Y] PHI
6. Session ID.......... [Y] 152
7. Bank Code........... [Y] 1
8. Currency Code....... [Y] US
9. Check No............ [N] From: To:
10. Vendor Category..... [N]
11. Class............... [N]
12. SIC Code............ [N]
13. Transaction Type.... [N]
14. Accounting Period... [Y] From: 0101 To: 0101
15. Journal Date........ [N] From: 01/15/04 To: 01/15/04
16. Check Issue Date.... [N] From: 01/15/04 To: 01/15/04
Item No :
1-Alter 2-Copy
Cash Disbursement Update Selection Entry – first screen
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement Update Options
Update Program: APUDSB
1. Selection Entry No.. 1019
17. Net Check Amount.... [N] From: To:
18. User ID............. [N]
19. Sequence of Check... [N]
Item No :
1-Alter 2-Copy
Cash Disbursement Update Selection Entry – second screen
A Disbursement Update Log is automatically spooled when the program is executed.
It confirms the update (*** Update Completed ***) and lists, in the Additional Information column, all
the Sequence numbers from the Cash Disbursement Edit List that have been updated.
After you have verified the Update Log and are certain that everything is correct, you can proceed to the
Check and Cash Disbursement Journal printing.
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RUN: 15-Jan-04 15:32 eSTELPLAN apudsb000117 PAGE: 2
DISBURSEMENT UPDATE
Messages Additional Information
-------- ----------------------
Updated: 24
Updated: 25
Updated: 26
Updated: 28
Updated: 30
*** Update Completed ***
Disbursement Update Log
7. Cash Disbursements Page 158
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
PRINT CHECKS
Check Formats
Following are samples of different check formats available in eSTELPLAN. Please note that the different
check printing characteristics are controlled by a variety of Product Installation Options. Refer to the
Product Installation Options Guide for details.
Check Format Default Format
NO PIO’s Set
7. Cash Disbursements Page 159
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Check Format (Canadian) with following PIOs
apfchq - DTF=MDY, PDS=Y, FMT=F
Company NameP
inhole
Fe
ed
Pin
hole
Fe
ed
PAY
TO THE ORDER OF
$
DATED D M M Y Y Y Y
99999
Perforation
Perforation
Perf
ora
tion
Perf
ora
tion
COMPANY NAME
Company Name
Address
City, Province
Postal Code
8 points
Please note that these check samples ARE NOT to scale, however the
indicated measurements and font sizes should be respected.
6 points
Bank Bank BankAddress
City, Province Postal Code
8 points
6 points 1/4"99999
1/4"
1/4"
U. S. FUNDS
3/4"
10 points
c000000c A00000D000a 0000d000c
6 points
8 points
8 points
8 points
8 points
PERAUTHORIZED SIGNATURE
PERAUTHORIZED SIGNATURE
7. Cash Disbursements Page 160
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Check Format with following PIOs
apfchq - DTF=YMD, PDS=Y, FMT=E
7. Cash Disbursements Page 161
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Check Printers
The printer device used to print checks is defined under the CHQ=XXXXX Product Installation Option
for the Check Printing program <apfchq>. Its default name is APCHQ. Before you start printing checks,
you must verify and enable APCHQ. This gives you exclusive control on the check-printing process and
prevents other print job from being sent to the printer. (Refer to the eSTEL/SCOPE manual for details on
Printer Management functions.) Once this is done, you can feed APCHQ with the check forms.
As checks are not spooled and cannot be viewed or re-printed from the CS/IRIS Controller, if you require
control copies of the checks for filing and audit purpose, you should define another Check Printer under
the CH2=XXXXX Product Installation Option. This printer should be enabled/disabled along with
APCHQ to ensure that no reports or other forms are printed in the middle of the check copies. You
should use plain paper or paper with a watermark ‘Copy’ on the printer defined in CH2, and you should
set the BLC=99 Product Installation Option if you require more than one exemplar of the copy of the
check.
NOTE: If the CH2 Product Installation Option is not set, no copies are printed; you only get the
original check on the printer defined in the CHQ Product Installation Option.
Check Printing Process
Checks are printed after the Cash Disbursement Update, and only for Disbursements Type ‘R’. A stub,
attached to the check, indicates which Open Items are paid and may include trailer remarks. For regular
Vendors, the Payee Name and Address come from the Vendor table. For temporary Vendors, the
information is entered in Voucher Entry.
The use of pre-numbered check forms ensures an internal control. Each Bank has its own series of
checks.
NOTE: When a check is prepared manually, it should be taken from the regular series.
Before you start printing checks, you must enable the correct printer device and set up the check forms on
the printer.
The first screen of the Check Printing function prompts: “Have printer forms been set to checks (Y/N)?”
If you answer Y-Yes, the following screen is displayed.
7. Cash Disbursements Page 162
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Check Printing
Bank Code Description Date Created Qty Qty Printed
1. 1 CHASE MANHATTAN 26Jul04 1 1
2. 1 CHASE MANHATTAN 25Aug04 4 4
3. 1 CHASE MANHATTAN 25Aug04 1 1
4. 1 CHASE MANHATTAN 25Aug04 1 1
5. 1 CHASE MANHATTAN 6Sep04 2 1
6. 1 CHASE MANHATTAN 7Sep04 3 3
7. 1 CHASE MANHATTAN 8Sep04 1 1
8. 1 CHASE MANHATTAN 8Sep04 1
9. 1 CHASE MANHATTAN 8Sep04 2
10. 1 CHASE MANHATTAN 8Sep04 1
11. 1 CHASE MANHATTAN 8Sep04 1
12. 1 CHASE MANHATTAN 8Sep04 1
13. 1 CHASE MANHATTAN 8Sep04 1
14. 1 CHASE MANHATTAN 8Sep04 1
15. 1 CHASE MANHATTAN 8Sep04 1
1-Void 2-Align Test
Check Printing screen
Each Line number corresponds to a different Cash Disbursement Update. The date of the Cash
Disbursement Update appears in the Date Created column.
The Bank is listed, along with its description.
The number of checks to be printed is then indicated followed by the quantity of checks already printed, if
any.
Action Bar Action
Void Record voided form numbers (see below).
Align Test Proceed with the Alignment test (see below).
Void Check Forms
Void Range Selection
Branch :
Bank Code:
Start End
F4-Exit
Void Check Recording Selection Entry screen
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
All form numbers which cannot be used to produce valid checks, such as the forms used during the
alignment test, damaged forms, or the forms skipped due to printer form feeds in prior printing operations,
must be voided in the system, then destroyed.
Enter the Bank and the range of form numbers to void. As a precautionary measure, you must enter both
numbers twice. The first time, only asterisks appear on the screen. At any time, <F4> allows you to exit the
window and return to the Check Printing screen.
Alignment Test
The alignment test must be carefully performed before check printing actually takes place. Its purpose is
to make sure that all areas on the check are properly filled in and that the spacing between two checks is
correct.
Select Checks
Enter the Line number corresponding to the Disbursement Update for which you want to print the checks.
The screen shows all the checks pertaining to the chosen line (referring to a Cash Disbursement Update).
The Vendor number and the Payee Name are displayed, as well as the Check Date and the Check
Amount.
In the sample screen below, five checks have already been printed. You can, therefore, only print the
remaining four.
Check Printing
Bank: 1 CHASE MANHATTAN Qty: 8 Qty Printed:
SeqNo ChkNo VenNo Payee Issue Date Amount Printed
1 1010 ARMCO 6Feb04 18,951.26 N
2 1060 ABC FREIGHT CO 6Feb04 8,265.63 N
3 1070 ALCOA METALS 6Feb04 15,948.95 N
4 2000 WARNER OFFICE EQUIPMENT 6Feb04 4,326.75 N
5 2040 AVESTA STAINLESS, INC. 6Feb04 7,761.00 N
6 2070 BETHLEHEM STEEL CORP. 6Feb04 15,571.75 N
7 5012 ALUMAX MILL PRODUCTS 6Feb04 360.00 N
8 5014 CALIFORNIA STEEL INDUSTRIES, I 6Feb04 550.00 N
1-Print Checks
Check Printing screen
7. Cash Disbursements Page 164
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Action Bar Action
Print Checks Displays a window to indicate the Sequence number or the range of Sequence numbers to
be printed and the initial Form number (the check it will start printing on).
Arrow down to select which group of checks you wish to print and then <Enter> to select the checks.
A window is displayed with the Print Range Selection. Determine the checks you want to print and enter
the starting and ending Sequence numbers of the selected range.
Example: 1 to 4 in the sample screen below.
If the range of checks you enter has already been printed (Printed = Y), the following message is
displayed: “No checks to print within specified range”.
When this is done, the system requests the Initial Form number, i.e., the pre-printed number on the first
check to be printed. As a precautionary measure, you must enter the complete number twice. The first
time, only asterisks are displayed on the screen.
Press <Enter>.
Print Range Selection
Start End
1 4
Initial Form Number: 8500___
Print Range Selection window
NOTE: If you enter a number already accounted for, one of the following messages is displayed:
“Form number ###### already exists within projected range.”
“Check number ###### exists in the Disbursement Journal Header file.”
“Check number ###### exists in the Outstanding Checks for A/P file.”
The system now proceeds to the actual printing of the checks.
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Accept/Reject Forms
When all the checks have been printed, a new window is displayed to confirm the forms that were
actually used. The purpose of this procedure is to make sure that all checks have been properly printed
and are all accounted for.
Accept/Reject Form Selection
Start End Status
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
SELECT: __ F4 Exit F5 Compress F12 Ins Line
Accept/Reject Form Selection window
To enter the data in the Accept/Reject Form Selection window, you must have the printed checks in hand.
Do not, under any circumstances, proceed until you have actually verified the printed check forms.
Function Key Function
<F4>
Exit
Return to the previous screen.
NOTE: You cannot exit this screen until all check forms are accounted for.
<F5>
Compress
Compress the lines so that no lines remain blank. (See the example on the next page.)
<F12>
Insert Line
Insert a line before one already completed and move back all the completed ones. (See
the example on the next page.)
Accept/Reject Form Selection
Start End Status
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
SELECT: __ F4 Exit F5 Compress F12 Ins Line
Accept/Reject Form Selection window
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Select a Line number and enter the range of Check Form numbers (one or more). Finally, indicate the status
of the check:
A - Accept
U - Unused
V - Void
Status A sets the Printed flag to Y-Yes for the Sequence number the check is assigned to. Accepted form
numbers cannot be subsequently used.
Status codes V and U set the Printed flag to N-No for the Sequence number the check is assigned to.
Voided form numbers cannot be subsequently used.
Accept/Reject Form Selection
Start End Status
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
8500 8505 A
F6 Del F4 Exit
Accept/Reject Form Selection window
You must enter the Check Form numbers in ascending order (1, 2, 3, etc.). For example, you cannot
account for checks 14 through 17 on line 1 and check 13 on line 2. Check 13 must come first.
Function Key Function
<F6>
Delete
Delete the line displayed at the bottom of the window.
<F4>
Exit
Return to the previous screen.
NOTE: All forms originally requested must be accounted for.
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Compress
Accept/Reject Form Selection
Start End Status
1.
2. 8499 8499 V Void
3.
4. 8500 8503 A Accept
5.
6. 8504 8504 A Accept
7. 8505 8505 V Void
8.
9.
10.
SELECT: __ F4 Exit F5 Compress F12 Ins Line
Accept/Reject Form Selection window
If you press <F5> Compress, you can enter three more lines of data, as all the lines are moved up without
leaving any blank. See below:
Accept/Reject Form Selection
Start End Status
1. 8499 8499 V Void
2. 8500 8503 A Accept
3. 8504 8504 A Accept
4. 8505 8505 V Void
5. 8506 8506 U Unused
6.
7.
8.
9.
10.
SELECT: __ F4 Exit F5 Compress F12 Ins Line
Accept/Reject Form Selection window
7. Cash Disbursements Page 168
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Insert a Line
This function allows you to insert a line before an existing one (line 1 in our example).
Accept/Reject Form Selection
Start End Status
1. 8499 8499 V Void
2 8500 8503 A Accept
3 8504 8504 A Accept
4 8505 8505 V Void
5
6.
7.
8.
9.
10.
Insert line before: 1_
F4 Exit
Accept/Reject Form Selection window
Accept/Reject Form Selection
Start End Status
1. 8498 8498 U Unused
2. 8499 8499 V Void
3. 8500 8503 A Accept
4. 8504 8204 A Accept
5. 8505 8505 V Void
6.
7.
8.
9.
10.
Insert line before: 1_
F4 Exit
Accept/Reject Form Selection window
7. Cash Disbursements Page 169
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Reset Printer
As you exit the check printing function, you are reminded to reset the printer(s) to the original forms.
Check Printing
Please reset printer to original forms
NL To continue
Reset Printer screen
7. Cash Disbursements Page 170
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AUTO EMAIL VENDOR REMITTANCE ADVICES
When a Cash Disbursement Session is updated, no checks get generated for the V-VRA transactions.
Instead, the update creates a Vendor Remittance Advice (VRA) form and automatically emails it to the
appropriate Vendor.
The emailed VRA form can be viewed and printed from the CS/IRIS Controller screen.
Auto eMail Standards
Refer to the ‘Automated Emailing & Faxing of Business Forms’ chapter of the eSTELfax manual for
details on the Auto-Emailing function and the standards it uses.
Vendor Remittance Advice Form
The Vendor Remittance Advice header indicates the Remit Date, Remit Reference number, your
Company/Branch Name or Logo based on the FRM=X Product Installation Option and the Vendor
Number, Name and Address.
The detailed section of the form lists the transactions (CM, CR, DM, DR and VR) that were selected to
generate the Payment amount. As on the check stub, the Vouchers are ordered by their reference numbers.
This section of the form also prints the ‘check’ remarks entered for the Vouchers during the Voucher Entry or
the Cash Disbursement Entry.
Restriction
The logo code in text format instead of the logo itself appears on the form viewed from the CS/IRIS
Controller screen when the FRM=X Product Installation Option is set to L-Logo. The PDF emailed to
the Vendor displays the logo properly.
7. Cash Disbursements Page 171
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Vendor Remittance Advice Sample
R E M I T T A N C E A D V I C E
Remit Date Remit No.
03Dec15 000016
STELPLAN METAL COMPANY
295 S. NEWTOWN STREET ROAD
NEWTON SQUARE, PA 19073
Tel: 610 325-0301 Fax: 610 356-4320
1060 ABC FREIGHT CO
5000 RIVERSIDE DRIVE
CHICAGO IL 60652
BRH VOUCHER REFERENCE DATE AMOUNT DISCOUNT PAID
PHI DR 4 03Dec15 500.00 0.00 500.00
PHI VR 117 12478 12Nov15 152.25 0.76 151.49
PHI VR 114 14713 07Nov15 157.50 0.79 156.71
To pay invoice 12451
PHI VR 118 1526 12Nov15 54.60 0.27 54.33
Phi VR 121 3114 14Nov15 68.25 0.34 67.91
PHI VR 123 31187 16Nov15 102.90 0.51 1,102.39
PHI VR 124 3254 16Nov15 38.83 0.19 38.64
PHI VR 122 3652 14Nov15 66.15 0.33 65.82
Payment of IV 12512-B
PHI VR 120 8547 14Nov15 54.60 0.27 54.33
PHI VR 119 965887 12Nov15 68.25 0.34 67.91
PAYMENT: USD 2,259.53
Page: 1 .... Last
Vendor Remittance Advice sample
7. Cash Disbursements Page 172
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
CASH DISBURSEMENT JOURNAL
You should produce the Cash Disbursement Journal on a daily basis or at least each time a Cash
Disbursement Update takes place. You can then compare the Journal with the Cash Disbursement Edit
List and the physical checks themselves. That way, you can ensure that every Cash Disbursement appears
properly for each related document.
For a final Cash Disbursement Journal at the end of the period, specify the Accounting Period and accept
all of the defaulted values. This generates a complete report of transactions for the month.
Cash Disbursement Journal
Report Program: APRDBA
1. Selection Entry No.. 2527
2. One-Time/Permanent.. [O]
3. Branch Code......... [N]
4. Accounting Period... 0102
5. Currency Code....... US
6. Bank Code........... [N]
7. Check Number........ [N] From: To:
8. Vendor Number....... [N] From: To:
9. Vendor Category..... [N]
10. Class............... [N]
11. S.I.C. Code......... [N]
12. Transaction Type.... [N]
13. Status Code......... [N]
14. Report Type......... [D]
15. Journal Date........ [N] From: / / To: / /
16. Check Issue Date.... [N] From: / / To: / /
Cash Disbursement Journal Selection Entry – first screen
7. Cash Disbursements Page 173
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cash Disbursement Journal
Report Program: APRDBA
1. Selection Entry No.. 2527
17. Net Check Amount.... [N] From: To:
18. User ID............. [N]
19. Data Source......... [C]
20. User Defined Code....[ ]
Cash Disbursement Journal Selection Entry – second screen
Cash Disbursement Journals
Cash Disbursement Journal by Check <aprdba>
Report is sequenced by Check Number
Cash Disbursement Journal by Vendor <aprdbb>
Report is sequenced by Vendor / Check Number
NOTE: The selection entry for both reports is identical, only the sort sequence is changed.
Cash Disbursement Journal by Check
The report shows a listing of the issued checks, sequenced by Check number.
On the first line, the Session Branch, Bank, Currency and Accounting Period are displayed.
The second line shows:
Check number or Adjustment number
Exchange Rate (if different from the base currency)
Journal Date
The third line shows:
Type of disbursement transaction: R - Regular
M - Manual
A - Adjustment
7. Cash Disbursements Page 174
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
V - Vendor Remittance Advice
Payee Name
Check Date
Reference number: VR - Voucher
CM - Credit Memo
CR - Credit Adjustment
DM - Debit Memo
DR - Credit Adjustment
Accounts Payable Amount
Discount, if any
General Ledger Account Number Distribution for each transaction
Debit and Credit columns of the General Ledger
Total Amount of the check
At the end of the report, a Journal Summary gives you a breakdown by General Ledger Account number.
7. Cash Disbursements Page 175
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 2 C A S H D I S B U R S E M E N T J O U R N A L Ssn Brh: PHI Bank: (1 ) CHASE MANHATTAN Currency: (US) U.S. DOLLAR Acctng Period: 01/02 ------------------------------------------------------------------------------------------------------------------------------------ Chk Trs Typ Payee Vendor Ex Rt Chk Dt Jrnl Dt----------------------G/L----------------------- Brh Ref No A/P Amt Disc Amt Account# Brh Cst Ctr Debit Credit ------------------------------------------------------------------------------------------------------------------------------------ 86 R AVESTA STAINLESS, INC. 2040 6Feb01 6Feb01 PHI VR000131 7,800.00 39.00 1010 7761.00 2000 PHI 7800.00 9420 PHI 39.00 Check Total--> 7,761.00 7,800.00 39.00 7800.00 7800.00 87 R BETHLEHEM STEEL CORP. 2070 6Feb01 6Feb01 PHI VR000132 15,650.00 78.25 1010 15571.75 2000 PHI 15650.00 9420 PHI 78.25
Check Total--> 15,571.75 15,650.00 78.25 15650.00 15650.00 88 R ALUMAX MILL PRODUCTS 5012 6Feb01 6Feb01 PHI VR000108 360.00 1010 360.00 2000 PHI 360.00 Check Total--> 360.00 360.00 360.00 360.00 89 R CALIFORNIA STEEL INDUSTRIES, I 5014 6Feb01 6Feb01 PHI VR000133 550.00 1010 550.00 2000 PHI 550.00 Check Total--> 550.00 550.00 550.00 550.00 8500 82 R ARMCO 1010 6Feb01 6Feb01 PHI VR000099 200.00 1010 18951.26 PHI VR000101 600.00 2000 PHI 18951.26 PHI VR000106 250.00 PHI VR000124 1,500.63
PHI VR000125 4,500.00 PHI VR000126 7,400.00 PHI VR000130 4,500.63 Check Total--> 18,951.26 18,951.26 18951.26 18951.26 8501 83 R ABC FREIGHT CO 1060 6Feb01 6Feb01 PHI VR000100 280.00 1010 8265.63 PHI VR000102 900.00 2000 PHI 8265.63 PHI VR000105 2,000.00 PHI VR000107 5,000.00 PHI VR000128 85.63 Check Total--> 8,265.63 8,265.63 8265.63 8265.63 8502 84 R ALCOA METALS 1070 6Feb01 6Feb01 PHI VR000103 500.00 1010 15948.95 PHI VR000129 15,605.00 156.05 2000 PHI 16105.00 9420 PHI 156.05 Check Total--> 15,948.95 16,105.00 156.05 16105.00 16105.00
8503 85 R WARNER OFFICE EQUIPMENT 2000 6Feb01 6Feb01 PHI VR000109 3,680.00 1010 4326.75 PHI VR000127 650.00 3.25 2005 PHI 4330.00 9420 PHI 3.25 Check Total--> 4,326.75 4,330.00 3.25 4330.00 4330.00 Bank Total--> 71,735.34 72,011.89 276.55 72011.89 72011.89
Cash Disbursement Journal – Detail
7. Cash Disbursements Page 176
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 4
C A S H D I S B U R S E M E N T J O U R N A L
------------------------------------------------------------------------------------------------------------------------------------
*** B A N K S U M M A R Y ***
Account# Description Brh Cst Ctr Debit Credit
------------------------------------------------------------------------------------------------------------------------------------
1010 BANK - CHASE MANHATTAN 71735.34
2000 ACCOUNTS PAYABLE - TRADE PHI 67681.89
2005 ACCOUNTS PAYABLE - OTHER PHI 4330.00
9420 DISCOUNTS EARNED PHI 276.55
Total--> 72011.89 72011.89
Currency Total--> 71,735.34 72,011.89 276.55 72011.89 72011.89
====================================================================================================================================
RUN: 7-Feb-01 10:09 eSTELPLAN METAL COMPANY aprdba004037 PAGE: 5
C A S H D I S B U R S E M E N T J O U R N A L
------------------------------------------------------------------------------------------------------------------------------------
*** C U R R E N C Y S U M M A R Y ***
Account# Description Brh Cst Ctr Debit Credit
------------------------------------------------------------------------------------------------------------------------------------
1010 BANK - CHASE MANHATTAN 71735.34
2000 ACCOUNTS PAYABLE - TRADE PHI 67681.89
2005 ACCOUNTS PAYABLE - OTHER PHI 4330.00
9420 DISCOUNTS EARNED PHI 276.55
Total--> 72011.89 72011.89
Cash Disbursement Journal – Totals only
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
8. OUTSTANDING CHECK/VRA
RECONCILIATION
Outstanding Check and Vendor Remittance Advice (VRA) Reconciliation is part of the monthly process
of Bank Account Reconciliation, whereby the Bank Cash Balance according to the books (General
Ledger) and the statement from the bank are reconciled.
CHECK RECONCILIATION
Reconciliation is the process of removing a check transaction from the list of outstanding checks, due to
the fact it has been cashed. At this point, it is no longer a reconciling item.
The Check Clearing screen is used to review all the checks issued through Cash Disbursements and to
access the appropriate ones to change their status from Outstanding to Cleared, according to the bank
statement. Furthermore, you can put a Stop Payment on a check.
Outstanding: Check was issued but has not yet been cleared through your Bank.
Cleared: Check was cashed by the Payee and returned to you by your Bank (the funds were
deducted from your account).
Stop Payment: Check was issued but cannot be cashed by the Payee.
NOTE: No other information related to the transaction record can be modified through this function.
VRA RECONCILIATION
The VRA Reconciliation process is optional, controlled by the VRA=X Product Installation Option set on
the Cash Disbursement Update program <apudsb>.
When the option is set, the Cash Disbursement Update creates records in the Check Clearing table for the
VRAs, in addition to the records created for the regular and manual checks. The Check Clearing screen is
then used to review all the VRAs issued through Cash Disbursements and to access the appropriate ones
to change their status from Outstanding to Cleared, according to the bank statement.
Outstanding: The VRA was issued and automatically emailed to the Vendor but the funds were not
yet transferred from your bank account to the Vendor’s bank account.
8. Outstanding Check/VR Reconciliation Page 178
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cleared: The funds were transferred to the Vendor’s bank account and deducted from your
account.
Stop Payment: The VRA was issued but must be reversed.
NOTE: No other information related to the transaction record can be modified through this function.
8. Outstanding Check/VR Reconciliation Page 179
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
USING THE CHECK/VRA CLEARING FUNCTION
The following screen is displayed once you access the Check/VRA Reconciliation function.
Check Clearing 5Nov95
Total Cleared
Bank:
Line ChkNo Type Date Amount Payee Fiscal Stat
Check/VRA Clearing screen
Enter a Bank defined in the Reference tables. Press <Enter> and all checks/VRAs drawn from that bank
are immediately listed.
Check Clearing 5Nov95
Total Cleared
Bank:CHASE MANHATTAN U.S. DOLLAR 0.00
Line ChkNo Type Date Amount Payee Fiscal Stat
1. 43 V 22Aug04 324.82 ARMCO 9503 O
2. 44 V 25Aug04 100.00 ARMCO 9503 O
3. 46 V 25Aug04 200.00 ARMCO 9503 O
4. 555 R 12Jul04 10,600.88 ARMCO 9502 O
5. 556 R 5Jul04 200.00 ARMCO 9502 O
6. 557 R 15Jul04 617.65 ARMCO 9502 O
7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 O
8. 578 R 25Aug04 578.21 ARMCO 9503 O
9. 579 R 25Aug04 21,981.43 OLIN BRASS HOLDINGS 9503 O
10. 580 R 25Aug04 2,304.79 AMERICAN STEEL PROCESSORS INC 9503 O
11. 581 R 25Aug04 9,411.01 MIDWEST CONSOLIDATED 9503 O
12. 582 R 6Sep04 16,423.33 OLIN BRASS HOLDINGS 9503 S
13. 777 R 19Oct04 951,342.70 ARMCO 9505 O
14. 888 R 19Oct04 994,999.25 ARMCO 9505 O
15. 1001 R 8Sep04 1,000.00 OLIN BRASS HOLDINGS 9504 O
1-Group Apl 2-Itm Apl
Check/VRA Reconciliation screen
8. Outstanding Check/VR Reconciliation Page 180
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Action Bar Action
Group Apl Enter a range of Line numbers to change the status of a series of checks/VRAs at one
time.
Item Apl Enter a Line number to change the status of a particular check/VRA.
Each check/VRA is assigned an initial status of O-Outstanding. The check clearing process consists
primarily of accessing the appropriate checks/VRAs and changing the status from Outstanding to Cleared,
according to the information contained on the monthly bank statement.
Field Name Default Validation Description
Line The Line number is used for reference to change
the status of a check/VRA.
Check Number The number of the check/VRA issued through Cash
Disbursements.
Type This column indicates if the check was a manual
check (M), a regular one (R) or a VRA (V)issued by
the computer.
Date The date printed on the check/VRA.
Amount The check/VRA amount.
Payee This indicates to whom the check/VRA was issued.
Accounting Period This refers to the Accounting Period during which
the check/VRA was issued.
Status O C, O, S Options are:
C Cleared
O Outstanding
S Stopped Payment
Check Clearing 5Nov95
Total Cleared
Bank:CHASE MANHATTAN U.S. DOLLAR 10541.75
Line ChkNo Type Date Amount Payee Fiscal Stat
1. 43 V 22Aug04 324.82 ARMCO 9503 C
2. 44 V 25Aug04 100.00 ARMCO 9503 C
3. 46 V 25Aug04 200.00 ARMCO 9503 C
4. 555 R 12Jul04 10,600.88 ARMCO 9502 O
5. 556 R 5Jul04 200.00 ARMCO 9502 O
6. 557 R 15Jul04 617.65 ARMCO 9502 O
7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 C
8. 578 R 25Aug04 578.21 ARMCO 9503 O
9. 579 R 25Aug04 21,981.43 OLIN BRASS HOLDINGS 9503 O
10. 580 R 25Aug04 2,304.79 AMERICAN STEEL PROCESSORS INC 9503 O
11. 581 R 25Aug04 9,411.01 MIDWEST CONSOLIDATED 9503 O
12. 582 R 6Sep04 16,423.33 OLIN BRASS HOLDINGS 9504 S
13. 777 R 19Oct04 951,342.70 ARMCO 9505 O
14. 888 R 19Oct04 994,999.25 ARMCO 9505 O
15. 1001 R 8Sep04 1,000.00 OLIN BRASS HOLDINGS 9504 O
1-Group Apl 2-Itm Apl
Check/VRA Reconciliation Screen
8. Outstanding Check/VR Reconciliation Page 181
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Group Application
Access the Group Apl action bar option. The following window is displayed.
Group Application
Start End Typ Status
1 8 R C
Group Application window
Enter the Starting and Ending Line numbers of the checks (Typ R) or VRAs (Typ V) you want to change
the status of, as well as the Status code (C, O, or S).
Press <Enter>.
Every time you clear checks/VRAs, the Amounts are added to the Total Cleared in the top right-hand
corner of the screen. If you stop (S) or reinstate (O) checks/VRAs marked ‘C’, the Total Cleared
decreases.
Check Clearing 5Nov95
Total Cleared
Bank:CHASE MANHATTAN U.S. DOLLAR 22538.49
Line ChkNo Type Date Amount Payee Fiscal Stat
1. 43 V 22Aug04 324.82 ARMCO 9503 C
2. 44 V 25Aug04 100.00 ARMCO 9503 C
3. 46 V 25Aug04 200.00 ARMCO 9503 C
4. 555 R 12Jul04 10,600.88 ARMCO 9502 C
5. 556 R 5Jul04 200.00 ARMCO 9502 C
6. 557 R 15Jul04 617.65 ARMCO 9502 C
7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 C
8. 578 R 25Aug04 578.21 ARMCO 9503 C
9. 579 R 25Aug04 21,981.43 OLIN BRASS HOLDINGS 9503 O
10. 580 R 25Aug04 2,304.79 AMERICAN STEEL PROCESSORS INC 9503 O
11. 581 R 25Aug04 9,411.01 MIDWEST CONSOLIDATED 9503 O
12. 582 R 6Sep04 16,423.33 OLIN BRASS HOLDINGS 9504 S
13. 777 R 19Oct04 951,342.70 ARMCO 9505 O
14. 888 R 19Oct04 994,999.25 ARMCO 9505 O
15. 1001 R 8Sep04 1,000.00 OLIN BRASS HOLDINGS 9504 O
1-Group Apl 2-Itm Apl
Check/VRA Reconciliation screen – Group Application completed
8. Outstanding Check/VR Reconciliation Page 182
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Item Application
To modify the status of a single check or VRA, access the Itm Apl action bar option. The following
window is displayed:
Item Application
Line Status
4
The cursor is automatically placed in the Line column to allow you to select the line pertaining to the
check or VRA you want to update. After selecting the line number, press <Enter>. The cursor will now
be in the Status column allowing you to enter ‘C’, ‘O’, or ‘S’, or press <F4> to return to the selection
screen without making any modification.
Check Clearing 5Feb04
Total Cleared
Bank:CHASE MANHATTAN U.S. DOLLAR 10541.75
Line ChkNo Type Date Amount Payee Fiscal Stat
1. 43 V 22Aug04 324.82 ARMCO 9503 C
2. 44 V 25Aug04 100.00 ARMCO 9503 C
3. 46 V 25Aug04 200.00 ARMCO 9503 C
4. 555 R 12Jul04 10,600.88 ARMCO 9502 O
5. 556 R 5Jul04 200.00 ARMCO 9502 O
6. 557 R 15Jul04 617.65 ARMCO 9502 O
7. 558 R 7Jul04 9,916.93 BETHLEHEM STEEL CORP. 9502 C
8. 578 R 25Aug04 578.21 ARMCO 9503 O
9. 579 R 25Aug04 21,981.43 OLIN BRASS HOLDINGS 9503 O
10. 580 R 25Aug04 2,304.79 AMERICAN STEEL PROCESSORS INC 9503 O
11. 581 R 25Aug04 9,411.01 MIDWEST CONSOLIDATED 9503 O
12. 582 R 6Sep04 16,423.33 OLIN BRASS HOLDINGS 9504 S
13. 777 R 19Oct04 951,342.70 ARMCO 9505 O
14. 888 R 19Oct04 994,999.25 ARMCO 9505 O
15. 1001 R 8Sep04 1,000.00 OLIN BRASS HOLDINGS 9504 O
1-Group Apl 2-Itm Apl
Check Reconciliation screen
Every time you clear a check, the Check Amount is added to the Total Cleared in the top right-hand
corner of the screen. If you stop (S) or reinstate (O) a check marked ‘C’, the Total Cleared decreases.
End of Month Cleanup
In order to avoid the carry forward of check and VRA information which is not necessary for future bank
reconciliations, the Accounts Payable End of Period function can remove the checks and VRAs whose
status is ‘S’ or ‘C’ from the Outstanding Check table. This is based on the Product Installation Option
OSC=X and the AP Installation Options <apaapo>. Refer to the chapter on End of Period procedures for
details.
8. Outstanding Check/VR Reconciliation Page 183
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
STOP PAYMENTS AND CHECK/VRA WRITE OFFS
The Check Reversal and the VRA Reversal action bar options described in the ‘Cash Disbursements’
chapter allow you to reverse a check or VRA transaction made in error. These functions annul the
transactions by making an identical entry in reverse. They also automatically change the status of the
check or VRA from O-Outstanding to S-Stopped. These functions should be your first option when a
Disbursement has to be reversed and a check/VRA re-issued for the same amount.
However, a Disbursement can only be reversed if the paid Items (Vouchers) have not been purged by the
AP End of Month. If the AP Items are no longer in the database, you need to:
1. Change from ‘O’ to ‘S’ the status of Checks/VRAs for which payment has been stopped.
2. Reverse the original Disbursement. The procedure will depend upon the follow-up transactions
involved (see Cases A, B, C and D below).
Situation
You recorded a Vendor Invoice for Office Expenses in the amount of $17,500. The entry, posted via the
Voucher Entry Processing, is as follows:
Voucher Gross Amount = $17,500
General Ledger Distribution: Debit Credit
Accounts Payable Control Account 17,500
Office Expenses 17,500
The Voucher was paid to the Vendor with a Check or a VRA.
Payment with a Check
A check in the amount of $17,500 has been issued and posted to the General Ledger via the Cash
Disbursement Processing:
General Ledger Distribution: Debit Credit
Bank Account 17,500
Accounts Payable Control Account 17,500
A Stop Payment has subsequently been issued.
Payment with a Bank Transfer/VRA
A VRA in the amount of $17,500 has been issued and posted to the General Ledger via the Cash
Disbursement Processing:
General Ledger Distribution: Debit Credit
Bank Account 17,500
Accounts Payable Control Account 17,500
8. Outstanding Check/VR Reconciliation Page 184
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
The Vendor didn’t receive his payment because the Bank Transfer was never done. A Stop Payment has
subsequently been issued.
Case A: A replacement check/VRA is issued for an identical amount.
Procedure – Case A
1. Record the Credit Memo or Voucher in Voucher Entry to reflect the Stop Payment:
Credit Memo or Voucher gross amount = $17,500
General Ledger Distribution Debit Credit
Bank 17,500
Accounts Payable Control Amount 17,500
2. Issue a second check/VRA through Cash Disbursements:
Check/VRA Amount = $17,500
Credit Memo/Voucher Open Item applied
NOTES:
1. This Procedure can be done for you automatically by Disbursement Reversals (see the Cash
Disbursements chapter), provided that the Vouchers on the check or VRA are still in the database, i.e.
the AP Paid Items records haven’t been purged by the MTH=999 Product Installation Option in the
AP End of Month. For checks/VRAs that have already been purged, you must use this procedure.
After you have done the reversal, you need only re-disburse the check/VRA by applying the Credit
Memo or Voucher.
2. The IRCs applied to the original Voucher are no longer in the system. Therefore, when you create a
new Voucher or a Credit Memo in replacement, you must enter the GL distribution manually.
Case B: A replacement check/VRA will be issued for a lesser amount in FULL payment
Procedure – Case B
1. Record the Credit Memo in Voucher Entry to reflect the Stop Payment:
Credit Memo gross amount = $16,000
General Ledger Distribution Debit Credit
Bank 17,500
Accounts Payable Control Amount 16,000
Office Expenses 1,500
2. Issue a second check/VRA through Cash Disbursements:
Check/VRA Amount = $16,000
Credit Memo Open Item applied
8. Outstanding Check/VR Reconciliation Page 185
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Case C: A replacement check/VRA will be issued for a greater amount in FULL payment
Procedure – Case C
1. Record the Credit Memo in Voucher Entry to reflect the Stop Payment:
Credit Memo gross amount = $20,000
General Ledger Distribution Debit Credit
Bank 17,500
Office Expenses 2,500
Accounts Payable Control Amount 20,000
2. Issue a second check/VRA through Cash Disbursements:
Check/VRA Amount = $20,000
Credit Memo Open Item applied
Case D: No replacement check/VRA will be issued.
Procedure – Case D.
Record an adjusting Journal Entry to annul the Voucher Entry and Cash Disbursement transactions, as
follows:
General Ledger Distribution Debit Credit
Bank 17,500
Office Expenses 17,500
NOTE: The Journal Entry can be posted directly in the General Ledger system via the Journal Entry
Posting. It can also be posted via the Voucher Entry in the Accounts Payable (in this case do
not enter a Voucher Amount and access directly the GL Distribution).
8. Outstanding Check/VR Reconciliation Page 186
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
LIST OF OUTSTANDING CHECKS
This report lists all the checks/VRAs: Outstanding (O), Cleared (C) or Stopped (S). To facilitate
reconciliation, you can request checks/VRAs issued through a particular bank, and checks/VRAs issued
up to a given Accounting Period.
To obtain a listing which is as current as possible, make sure that all Cash Disbursements have been
completed before you request the list.
In other words, if the listing is printed prior to closing a period in Accounts Payable, it will provide
information on all check/VRAs categories; if it is printed afterwards and OSC=X is set to N, it will only
show Outstanding Checks and VRAs.
List of Outstanding Checks
Report Program: APROSA
1. Selection Entry No.. 2475
2. One-Time/Permanent.. [O]
3. Report Type......... [D]
4. Bank Code........... [N]
5. Currency Code....... [N]
6. Accounting Period... 1406
7. Transaction Type.... [N]
8. Check Number........ [N] From: To:
9. Vendor Number....... [N] From: To:
10. Check Issue Date.... [N] From: / / To: / /
11. Check Net Amount.... [N] From: To:
12. Status Code......... [N]
13. Class............... [N]
14. S.I.C. Code......... [N]
15. Vendor Category..... [N]
16. Data Source......... [ ]
Item No :
1-Alter 2-Copy
List of Outstanding Checks Selection Entry screen
8. Outstanding Check/VR Reconciliation Page 187
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
List of Outstanding Checks
Detail Type
The top of the list shows the Bank, Currency and the Accounting Period selected. The report then
displays the checks by Accounting Period.
The first line shows the Accounting Period, and the following lines list all the check/VRA numbers in
numeric sequence. For each, the report specifies:
the Type: R = Regular Check (issued by the computer)
M = Manual Check
V = Vendor Remittance Advice
the Date, the Vendor number and the Payee Name
the Amount (outstanding, cleared or stopped)
When all the checks/VRAs have been listed, total amounts of the outstanding, cleared and stopped
columns, as well as the number of checks/VRAs for each, are shown for both the Accounting Period and
the Bank.
Total Only
The Total Only report shows only the Accounting Period and Bank Totals.
8. Outstanding Check/VR Reconciliation Page 188
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RUN: 1-Dec-04 14:34 *** eSTEL/AP *** apreposa866046 PAGE: 2
L I S T O F O U T S T A N D I N G C H E C K S
Bank:(1 ) CITICORP Currency:(US) U.S. Checks Posted Thru: ALL
------------------------------------------------------------------------------------------------------------------------------------
Fiscal Period ----------------------------AMOUNT-----------------------------
Chk # Chk Type Chk Date Vendor # Payee Outstanding Cleared Stopped
------------------------------------------------------------------------------------------------------------------------------------
04/12
-----
000001 R 21Oct04 1026 TESS INC. 761.00
000002 R 21Oct04 1010 US STEEL 679.00
000003 R 21Oct04 1011 WILLIAM OFFICE SUPPLIES 349.00
000004 R 21Oct04 1013 HERBERT MANUFACTURING INC 2,427.25
000005 R 21Oct04 1010 US STEEL 2,978.00
000006 R 19Oct04 1007 ABC FREIGHT COMPANY 5,793.17
000008 R 19Oct04 1020 NORTH EQUIPMENT & RENTALS INC. 4,976.00
000009 R 19Oct04 1005 PRIMARY STEEL PROCESSORS 10,464.12
000010 R 19Oct04 1012 NEW TELEPHONE COMPANY 23,421.53
000011 R 19Oct04 1019 J.J. LLOYDS INC. 246.00
000012 M 26Oct04 1005 PRIMARY STEEL PROCESSORS 5,460.00
000014 R 19Oct04 1032 JOHN WILSON INC. 4,233.78
000016 R 19Oct04 1010 US STEEL 40,546.54
000019 R 19Oct04 1011 WILLIAM OFFICE SUPPLIES 13,321.72
000020 R 19Oct04 1023 US ELECTRICITY 27,235.00
000025 M 20Nov04 1032 MAXWELL FURNITURE 333.00
000026 M 20Nov04 1011 WILLIAM OFFICE SUPPLIES 345.00
000027 R 16Nov04 1010 US STEEL 1,000.87
000028 R 16Nov04 1020 NORTH EQUIPMENT & RENTALS INC. 5.00
04/12 Total........ 44,757.37 98,708.61 1,110.00
Number Of Checks......... 10 7 2
------------------------------------------------------------------------------------------------------------------------------------
Bank Total........ 44,757.37 98,708.61 1,110.00
Number Of Checks......... 10 7 2
*** END OF REPORT ***
List of Outstanding Checks – Detail
8. Outstanding Check/VR Reconciliation Page 189
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RUN: 1-Dec-04 14:34 *** eSTEL/AP *** apreposa867046 PAGE: 2
L I S T O F O U T S T A N D I N G C H E C K S
Bank:(1 ) CITICORP Currency:(US) U.S. Checks Posted Thru: ALL
------------------------------------------------------------------------------------------------------------------------------------
Fiscal Period ----------------------------AMOUNT-----------------------------
Chk # Chk Type Chk Date Vendor # Payee Outstanding Cleared Stopped
------------------------------------------------------------------------------------------------------------------------------------
04/12
-----
04/12 Total........ 44,757.37 98,708.61 1,110.00
Number Of Checks......... 10 7 2
------------------------------------------------------------------------------------------------------------------------------------
Bank Total........ 44,757.37 98,708.61 1,110.00
Number Of Checks......... 10 7 2
*** END OF REPORT ***
List of Outstanding Checks – Totals Only
8. Outstanding Check/VR Reconciliation Page 190
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
9. PERIODIC PROCEDURES
INTRODUCTION
The End of Period procedures are used to close a specific Accounting Period for Accounts Payable. The
closing function is run independently from all others.
This function is executed when you determine that no further transactions will be posted under a
particular Accounting Period. Once closing occurs, you can no longer post entries to the completed
Period or, for that matter, to any preceding Period.
END OF PERIOD PROCEDURES
Failure on the part of users to implement correct procedures in their proper sequence has been identified
as one of the major causes of computer system ‘downtime’. We therefore recommend that you adhere
strictly to the following procedures, in the given sequence. This will ensure optimal benefits from the
eSTEL/AP system.
Daily Procedures
Voucher Processing
1. Enter Vouchers/Memos into the system.
2. Run the Voucher Edit List.
3. Verify all entries and make any changes, if necessary.
4. Update Vouchers.
5. Print the Purchase Journal.
Cash Disbursements
1. Enter Cash Disbursements and/or execute the Automatic Payment Scheduling function.
2. Enter Manual checks in Cash Disbursements Entry.
3. Run the Disbursement Edit List.
4. Verify all entries and make any changes, if necessary.
5. Update Cash Disbursements for transactions in all Accounting Periods.
6. Print the checks for the current Accounting Period.
7. Print the Cash Disbursement Journal.
9. Periodic Procedures Page 192
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Monthly Procedure
Before the End of Month procedure actually takes place, you must complete the following steps for the
Accounting Period:
1. Complete Voucher Processing for all Vouchers/Memos. (Update vouchers for the current period).
2. Complete Cash Disbursements for all disbursements/adjustments/checks. (Update disbursements for
all periods. Print all checks for the current period).
3. Record all voided checks.
4. Record all cleared/stopped checks.
5. Print the following reports for future reference:
o Outstanding Check List
o Monthly Purchase Journal
o Monthly Cash Disbursement Journal
o Accounts Payable Open Item List (with audit option)
6. Run the AP Preliminary Month End Scan
NOTE: As a precautionary measure, we strongly recommend that you take a backup of your database
immediately before you execute the Accounts Payable End of Month procedure.
At this point, make sure that no other user is able to logon to the computer system.
9. Periodic Procedures Page 193
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
ACCOUNTS PAYABLE PRELIMINARY MONTH END SCAN
Before the End of Month procedure actually takes place, a Preliminary Scan is performed in order to
confirm the following tasks have been completed for the current Accounting Period being closed:
All vouchers for the current period must be updated.
All Cash Disbursements for all periods must be updated.
All checks for the current period must be printed.
Session Log
The AP Preliminary Month End Scan Session Log is automatically sent directly to your printer when the
scan is complete. If there are messages in the Log, corrections should be made prior to running the AP
End of Month.
9. Periodic Procedures Page 194
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
ACCOUNTS PAYABLE END OF MONTH
End of Month closing functions are grouped in an End of Month batch procedure, since they must be run
when no other terminals use the computer. They include table cleanup procedures that are described
below.
Once the Period End of Month Closing is completed, you must check that it was successful. This is done
by verifying that the period has rolled to the next one in the Accounts Payable Company table, and by
verifying that there are no error messages on the batch output, as well as on the End of Month log that is
spooled automatically.
Other users may then resume operations.
Refer to ‘Appendix G – AP End of Month Reporting’ for additional information on running end of month
reports for current and prior periods.
Tables Affected by the AP End of Month Procedure
Accounts Payable Company Table
The current Accounting Period is advanced to the next one.
Vendor Balance Table
The Current Monthly Purchases and Payments are moved to the previous month’s buckets.
Accounts Payable Open/Paid Item Table
Individual Open Items older than the defined number of months and with a balance equal to ‘0’ are
deleted, along with any associated payment transaction records and, if applicable, the archived VRA.
The Product Installation Option MTH=999 is available to retain a user-determined set of Open Item
transactions for subsequent inquiry after the Open Item has been paid in full. Please see the Product
Installation Options Guide for details.
Invoice History Table
Invoice History records are deleted if the associated record in the Accounts Payable Open Item table
has been removed and the invoice date is at least equal to the value set in the AP Installation Options
table <apaapo>.
Purchase Journal and Cash Disbursement Journal
The Purchase Journal and Cash Disbursement Journal records are deleted based on the retention
period set by the PJL=99 Product Installation Option.
Check Print Files
The Check Batch, Check Header and Check Detail records all get deleted.
NOTE: This is the reason why the Preliminary Scan as well as the End of Month programs verify
that checks have been printed prior to proceeding with the cleanup procedure.
Outstanding Check Table
The Product Installation Option OSC=X controls the purging of checks and VRAs thanks to the
following three options:
9. Periodic Procedures Page 195
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
N - (Default.) O-Outstanding checks are not purged. Checks/VRAs that have been C-Cleared or S-
Stopped during the month are purged.
L - O-Outstanding checks are not purged. Checks/VRAs that have been C-Cleared or S-Stopped
during the month are retained for one month.
Y - This option is used if you are not performing reconciliation in-house. O-Outstanding
checks/VRAs are automatically purged after the number of months of Retention set in the AP
Installation Options <apaapo> plus one month. Checks/VRAs that have been C-Cleared or S-
Stopped during the month are purged immediately.
Example:
Check No Fiscal
period
Check was
issued
Current
Status
Date the Check
was Cleared or
Stopped
102 0414 O --------
103 0614 C 4 Jul 2014
104 0614 O --------
105 0714 O --------
106 0714 C 10 Jul 2014
107 0714 S 4 Jul 2014
The current AP Period is July 2014 (0714). The checks 103, 106 and 107 have been cleared or stopped
during the month of October.
Option N
The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 get
deleted when the Accounting Period 0714 is closed.
Option L
The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 will be
deleted when the Accounting Period 0814 is closed.
Option Y with a Check Retention of 2 Months
The check 102 gets deleted when Accounting Period 0714 is closed. The check 104, if not cleared before,
will get deleted when Accounting Period 0914 is closed and the checks 104 and 105, if not cleared before,
will get deleted when Accounting Period 1014 is closed. The checks 103, 106 and 107 get deleted when
the Accounting Period 0714 is closed.
AP End of Month Session Log
Note that the AP End of Month Session Log is directed automatically to the printer defined under
your eSTEL/SCOPE User Login. The Log does not interface to eSTEL/SCOPE.
NOTE: Log aptemc999999 is stored in the spool directory for reference in case of errors.
9. Periodic Procedures Page 196
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
ACCOUNTS PAYABLE END OF YEAR
When the system executes the End of Month procedure for the 12th Accounting Period, the following
fields in the Vendor Balance table are automatically reset to ‘0’:
Purchase Year-to-Date
Discounts taken Year-to-Date
Discounts lost Year-to-Date
The amounts in these fields are moved to ‘Previous Year’.
The amounts that were in ‘Previous Year’ are deleted.
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
10. 1099 INFORMATION
OVERVIEW
1099 Reporting Categories are established by the government to ensure that Vendors report all payments
received from their customers for goods delivered or services rendered which fall in these categories.
The 1099 Reporting Categories define certain types of payments for which you are requested to maintain
information. You use that information to complete your IRS 1099 reports.
In the Vendor Account, you can enter a 1099 Reporting Category to define the type of merchandise
delivered or services rendered by that Vendor. When you do so, all Cash Disbursements to that particular
Vendor are automatically registered in the 1099 Information table. You can also add 1099 Information as
and when required.
10. 1099 Information Page 198
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 INFORMATION MAINTENANCE
The 1099 Information maintenance screen is used to Add, Change, Delete or Look-Up that information.
1099 Maintenance
Vendor..
Bank....
Category
Item No :
1-Add 2-Delete
1099 Information screen
Action Bar Action
Add Add one or more specific transactions (see below).
Delete Delete one or more specific transactions.
10. 1099 Information Page 199
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Add 1099 Information
Press <F8 > to bring you to the action bar to add a record. You are requested to enter a valid Vendor
number at the bottom of the screen. The Vendor Name is automatically displayed.
After the Vendor number, enter the date of the check you want to include in the 1099 Information, the
Bank, Check number, 1099 Reporting Category and Check Amount.
NOTE: All the fields are mandatory.
1099 Maintenance
Vendor..
Bank....
Category
Total Amount .
Vendor Chk Dt Bnk Check No Cat Amount
1. / / .
2. / / .
3. / / .
4. / / .
5. / / .
6. / / .
7. / / .
8. / / .
9. / / .
10. / / .
1010 ARMCO 02/02/04 1 8500 MISC 650.00
Item No :
1-Add 2-Delete
1099 Information screen – Add Mode
Press <Enter>. The transaction is accepted and the information is displayed in the middle part of the
screen.
10. 1099 Information Page 200
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1099 Maintenance
Vendor..
Bank....
Category
Total Amount .
Vendor Chk Dt Bnk Check No Cat Amount
1. 1010 ARMCO 02/02/04 1 8500 MISC 650.00
2. / / .
3. / / .
4. / / .
5. / / .
6. / / .
7. / / .
8. / / .
9. / / .
10. / / .
/ / .
Item No :
1-Add 2-Delete
1099 Information screen – completed entry
You can enter other transactions involving different Vendors. As long as you remain within this screen,
the transactions are added one after the other.
1099 Maintenance
Vendor..
Bank....
Category
Total Amount .
Vendor Chk Dt Bnk Check No Cat Amount
1. 1010 ARMCO 02/02/04 1 8500 MISC 650.00
2. 1020 OLIN 01/01/04 1 7502 MISC 1250.63
3. 2000 WARNER 01/12/04 1 6514 MISC 750.89
4. / / .
5. / / .
6. / / .
7. / / .
8. / / .
9. / / .
10. / / .
/ / .
Item No :
1-Add 2-Delete
1099 Information screen
10. 1099 Information Page 201
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Change, Delete or Look-Up Information
1099 Information can be changed, deleted or looked up as required.
1099 Maintenance
Vendor..
Bank....
Category
Item No :
1-Add 2-Delete
1099 Information screen
The top part of the screen is used to enter your selection criteria.
Function Key Function
Vendor Enter a Vendor number. The Vendor Name is displayed automatically.
Bank Enter the Bank through which the Disbursements occurred, or leave blank for all.
Category Enter a specific 1099 Reporting Category, or leave blank for all.
All checks issued to that Vendor in return for merchandise delivered or services rendered, and meeting
the selection criteria, are displayed.
10. 1099 Information Page 202
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 Maintenance
Vendor.. 1010 ARMCO
Bank.... 1 CHASE MANHATTAN
Category MISC MISCELLANEOUS
Total Amount 1959589.77
Vendor Chk Dt Bnk Check No Cat Amount
1. 1010 ARMCO 07/26/03 1 123 MISC 324.82
2. 08/25/03 1 251 MISC 100.00
3. 08/25/03 1 252 MISC 200.00
4. 09/06/03 1 9000 MISC 11973.00
5. 10/19/03 1 777 MISC 951342.70
6. 10/19/03 1 888 MISC 994999.25
7. 02/02/04 1 8500 MISC 650.00
8. / / .
9. / / .
10. / / .
Item No :
1-Add 2-Delete
1099 Information screen – Change Mode
To modify a transaction, enter its line number. The transaction is displayed at the bottom of the screen.
Press <Enter> to advance to the next field and make the necessary changes.
To delete a transaction, re-call its line number, and then press <F8> to access the Delete action bar option.
NOTE: You can also delete blocks of transactions with the 1099 Information Cleanup function (see
next section).
10. 1099 Information Page 203
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 Maintenance
Vendor.. 1010 ARMCO
Bank.... 1 CHASE MANHATTAN
Category MISC MISCELLANEOUS
Total Amount 1959589.77
Vendor Chk Dt Bnk Check No Cat Amount
1. 1010 ARMCO 07/26/03 1 123 MISC 324.82
2. 08/25/03 1 251 MISC 100.00
3. 08/25/03 1 252 MISC 200.00
4. 09/06/03 1 9000 MISC 11973.00
5. 10/19/03 1 777 MISC 951342.70
6. 10/19/03 1 888 MISC 994999.25
7. 02/02/04 1 8500 MISC 650.00
8. / / .
9. / / .
10. / / .
1010 ARMCO 10/19/03 1 888 MISC 994999.25
Item No : 6
1-Add 2-Delete
1099 Information screen – Change Mode
10. 1099 Information Page 204
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 INFORMATION REPORT
You can produce selective reports on 1099 Information.
1099 Worksheet Listing Options
Report Program: APR19A
1. Selection Entry No.. 1012
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: To: 999999
Vendor Name......... From: To:
4. Report Type......... [D]
5. 1099 Category....... [N]
6. Check Issue Date.... [N] From: / / To: / /
7. Net Check Amount.....[N] From: To:
Item No :
1-Alter 2-Copy
1099 Information Report Selection Entry screen
1099 Worksheet List
Detail Type
The reports shows, for each Vendor: Number, Name and Address.
For each transaction, it then lists the following information:
Check Date
Check number
Transaction Type (Check or VRA)
1099 Reporting Category
Net Amount of the transaction (check amount)
Total Amount for the Vendor
When all the Vendors have been listed, a Grand Total of 1099 transactions for all Vendors is given.
Summary
The Summary report shows, for each Vendor: Number, Name and Address, and total Amount of his 1099
Transactions.
10. 1099 Information Page 205
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
When all the Vendors have been listed, a Grand Total of 1099 transactions for all Vendor is given.
Total
The Total report shows a Grand Total of all the 1099 transaction amounts.
10. 1099 Information Page 206
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1099 Worksheet Listing
Vendor: 1010 ARMCO
703 CURTIS STREET
MIDDLETOWN, OH
45043
Tax ID#:
----------------------------------------------------------
Check Date Check# Trs Type 1099 Category Net Amount
----------------------------------------------------------
15/07/01 01 V MISC 1,000.00
15/07/03 03 V MISC 30.00
15/09/15 10 V MISC 500.00
15/07/15 11 V MISC 10,000.00
15/09/09 12 V MISC 350.00
15/12/12 15 V MISC 250.00
15/07/03 422 M MISC 222.00
15/11/11 25 V MISC 5.00
15/10/10 60 V MISC 600.00
Total For: ARMCO 12,957.00
Vendor: 1020 OLIN BRASS
2561 SHAMROCK STREET
EAST ALTON, IL
62024-1174
Tax ID#:
----------------------------------------------------------
Check Date Check# Trs Type 1099 Category Net Amount
----------------------------------------------------------
15/06/15 1103 R MISC 26,000.00
Vendor: 1070 ALUMINUM COMPANY OF AMERICA
4349 ANDERSON DRIVE SOUTH
CHICAGO, IL
60658
Tax ID#:
----------------------------------------------------------
Check Date Check# Trs Type 1099 Category Net Amount
----------------------------------------------------------
15/07/02 10 R MISC 5,623.14
1099 Worksheet Listing – Detail
10. 1099 Information Page 207
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RUN: 8-Jul-04 15:38 eSTELPLAN apr19a000183 PAGE: 2
1099 Worksheet Listing
Vendor : 1010 ARMCO 12,957.00
703 CURTIS STREET
MIDDLETOWN, OH
45043
Tax ID#:
Vendor : 1020 OLIN BRASS 26,000.00
2561 SHAMROCK STREET
EAST ALTON, IL
62024-1174
Tax ID#:
Vendor : 1070 ALUMINUM COMPANY OF AMERICA 5,623.14
4349 ANDERSON DRIVE SOUTH
CHICAGO, IL
60658
Tax ID#:
Vendor : 2020 VESSEL CHARTERS INC 55,000.00
P.O. BOX 2345
MIAMI, FL
52362
Tax ID#:
Vendor : 2030 JENSEN REAL ESTATE HOLDINGS 26,000.00
1500 SHELBURNE AVE
CHICAGO, IL
60688
Tax ID#: 8917-JRH-06
Grand Total: 125,580.14
1099 Worksheet Listing – Summary
10. 1099 Information Page 208
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 Form Options
Report Program: APF19B
1. Selection Entry No.. 1013
2. One-Time/Permanent.. [O]
3. Vendor Sequence..... [N]
Vendor Number....... From: To: 999999
Vendor Name......... From: To:
4. 1099 Category....... [N]
5. Check Issue Date.... [N] From: / / To: / /
6. Net Check Amount.....[N] From: To:
Item No :
1-Alter 2-Copy
1099 Form Option Selection Entry screen
10. 1099 Information Page 209
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
1099 INFORMATION CLEANUP
The 1099 Information Cleanup is not done automatically, as all companies may not necessarily want to
purge their 1099 information at the same time.
However, the general practice is to purge the records of the preceding year, and/or the ones you no longer
require.
NOTE: You can also delete transactions one at a time with the 1099 Information maintenance
function (see previous section).
1099 Clean-Up
Report Program: APD199
1. Selection Entry No.. 1014
2. One-Time/Permanent.. [O]
3. Check Issue Date.... [Y] From: 07/01/04 To: 07/09/04
4. Vendor Number....... [N] From: To:
5. Category Code....... [N]
6. Net Check Amount.... [N] From: To:
Item No :
1-Alter 2-Copy
1099 Information Cleanup Selection Entry screen
A session log is created, detailing purged transaction data.
Purged 1099 Transactions are sorted by Date on the session log. The log also shows the Vendor number,
Check or VRA number, Transaction Type, 1099 Reporting Category and Check Amount.
10. 1099 Information Page 210
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RUN: 18Apr16 11:28 STELPLAN METAL COMPANY scrslg039253 PAGE: 1
Clean-up 1099 Transactions
Ssn ID Brh Reference Message
- Clean-up 1099 Transactions Selections
-------------------------------------
Report Sequence No........... 27774
Select
Check Date.......... From: 1Apr15 To: 30Apr15
Vendor Number....... [N] From: To:
Category Code....... [N]
Check Net Amount.... [N] From: To:
1Apr15 1060 569 M SUB 253.2
12Apr15 1060 25 V SUB 500.0
13Apr15 1060 131 V MISC 150.0
13Apr15 1060 132 V MISC 2,835.0
Processing completed...
* End of Report: STELPLAN METAL COMPANY *
1099 Information Clean-Up – Session Log
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX A
INITIALIZE ACCOUNTS PAYABLE APPLICATION
Initialize Accounts Payable Application
Enter the current A/P Accounting Period 0402
<Error>
This is not the Current A/P Accounting Period in the A/P Company File.
No Vendor Accounts Have been entered.
Initialize Accounts Payable Application screen
This function has been developed as an interactive process to assist you in ensuring that the reference
information for Accounts Payable has been correctly defined and verified.
Enter the AP Accounting Period as prompted. If no errors are found, then you are prompted if you wish
to start live operation of the Accounts Payable. The default is N-No. If you override the default with Y-
Yes, then the following message is displayed:
“Once you proceed you can no longer change the reference information.
Are you sure you wish to proceed? N”
The default is ‘N’. If you answer ‘Y’, the system changes the ‘Application in Use’ indicator from ‘N’ to
‘Y’. This allows you access to the Accounts Payable Initial Loading function or you may start entering
transactions.
Appendix A Page 212
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
If errors are encountered, they are displayed on the screen. You must investigate and rectify the cause of
the message and re-run this function. You are not given the prompt “Do You Wish to Start Live
Operation of Accounts Payable” unless the function runs free of error messages.
Possible Error Messages
“AP record not on file”
This message is given if you have not entered any Accounts Payable Company Information.
“This is not the Current AP Accounting Period in the AP Company File”
This message is given if the period you entered is different than the current period in your AP Company
table.
“Bank in AP Company file does not correspond to Base Currency”
This message is given if the bank entered in your AP Company table does not correspond to the base
currency transactions.
“No Vendor Accounts have been entered”
This message is given if no vendors have been entered through the Vendor Information table.
“A/P Installation Options File Not Found”
This message is given if the AP Installation Options table is not established.
This function only changes the ‘Application in Use’ indicator from ‘N’ to ‘Y’. If you re-run it after it has
already run successfully you will receive an error message:
“Application Code has been set to Yes”
Appendix A Page 213
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Initialize Accounts Payable Application 01Mar04
CON 27
Enter the current A/P Accounting Period 0403
Do You Wish To Start Live Operations of A/P? N
Initialize Accounts Payable Application screen
Appendix A Page 214
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX B
INITIAL LOADING OF ACCOUNTS PAYABLE TRANSACTION
To begin operating eSTEL/AP, you must enter the outstanding transactions of your Vendor Accounts.
This involves closing your manual (or old computerized) Accounts Payable subledger and entering all
outstanding transactions (Vouchers, Credit/Debit Memos, etc.), to arrive at a starting balance on the
computer which balances with your previous Accounts Payable subledger.
The loading function is used to enter and correct the initial Outstanding Transactions with Vendors in
your Accounts Payable system.
A Session Log is produced automatically at the end of each entry session. It contains a record of each
transaction entered or deleted in the Loading function. You must print it to verify that the transactions
were entered correctly.
Prerequisite
Before you begin loading Accounts Payable Transactions, you must have created your Vendor Accounts.
(See the Vendor Maintenance chapter in the eSTELPLAN Reference manual.)
Appendix B Page 216
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ENTER ACCOUNTS PAYABLE TRANSACTIONS
1. Complete the posting of all Vendor transactions under your previous manual or computerized
Accounts Payable system.
2. Prepare a list of all outstanding Vendor Open Items/Balances in the Accounts Payable subledger.
3. On the entry screen, key in the required information as prompted.
Initial Open Item transactions can be added or deleted as required.
Open Item Loading
1. Vendor Number....... 1060 ABC FREIGHT CO
2. Reference Date...... 07/06/04
3. Reference Branch.... PHI eSTELPLAN PHILADELPHIA
4. Reference Type...... VR
5. Reference Number....
6. Check Remarks.......
Full and final payment
7. Invoice Number...... 14996-A
8. Description......... SHIP TO BRH CHI
9. Total A/P Amount.... 1549.24
10. Terms of Payment.... 11 NET 7 DAYS
11. Due Date............ 07/13/04
12. Discount Date.......
13. Discount Amount.....
14. Hold Code...........
15. Exchange Rate....... 1.00000000 U.S. DOLLAR
Item No :
1-Alter 2-Copy 3-Delete
Initial Loading of Accounts Payable Transactions – Entry screen
Field Name Default Validation Description
Vendor Number Vendor
Reference
Enter the Vendor number for whom you are entering
outstanding transactions.
Reference Date Valid Date Enter the date of the Voucher/Memo.
Branch SECUR User
Branch
Branch Enter a Branch.
Reference Type VR VR, DM, CM Identify the type of transaction added or deleted.
Options are:
VR Voucher
DM Debit Memo
CM Credit Memo
Appendix B Page 217
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Field Name Default Validation Description
Reference Number System
Assigned
Press <Enter>. At the end of the record entry,
the system automatically assigns the appropriate
Reference number, according to the Controlled
Sequence number table for the Reference Type and
Branch.
Check Remarks You may enter remarks that pertain to this
invoice. When you print the check, these remarks
print directly under this Open Item.
Invoice Number Enter the Vendor’s Invoice number.
Description This field is for optional remarks.
Total A/P Amount Must be
greater
than 0.
It is
displayed
as a
positive
number
even
though
Debit Memo
Amounts
are
negative
internally
Enter the total amount of the transaction.
Terms of Payment Vendor
Terms
Can be overridden.
Due Date The Due Date is calculated according to the Terms
of Payment and the Reference Date entered above.
It can be overridden.
Discount Date Discount
Date
cannot be
less than
Reference
Date
If applicable, the date is calculated according to
the Terms of Payment and the Reference Date
entered above (default). It can be overridden.
Discount Amount The amount is calculated according to the Terms of
Payment and the Total Accounts Payable Amount
entered above (default). It can be overridden.
Item Hold Code C, P,
blank
Item Hold is used to delay the payment of an Item.
Options are:
P Permanent Hold
C Cycle Hold
<Enter> to skip this feature
An Item on Permanent Hold stays on hold until you
release it by recalling it and removing the code.
An Item or Cycle Hold is automatically released
after the next Cash Disbursement Update.
NOTE: With Open Item Hold/Release, you can
release or put on Hold more than one Item
at a time. (See the Accounts Payable Open
Item Hold/Release section.)
Exchange Rate Vendor
Currency
You can access this field only if the Vendor’s
Currency is other than the Base Currency.
Appendix B Page 218
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
When you have entered all Accounts Payable Transactions, go to eSTEL/SCOPE and print all your
session logs.
The session log lists the following information:
Nature of the entry (add, delete)
Vendor number
Date of the Invoice (Reference Date)
Reference number (Voucher/Memo number)
Description (if any)
Vendor’s Invoice number
Hold Status
Branch
Accounts Payable Amount
Due Date
Discount Date and Discount Amount
Exchange Rate
RUN: 1-Dec-04 11:57 *** eSTEL/AP *** apacdpyl410046 PAGE: 1
Open Item Header Maintenance Session Log
------------------------------------------------------------------------------------------------------------------------------------
Vend # Ref Dt Ref # Description Invoice # Hld Brh Amount Due Dt Disc Dt Disc Amt Exchng Rt
------------------------------------------------------------------------------------------------------------------------------------
Add:
1026 2Oct04 VR045411 PARTIAL SHIPMENT 1216 001 4,200.00 2Nov04 12Oct04 21.00
Delete:
1026 2Oct04 VR045411 PARTIAL SHIPMENT 1216 001 4,200.00 2Nov04 12Oct04 21.00
Add:
1034 3Oct04 CM000007 78 002 690.00 3Nov04 3Oct04
Add:
1034 29Oct04 DM000009 151 003 578.00 29Oct04 29Oct04
Add:
1034 25Oct04 VR045412 11 003 125.00 24Nov04 4Nov04 .63
Add:
1034 28Sep04 VR045413 78 002 1,786.00 20Nov04
Add:
1011 10Aug04 VR045414 456 003 3,351.00 20Sep04
Add:
1013 25Sep04 VR045415 70 002 4,521.00 27Oct04
Add:
1019 15Oct04 VR045416 001 996.00 14Nov04 25Oct04 4.98
Initial Loading of Accounts Payable Session Log
Appendix B Page 219
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VERIFY THE ENTRIES
Verify that you have correctly made all entries and that the eSTEL/AP totals balance with the previous
subledger totals.
Close the last period for which you intend to process Accounts Payable data on your old system.
Prepare a detailed Open Item List of each Vendor. (Refer to the ‘Reports and Inquiries’ chapter.)
Compare the new Open Item List to the one produced by your old system. Check each Vendor’s balance
and the aging of his transactions.
If necessary, check the transactions entered one by one until all are correct.
Any incorrect transaction can be deleted and re-entered correctly.
After all transactions are corrected and verified, print a final Open Item List, so that you have a detailed
list of all starting eSTEL/AP transactions for each Vendor. These reports must be filed in a permanent
Accounts Payable table for future reference or audit review.
Appendix B Page 220
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eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX C
SALES TAX PROCESSING
The features described in this appendix address the information collection and basic reporting
requirements for GST/VAT Tax information.
These features provide, in your eSTEL/AP system, a level of sophistication similar to the Sales and
Accounts Receivable modules.
These functions capture the raw information within the eSTELPLAN database to enable you to extract
and print GST/VAT analysis information.
Appendix D Page 222
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TAX REGIONS
The Tax Regions Reference table is used for storing purchase GST/VAT rates in the same way that sales
VAT rates are currently stored.
Following are some examples of Tax Region setups for GST/PST usage.
Tax Regions
1. Tax Region.......... CAGST
2. Description......... GOODS AND SERVICES TAX
3. Rate................ 7.000
4. Sales Tax Type...... 1
5. Basic G/L Account... 2420
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – Example with GST
Refer to the eSTELPLAN Reference manual for information on how to set up Tax Region information.
Appendix D Page 223
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Regions
1. Tax Region.......... CAQUE
2. Description......... QUEBEC
3. Rate................ 8.000
4. Sales Tax Type...... 2
5. Basic G/L Account... 2421
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 1
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – Example with PST
Sales Tax on Mat/Frt/Pro/Oth
As there is no benefit in requiring Accounts Payable data entry operators required to manually break
down the payable transaction in this format, these fields can be left as ‘N’ when defining the Tax Region.
Following are some examples of Tax Region setups for European VAT usage.
Appendix D Page 224
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Regions
1. Tax Region.......... VATSTD
2. Description......... V.A.T.
3. Rate................ 17.500
4. Sales Tax Type...... 1
5. Basic G/L Account... 2250
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – Example with VAT
Tax Regions
1. Tax Region.......... VATZR1
2. Description......... V.A.T. ZERO-RATED (TYPE 1)
3. Rate................
4. Sales Tax Type...... 1
5. Basic G/L Account... 2251
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – VAT Zero-Rated (Type 1)
Appendix D Page 225
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Regions
1. Tax Region.......... VATZR2
2. Description......... V.A.T. ZERO-RATED (TYPE 2)
3. Rate................
4. Sales Tax Type...... 2
5. Basic G/L Account... 2251
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – VAT Zero-Rated (Type 2)
Tax Regions
1. Tax Region.......... VATEX1
2. Description......... V.A.T. EXEMPTED (TYPE 1)
3. Rate................
4. Sales Tax Type...... 1
5. Basic G/L Account... 2252
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – VAT Exempted (Type 1)
Appendix D Page 226
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Regions
1. Tax Region.......... VATEX2
2. Description......... V.A.T. EXEMPTED (TYPE 2)
3. Rate................
4. Sales Tax Type...... 2
5. Basic G/L Account... 2252
6. Sales Tax on Mat.... N
7. Sales Tax on Prs.... N
8. Sales Tax on Frt.... N
9. Sales Tax on Oth.... N
10. Compound on Taxes... 0
11. Usage Status........ A
Item No :
1-Alter 2-Copy
Tax Regions screen – VAT Exempted (Type 2)
Appendix D Page 227
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VENDOR REFERENCE INFORMATION
The Vendor Reference Information contains the following Sales Tax related information:
Vendor Information
Accessing By Vendor Number
1. Vendor Number....... 7800
38. Terms of Payment.... 5
39. Purchasing Terms.... 5
40. Account Opened Date. 04/01/04
41. Customer/Vendor Cat. SM
42. Vendor Hold Code.... N
43. SIC Code............ 3300
44. 1099 Category.......
45. Tax ID Number.......
46. Currency............ CD
47. Tag Prefix.......... AR
48. Tax Rgn Apl
CAGST A
CAQUE A
49. Usage Status........ A
Item No :
1-Alter 2-Copy
Vendor Reference Information – GST/PST
Tax Region
Each Vendor is coded with up to 2 Tax Regions. These then form the basis for the calculation of
GST/VAT Tax at the time of Voucher or Cash Disbursement Entry and the subsequent analysis of the
purchase transactions for tax purposes.
These Tax Regions are used as transaction defaults during both Voucher Entry and Cash Disbursement
Entry.
Appendix D Page 228
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Following is an example of a typical Vendor setup for European VAT usage.
Vendor Information
Accessing By Vendor Number
1. Vendor Number....... 9390
38. Terms of Payment.... 5
39. Purchasing Terms.... 5
40. Account Opened Date. 04/01/04
41. Customer/Vendor Cat. SM
42. Vendor Hold Code.... N
43. SIC Code............ 3300
44. 1099 Category.......
45. Tax ID Number.......
46. Currency............ PS
47. Tag Prefix.......... AR
48. Tax Rgn Apl
VATSTD A
NT2 E
49. Usage Status........ A
Item No :
1-Alter 2-Copy
Vendor Reference Information – VAT
Appendix D Page 229
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
VOUCHER ENTRY
A Tax Distribution feature is available prior to entry of the ‘Gross Amount’ (Header screen), and is
provided via a Product Installation Option (PIO) as follows:
TAX=Y Determines whether you are forced to the Tax Distribution window to record distribution of
Purchase Tax amounts against payable transactions. The default is TAX=N, which bypasses
the Tax Distribution feature.
Tax Distribution Window
Provision is made for a Tax Distribution window that allows for the separate entry of Goods and Tax
values. Up to 2 Tax rates can be applied against the same transaction at the same time. This feature is
required to support current Canadian Federal and Provincial Tax requirements.
Example: Base System = US
Invoice Amount Before Tax = CD 5,000.00
CD exchange rate = 0.85
Tax Distribution
Ex Rate. 0.85000000 Amount Before Tax 5,000.00
Typ Rgn Tax Aplc Taxable Non-Taxable Tax Amt Base Amt
1 CAGST A 5,000.00 a 0.00 350.00 b 297.50 c
2 CAQUE A 5,350.00 d 0.00 428.00 e 363.80 f
X XXXXXX X ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-
Total Amount 5,778.00
Tax Distribution window
Appendix D Page 230
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Exchange Rate
The default exchange rate is obtained from the Currency Reference information based on the Vendor
Currency. The rate can be overridden for Foreign currency transactions.
Amount Before Tax
Enter the Amount Before Tax.
Tax Type
This field is displayed only for reference, based on the corresponding Tax Region entered.
Tax Rgn
This field defaults based on the Vendor Reference information. The information can be overridden.
Validations: line item 1 – must be Tax Type 1
line item 2 – must be Tax Type 2
Tax Applicability Code
This field defaults based on the Vendor Reference information. The information can be overridden.
Validations: A or E
Taxable
The Taxable Amount is defaulted based on the following:
If the Tax Applicability Code is ‘Applicable’, the Amount Before Tax is used.
If the Tax is compounded based on the previous Tax line item, the previous line item’s Tax Amount is
included as well.
Example: line item 1 a (5,000)
line item 2 d (5,000 + 350)
You can override the Taxable Amount.
Appendix D Page 231
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Non-Taxable
The non-Taxable Amount is defaulted based on the following:
If the Tax Applicability Code is ‘Exempt’, the Amount Before Tax is used.
You can override the non-Taxable Amount.
Tax Amt
The Tax Amount is calculated as follows:
Tax Amt = Taxable Amt * Tax Rate
Example: line item 1 b 5,000 * .07
line item 2 e 5,350 * .08
You can override the Tax Amount. This is occasionally required due to minor rounding differences on
the supplier invoice.
Base Amt
The Base Amount is displayed only for reference. It is defaulted based on the following:
Base Amt = Tax Amt * Exchange Rate
Example: line item 1 c 350 * .85
line item 2 f 428 * .85
Total Amount
The Total Amount is displayed only for reference. It is defaulted based on the following:
Total Amt = Amount Before Tax + all Tax Amounts
Appendix D Page 232
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Header Information Screen
Voucher Entry Ref No PHI-VR-
Ssn Id
Acctng Per 0102 Journal Dt 02/07/04 Proof 6,588.00-
PO No PHI- - Pay-To
Vendor No 3030 NORTHEAST NORTHEAST
Invoice No 3987 226 WILKINSON STREET
Invoice Dt 02/02/04
Vch Amount 7,500.00
Discntable 7,500.00 HAMILTON, ONT J5E 4D1
Exch Rate CD .87840000
Item Desc Vch Hld N Pay Hld N EDI Ref No
Check Rmk
Terms 5
Days Due 30 Due Date 03/04/04
Disc Days 10 Disc Date 02/12/04
Disc Rate .50% Disc Amt 37.50
IRC Mat .00 Prs .00 Vch 7,500.00 Apl .00
Frt .00 Oth .00 Itms 0 Dif 7,500.00
0-Update 1-IRC Dist 2-G/L Dist 3-Chg Vch 4-PO Inq 5-IVT Inq 6-EDI Inv
Voucher/Memo Entry screen
Gross Amount
The Gross Amount is defaulted based on the Total Amount from the Tax Distribution window. The
Gross Amount field is display only and cannot be directly overridden.
If a change is required, this can be done by returning to the Tax Distribution window and modifying the
appropriate information.
Exchange Rate
The Exchange Rate is defaulted based on the Exchange Rate from the Tax Distribution window. The
Exch Rate field is display only and cannot be directly overridden.
If a change is required, this can be done by returning to the Tax Distribution window and modifying the
appropriate information.
Appendix D Page 233
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Voucher G/L Accounting Ref No PHI-VR- 146
Vendor 3030 NORTHEAST Ssn Id 756
-- G/L Distribution -- Proof
Acc/Desc Brh Cst Ctr Debit Credit
2000 PHI 6,588.00
ACCOUNTS PAYABLE - TRADE
2010 PHI 6,588.00
UNPAID MATERIAL
2421 363.80
QUEBEC SALES TAXES
2420 355.66
GST PAYABLE
2050 719.46
A/P - SUSPENSE
Total 7,307.46 7,307.46
Acc Brh Cst Ctr
1-Desc
Voucher/Memo Posting screen
Automatic GL Distribution
Full GL Distributions are generated on the screen, including the following automatically system
controlled GL Distribution lines:
Sales Tax Control (Tax Distributions)
You cannot directly access any of these ‘Reserved’ GL Distribution lines as they are controlled and must
total the amounts entered or calculated from other specific fields (see below).
Sales Tax Control
Sales Tax Control accounts are defaulted based on the Tax Amount portion of the Voucher/Memo
multiplied by the Exchange Rate of the payable transaction (i.e., the Base Amount).
Sales Tax Control Accounts are defaulted from Tax Region Reference Information.
Distribution handling is as follows:
Trans GL Dist Voucher Debit
Debit Memo Credit
Credit Memo Debit
Appendix D Page 234
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
CASH DISBURSEMENT ENTRY
Similar functionality is also provided within the Cash Disbursement function as Purchase GST/VAT
information may also need to be captured for direct disbursements posted into eSTELPLAN.
Header Information Screen
Cash Disbursement
Branch PHI eSTELPLAN PHILADELPHIA BRANCH
Session Id. 176
Sequence No. 153
Bank Code 1 CHASE MANHATTAN
U.S. DOLLAR
Vendor No. 1010 ARMCO
Transaction Type R
Accounting Period 0102
Journal Date 02/07/04
Check Date 02/07/04
Exchange Rate 1.00000000
1-ChgHdr 2-Items 3-Delete
Cash Disbursement Entry screen
A Tax Distribution feature is available as a function key selection from the Item Application screen, and
is provided via a PIO (Product Installation Option) as follows:
TAX=Y Determines whether you are able to access the Tax Distribution Window to record
distribution of Purchase Tax amounts against direct disbursement transactions. The default
is TAX=N which bypasses the Tax Distribution feature.
Tax Distribution Window
Provision is made for a pop-up Tax Distribution window that allows for the separate entry of Goods and
Tax values. Up to 2 Tax rates can be applied against the same transaction at the same time. This feature
is required to support current Canadian Federal and Provincial Tax requirements.
Example: Base System = CD
Invoice Amount Before Tax = CD 5,000.00
CD exchange rate = 1.0
Appendix D Page 235
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Distribution
Ex Rate. 1.00000000 Amount Before Tax 5,000.00
Typ Rgn Tax Aplc Taxable Non-Taxable Tax Amt Base Amt
1 CAGST A 5,000.00 a 0.00 350.00 b 350.00 c
2 CAQUE A 5,350.00 d 0.00 428.00 e 428.00 f
X XXXXXX X ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-ZZZZZZZ,ZZ9.99-
Total Amount 5,778.00
Tax Distribution window
Exchange Rate
The Exchange Rate is defaulted based on the Exchange Rate from the Cash Disbursement header
information. The Exchange Rate field is display only and cannot be overridden within the Tax
Distribution window.
Amount Before Tax
Enter the Amount Before Tax.
Tax Type
This field is displayed only for reference, based on the corresponding Tax Region entered.
Tax Rgn
This field defaults based on the Vendor Reference information. The information can be overridden.
Validations: line item 1 – must be Tax Type 1
line item 2 – must be Tax Type 2
Appendix D Page 236
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Tax Applicability Code
This field defaults based on the Vendor Reference information. The information can be overridden.
Validations: A or E
Taxable
The Taxable Amount is defaulted based on the following:
If the Tax Applicability Code is ‘Applicable’, the Amount Before Tax is used.
If the Tax is compounded based on the previous Tax line item, the previous line item’s Tax Amt is
included as well.
Example: line item 1 a (5,000)
line item 2 d (5,000 + 350)
You can override the Taxable Amount.
Non-Taxable
The non-Taxable Amount is defaulted based on the following:
If the Tax Applicability Code is ‘Exempt’, the Amount Before Tax is used.
You can override the non-Taxable Amount.
Tax Amt
The Tax Amount is calculated as follows:
Tax Amt = Taxable Amt * Tax Rate
Example: line item 1 b 5,000 * .07
line item 2 e 5,350 * .08
You can override the Tax Amount. This is occasionally required due to minor rounding differences on
the supplier invoice.
Base Amt
The Base Amount is displayed only for reference. It is defaulted based on the following:
Base Amt = Tax Amt * Exchange Rate
Example: line item 1 c 350 * 1.0
line item 2 f 428 * 1.0
Appendix D Page 237
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Total Amount
The Total Amount is displayed only for reference. It is defaulted based on the following:
Total Amt = Amount Before Tax + all Tax Amounts
Cash Disbursement
Sss Id 178 Seq No 156 Bnk 1 Ven 1010 ARMCO
Chk Amt 5,778.00 Chk Dt 02/07/04 Cry US Rt 1.00000000 Typ R
-- G/L Distribution -- Proof
Acc/Desc Brh Cst Ctr Debit Credit
1010 5,778.00
BANK - CHASE MANHATTAN
2420 350.00
GST PAYABLE
2421 428.00
QUEBEC SALES TAXES
8300 PHI 5,000.00
OFFICE SUPPLIES
Total 5,778.00 5,778.00
Acc Brh Cst Ctr
1-Desc
Cash Disbursement screen – GL Distribution
Automatic GL Distribution
Full GL Distributions are generated on the screen, including the following automatically system
controlled GL Distribution lines:
Sales Tax Control (Tax Distributions)
You cannot directly access any of these ‘Reserved’ GL Distribution lines as they are controlled and must
total the amounts entered or calculated from other specific fields (see below).
Sales Tax Control
Sales Tax Control accounts are defaulted based on the Tax Amount portion of the direct disbursement
multiplied by the Exchange Rate of the disbursement transaction (i.e., the Base Amount).
Sales Tax Control Accounts are defaulted from Tax Region Reference Information.
Appendix D Page 238
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
REPORTING
Purchase Tax Report
This report provides Tax Distribution information, according to Tax Region, for transactions captured
through the Voucher and Cash Disbursement functions.
Purchase Tax
Report Program: APRPTR
1. Selection Entry No..
2. One-Time/Permanent.. [ ]
3. Branch.............. [ ]
4. Accounting Period... ____
5. Journal Date........ [ ] From: To:
6. Currency Code....... [ ]
7. Tax Region.......... [ ]
8. Purchase Tax Type... [ ]
9. Data Source......... [ ]
Purchase Tax Selection Entry screen
Appendix D Page 239
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
RUN: 26Apr04 15:23 eSTELPLAN aprptr000468 PAGE: 2
Purchase Tax
Ref No Ref Dt Vendor Name Vendor Cur-Exchange Rate Taxable Pur Non-Taxable Pur Pur Tax Amt
Source Journal: PUJ
Branch: (MTL) eSTELPLAN MONTREAL
Tax Region: (CAGST ) GOODS AND SERVICES TAX Tax Type: 1
Vouchers:
VR-000001 26Jan03 ARMCO 1010 5,000.00 0.00 350.00
VR-000002 27Jan04 OLIN BRASS 1020 4,000.00 0.00 280.00
Voucher Totals: 9,000.00 0.00 630.00
Tax Region Totals: 9,000.00 0.00 630.00
Tax Region Totals (In Base Currency): 9,000.00 0.00 630.00
====================================================================================================================================
RUN: 26Apr04 15:23 eSTELPLAN aprptr000468 PAGE: 3
Purchase Tax
Ref No Ref Dt Vendor Name Vendor Cur-Exchange Rate Taxable Pur Non-Taxable Pur Pur Tax Amt
Source Journal: PUJ
Branch: (MTL) eSTELPLAN MONTREAL
Tax Region: (CAQUE ) QUEBEC Tax Type: 2
Vouchers:
VR-000001 26Jan03 ARMCO 1010 5,350.00 0.00 428.00
Voucher Totals: 5,350.00 0.00 428.00
Tax Region Totals: 5,350.00 0.00 428.00
Tax Region Totals (In Base Currency): 5,350.00 0.00 428.00
*** End of Report ***
Purchase Tax Report
Appendix D Page 240
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX D
PREPAID EXPENSE HANDLING
An automatic Prepaid Expense handling feature is provided for use in eSTEL/AP. This feature controls
the GL Transaction Distributions necessary for recording the prepayment against the appropriate
accounting period.
Example: Current period for eSTEL/AP is 9505 (May).
Voucher Transaction:
Posted as a future voucher against period 9509 (Sept).
Period Debit Credit
9509 Office Expense 1,000
Accounts Payable 1,000
- to record liability and expense
Disbursement Transaction:
Assume invoice is paid while the system’s current period is still at 9505 (May).
Period Debit Credit
9505 Prepaid Expense 1,000
Bank 1,000
- to record disbursement of open item as being prepaid
Note that the system automatically sets up the Debit distribution to Prepaid Expense rather than Accounts
Payable.
At the same time a second related transaction is automatically generated by eSTEL/AP as follows:
Appendix D Page 242
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Period Debit Credit
9509 Accounts Payable 1,000
Prepaid Expense 1,000
- to record expiration of prepaid
Net effect: AP PREPAID EXP BANK OFFICE EXP
through 9505 0 1,000 1,000 0
through 9509 0 0 1,000 1,000
Summary: The AP current accounting period is not relevant for purposes of the automated prepaid
feature. What is important to note is the month that each ‘disbursement transaction’ is
posted to, IN RELATION TO the original ‘voucher transaction’. This determines if any
special Prepaid entry (with accompanying reversal) is required.
Example: Disbursement Period less than Voucher Period.
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX E
AP CHECK SAMPLES AND PRINTING
AP Checks – Physical Characteristics
US Checks
The following outlines the general characteristics of eSTEL/AP US check forms.
Sample 1
__| A |__
C
B
CHECK NO.
“D”
DATE AMOUNT
Pay to the order of: E
“F”
__ __
| A |
A Width of form from side perforations with pin-feed strip removed = 8 1/2”.
B Length of form from top perforation to bottom perforation = 7”.
C Length of the tear off stub used to list the items being paid = 3 1/2”. There can be no pre-printed
text in this area.
D Company Name and Address printing area. For pre-printed forms you must use the space from
lines 23-30 and print position 3-45 only.
E The actual check form height = 3 1/2”.
Appendix E Page 244
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
F Signature line.
Sample 2: Accounts Payable Check form without stub. This print format is controlled by a Product
Installation Option.
__| |__
CHECK NO.
“C”
DATE AMOUNT
Pay to the order of: B
“D”
__ __
| A |
A Width of form from side perforations with pin-feed strip removed = 8 1/2”.
B Length of form from top perforation to bottom perforation = 3 1/2”.
C Company Name and Address printing area. For pre-printed forms you must use the space from
lines 23-30 and print position 3-45 only.
D Signature line.
Appendix E Page 245
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Canadian Checks
eSTEL/AP Check Forms
U.S. Sites
The following check form characteristics are applicable to U.S. sites only.
Check Form
Available from Moore Business Forms U.S.
Series: 7020
Catalog No: 76J17541
Window Envelope
See Forms standards.
Company Name
Pin
hole
Fe
ed
Pin
hole
Fe
ed
PAY
TO THE ORDER OF
$
DATED D M M Y Y Y Y
99999
Perforation
Perforation
Perf
ora
tion
Perf
ora
tion
COMPANY NAME
Company Name
Address
City, Province
Postal Code
8 points
Please note that these check samples ARE NOT to scale, however the
indicated measurements and font sizes should be respected.
6 points
Bank Bank BankAddress
City, Province Postal Code
8 points
6 points 1/4"99999
1/4"
1/4"
U. S. FUNDS
3/4"
10 points
c000000c A00000D000a 0000d000c
6 points
8 points
8 points
8 points
8 points
PERAUTHORIZED SIGNATURE
PERAUTHORIZED SIGNATURE
Appendix E Page 246
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Canadian Sites Only
Check Form – Forms printed to meet the Canadian Payments Association format
Window Envelope
See Forms standards
Appendix E Page 247
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AP CHECK PRINTING
A typical eSTELPLAN user cannot enable or disable a print queue without being an administrator of the
‘printq’ group.
Because of this restriction, Invera has been forced to discontinue two programs that may be in use on your
system. These programs are located on your eSTELPLAN menu under choices J/D/E – Enable Check
Printing and J/D/F – Disable Check Printing.
Appendix E Page 248
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
PROCEDURE
After your next eSTELPLAN upgrade, the old procedures (above) may no longer be supported. Please
follow the new procedures (below) to prepare for AP check printing.
1. Disable the regular print queue by choosing R/B – Printer Management, and using the ‘Disable’
function on that printer.
2. Enable the APCHQ printer using the ‘Enable’ function in R/B – Printer Management.
3. Allow the printer to finish printing, then install your AP checks. Use the alignment test in J/D/D –
Check Printing to make sure that the checks are printing properly.
4. Start the check run and verify that the checks were printed correctly. Void any checks that are not
valid and reprint as needed.
5. Once checks are complete, remove the check paper and replace it with the original stock.
6. Disable the APCHQ printer using the R/B – Printer Management and selecting the ‘Disable’
function.
7. Enable the regular print queue by using R/B – Printer Management and selecting the ‘Enable’
function.
Appendix E Page 249
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
REGULAR VS. APCHQ PRINT QUEUES
Most printers used for check printing have two queues: an LPxx print queue (where ‘xx’ is a number)
and an APCHQ print queue. Obtain this information before you start printing checks, so that you know
which print queue must be disabled.
In most cases, the LPxx print queue matches the device name, except it has been capitalized so that the
two can be easily distinguished. You can find out which queues belong to which printers by doing the
following:
1. Select the option R/B – Printer Management and use the Zoom function to look at the APCHQ
printer device (dev) column.
2. Use the Zoom function to review other printers and find the one that is using the same device name.
Example:
Using the Zoom on the APCHQ print queue, the following is displayed:
APCHQ Status
Queue Dev Status Job Files User PP % Blks Cp Rnk
------- ----- --------- --- ------------------ ---------- ---- -- ----- --- ---
APCHQ lp0 DOWN
Based on this information, the device name is ‘lp0’. A review of all the printers shows that another print
queue (LP0) is using the same device:
LP0 Status
Queue Dev Status Job Files User PP % Blks Cp Rnk
------- ----- --------- --- ------------------ ---------- ---- -- ----- --- ---
LP0 lp0 READY
To enable AP check printing, the APCHQ print queue must be ‘READY’ while the LP0 print queue must
be ‘DOWN’. This prevents regular print jobs from being accidentally printed on valuable check stock
paper.
Appendix E Page 250
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AP CHECK OPTIONS MENU (chq_menu)
This check printing script facilitates the preparation and printing of AP checks from multiple databases.
Previously, the accounting person responsible had to do the following steps to print checks within each
database:
Log into the data directory
Disable any normal print queues so that users could not send regular print jobs to the printer while
check paper was loaded in the unit.
Set the AP check printer to active for that directory
Run the Check Printing program and confirm any checks that they printed
Start the AP Cash Disbursements program and complete the AP payment transactions.
Log out and start the procedure over again with the next data directory
For sites with three or four live directories requiring check printing, this process was very time
consuming. The Check Options Menu provides a quicker method of accessing the data directories,
calling up the specific options needed in the right order for the check run to be completed as quickly as
possible.
Configuration
A reference table is used on each RS/6000 to indicate the data directory to be affected and its associated
check printer. Based on the contents of the reference table, it will produce a list of options and you select
the desired data directory to print checks from. The reference table must be configured by the system
administrator or Invera. Using the vi editor from the Korn shell command prompt line, the data is entered
in the reference table using a colon (:) delimited format, as shown in the example below:
Reference File Name chq_menu.ini
Location /stelscope/ref
Sample Entries
- example 1
- example 2
CHI:Print Chicago Checks:/liv/chi:CHICHQ
DET:Print Detroit Checks:/liv/det:DETCHQ
FLA:Print Florida Checks:/liv/fla:FLACHQ
1:Print ABC Metals Checks:/liv/abc:ABCCHQ
2:Print DEF Steel Checks:/liv/def:DEFCHQ
3:Print GHI Aluminum Checks:/liv/ghi:GHICHQ
In the sample entries (above), the first column is used to generate a menu selection, the second column is
the description, the third is the destination data directory, and the final column is the associated check
printer queue.
NOTE: When installed, the chq_menu script must have the S-bit enabled, otherwise you will get the
following error message:
enq: (WARNING): 0781-032 You must belong to printq group.
enq: (FATAL ERROR): 0781-042 -D flag ignored; you must be an administrator for
that operation.
Appendix E Page 251
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AP Check Printing Options Screen
A/P Check Printing Options
~~~~~~~~~~~~~~~~~~~~~~~~~~
1) Display Selected Printers
2) Disable Regular Printers
3) Enable Regular Printers
4) Print A/P Checks
0) Quit
Enter selection:
Main Check Printing Screen
Selection Option Description
1) Display Selected Printers Displays all the printers associated with check printing. Displayed are
the actual check printer queues in the reference table, and any printers
that point to the same device as the check printer queues.
2) Disable Regular Printers Disables the regular printer queues and enable the check printers
3) Enable Regular Printers Disables the check printers and enables the regular printer queues.
4) Print A/P Checks Access the check printing software <apfchq>, followed by the Cash
Disbursements program <apedjb>. This emulates the standard procedures
that the accounting staff would have to follow to perform a check run,
except it does it all automatically, saving keystrokes. You do not have
to go back to the eSTELPLAN menu each time and select various menu
choices, or log off and log back in to each data directory where a check
run must be performed.
0) Quit Exits from the application.
Appendix E Page 252
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
AP Check Printing
This screen is access by selecting Option 4 – Print AP Checks.
A/P Check Printing:
~~~~~~~~~~~~~~~~~~~
1) Print ABC Metals Checks
2) Print DEF Steel Checks
3) Print GHI Aluminum Checks
0) EXIT
Selection:
AP Check Printing screen
NOTE: The text defaults from the chq_menu.ini file. This screen is based on example 2 of the
chq_menu.ini entries.
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX F
USER MENU OPTIONS
Cash Disbursements Entry APPDSB
e Accesses the Voucher Entry function for direct cash disbursements during the Cash
Disbursement process.
Inquiry Functions APIFNS
p Enables Vendor Profile only.
e Accesses the Open Item Hold/Release function.
Check Printing APFCHQ
c Prints company name on the remittance stub.
ad Print checks for use in Mexico.
Appendix F Page 254
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
APPENDIX G
AP END OF MONTH REPORTING
The Accounts Payable End of Month reporting process has been modified in eSTELPLAN version eS4.0
to resolve an issue with the build of Previous Month AP Tables.
The build function was originally developed to allow you to run Accounts Payable End of Month reports
directly out of the LIVE directory. It would create a snapshot of the critical AP and Inventory Cost
Reconciliation tables and move their contents to a new set of tables in the same database. Based on the
value entered in the Data Source selection option, AP reports would use the current month tables or the
tables retained from the last AP End of Month close.
Failure of the Build AP Previous Month Tables program
The AP Previous Month Tables program was sometimes failing because the tables it attempted to
(re)create were accessed by some AP reports or by an external application through an ODBC connection.
The program’s failure left one or more of the following error messages:
“Error in creating table using “xxxxxx.sql” Update is aborted for table “xxxxxx”” in the
/spool/scrslg* Build AP Previous Month Table log
“242: Could not open database table” followed by “113: ISAM error: the file is locked.” or by
“106: ISAM error: non-exclusive access” errors in the /spool/aptemcerr*.log
“aptemc started at…Error in line..” in the /stelscope/log/ap_eom*.log.1
As a result, the AP Previous Month tables weren’t created. It was necessary to load the AP EOM backup
in the End of Month directory to be able to produce the AP reports for the month just closed.
To resolve this issue, the following modifications have been done:
Elimination of the AP Previous Month program and tables.
Modification of the AP reports so that you can now run them for the previous months in the LIVE
directory, even if the AP Previous Month tables no longer exist.
Appendix G Page 256
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Prerequisites
Backup
The AP End of Month procedure has not been modified, only the reporting process. As such, a standard
backup still needs to be performed prior to executing the AP End of Month procedure. This serves as a
safety precaution in case of a system failure and as a source of archive information for financial audits.
AP Table Cleanups
The AP End of Month program includes table cleanup procedures. Since the cleanups are performed
before you run the AP reports, you must ensure that the Product Installation Options MTH=999, OSC=X,
and PJL=99 are set to retain the data required for the reports.
Refer to the Product Installation Options Guide and the Periodic Procedures chapter of the Accounts
Payable manual for details.
Obsolete Previous Month tables and program
The Build AP Previous Month Tables program <aptemc> is now obsolete. It has been removed from the
AP End of Month script.
Consequently, the AP Previous Month tables are no longer created and used by the AP reports. These
tables, recognized by their data type ‘p’ (previous month), are now obsolete:
Previous Month
Table
Description
scppcp Previous Month’s Accounts Payable Company, copy of scrcap
apppah Previous Month’s AP Open Item Header, copy of aptpyh
apppad Previous Month’s AP Open Item Detail, copy of aptpyd
Irpplh Previous Month Cost Reconciliation Header, copy of irtirh
Irppld Previous Month Cost Reconciliation Detail, copy of irtird
Apppoq Previous Month’s Outstanding Checks, copy of aptosc
AP Reports Changes
AP Reports Logic Changes
The AP reports have been modified to enable you to run them in the LIVE environment after the AP
Month has been closed, even if the AP Previous Month tables no longer exist. These reports now always
point to the ‘main’ AP tables. The Accounting Period and/or the Data Source Selection Entries determine
which transactions from the tables are included in the reports.
When a specific Accounting Period is entered, the reports select the transactions for this entered period.
A few reports however select the transactions up to and including the specified period. Refer to the
Report Selections chapter of the Accounts Payable manual for details.
Appendix G Page 257
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
For month end reporting, the Accounting Period must be left blank, so that the AP reports can be added to
End of Month Catalogs. At report execution time, the Accounting Period defaults based on the Data
Source Selection Entry Option as follows:
If the Data Source Selection Entry option is ‘C’, the current Accounting Period is defaulted. The
period comes from the Accounts Payable Company table scrcap_rec.
If the Data Source Selection Entry option is ‘P’, the previous month’s Accounting Period is defaulted.
It is the period prior to the current Accounting Period.
Previously, the Data Source Selection Entry determined if the reports called the data from the AP tables
or from the AP Previous Month tables.
Selection Entry Options Changes
Data Source
The Data Source Selection Entry Option works in conjunction with the Accounting Period Selection
Entry Option. The Data Source is no longer available when a specific Accounting Period is entered. It
can only be accessed when the Accounting Period is left blank to default either the current (C) or previous
(P) period.
Fiscal/Accounting Period
The Fiscal Period Selection Option has been renamed Accounting Period in a few reports for consistency
purpose. In addition, you now always enter the period directly (the current one defaults). Previously, you
sometimes had to enter ‘Y’ before you specified a period (‘N’ for the current period).
Your permanent selections must be regenerated to include these changes to the selection entry options.
New value for Product Installation Option OSC=X
The OSC=X Product Installation Option originally controlled the purging of O-Outstanding Checks only.
Checks that were C-Cleared or S-Stopped during the month were automatically deleted by the AP End of
Month program.
With the elimination of the AP Previous Month tables, you could no longer get a list of the checks with a
C or S status, unless you ran the Outstanding Checks report prior to the cleanup, i.e. prior to the AP End
of Month close. To overcome this inconvenience, the use of the OSC=X Product Installation Option has
been extended. A new option, L, allows you to retain C-Cleared and S-Stopped checks for one month.
Refer to the following Product Installation Options section for details.
Modified AP Reports
The following AP reports have been modified to comply with the new logic:
Accounts Payable Aging <apraga>
AP Open Items <aprpya>
Purchase Journal <aprpua>
Cash Disbursement Journal by Check <aprdba>
Cash Disbursement Journal by Vendor <aprdbb>
Outstanding Checks <aprosa>
Appendix G Page 258
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Cost Reconciliation by PO <irrirp>
Cost Reconciliation by Vendor <irrirr>
Purchase Tax <aptptr>
In addition, the Data Source selection option has been removed from the Cash Forecast report <aprcab>.
For all these reports, your Permanent Report Options must be regenerated to include the changes done to
the selections.
Product Installation Options
OSC=X
<apteom>
Controls the purging of checks whether you are performing reconciliation or not.
Options are:
N - (Default.) O-Outstanding checks are not purged. Checks that have been C-
Cleared or S-Stopped during the month are purged.
L - O-Outstanding checks are not purged. Checks that have been C-Cleared or
S-Stopped during the month are retained for one month.
Y - This option is used if you are not performing reconciliation in-house. O-
Outstanding checks are automatically purged after the number of months of
Retention set in the AP Installation Options <apaapo> plus one month.
Checks that have been C-Cleared or S-Stopped during the month are
purged immediately.
Example:
Check No Fiscal period
Check was
issued
Current
Status
Date the Check
was Cleared or
Stopped
102 0414 O --------
103 0614 C 4 Jul 2014
104 0614 O --------
105 0714 O --------
106 0714 C 10 Jul 2014
107 0714 S 4 Jul 2014
The current AP Period is July 2014 (0714). The checks 103, 106 and 107 are cleared or stopped during
the month of July.
Appendix G Page 259
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Option N
The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 get
deleted when the Accounting Period 0714 is closed.
Option L
The checks 102, 104 and 105 remain in the database until cleared. The checks 103, 106 and 107 will be
deleted when the Accounting Period 0814 is closed.
Option Y with a Check Retention of 2 Months
The check 102 gets deleted when Accounting Period 0714 is closed. The check 104, if not cleared before,
will get deleted when Accounting Period 0914 is closed and the checks 104 and 105, if not cleared before,
will get deleted when Accounting Period 1014 is closed. The checks 103, 106 and 107 get deleted when
the Accounting Period 0714 is closed.
Appendix G Page 260
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
INDEX
1099 Category ........ 4, 16, 48, 204, 206, 208, 227, 228
Account Opened Date ................................... 227, 228
Accounting Period7, 9, 24, 29, 35, 57, 61, 71, 72, 78,
81, 83, 84, 85, 116, 118, 119, 120, 123, 138, 139,
144, 145, 146, 150, 153, 155, 172, 173, 180, 186,
187, 191, 192, 193, 194, 195, 196, 211, 212, 213,
234, 238, 256, 257, 259
Accounts Receivable Balance ................................. 19
Accounts Receivable Contact ........................... 12, 19
Add Mode ............................................................. 199
Aging Date .............................................. 8, 29, 35, 42
Amount8, 9, 10, 11, 19, 20, 21, 22, 25, 26, 29, 30, 41,
46, 58, 63, 64, 69, 70, 71, 73, 75, 78, 80, 85, 95,
96, 102, 105, 122, 124, 126, 127, 129, 134, 136,
140, 143, 146, 147, 156, 163, 173, 174, 179, 180,
181, 182, 184, 185, 186, 187, 199, 200, 202, 203,
204,206, 208, 209, 210, 216, 217, 218, 229, 230,
231, 232, 233, 235, 236, 237
Amount Before Tax122, 229, 230, 231, 235, 236, 237
Application in Use ........................................ 211, 212
Applied Amount.................................................... 122
Balance10, 12, 17, 19, 20, 21, 22, 24, 29, 30, 31, 32,
33, 34, 35, 37, 38, 39, 40, 41, 42, 44, 45, 46, 73,
105, 122, 124, 126, 127, 140, 141, 143, 149, 177,
194, 196
Bank1, 8, 30, 115, 116, 117, 118, 119, 120, 121, 122,
123, 124, 125, 126, 127, 128, 129, 130, 131, 133,
135, 138, 139, 140, 141, 142, 143, 144, 145, 146,
147, 148, 149, 150, 152, 153, 155, 161, 162, 163,
172, 173, 175, 177, 179, 180, 181, 182, 183, 184,
185, 186, 187, 188, 189, 198, 199, 200, 201, 202,
203, 212, 234, 241
Base Country ........................................................... 63
Base Currency ....................................... 212, 217, 239
Basic G/L Account .................222, 223, 224, 225, 226
Branch Name ........................................................ 170
Charge Rate ............................................................. 99
Check Item Remark ........... 78, 80, 105, 106, 110, 125
Check Limit .......................................................... 147
Check number9, 18, 21, 24, 26, 116, 117, 118, 119,
138, 146, 164, 173, 199, 204
City ........................................................... 48, 63, 136
Common Carrier ............................................... 48, 93
Company Name ............................................ 243, 244
Compound on Taxes ..............222, 223, 224, 225, 226
Contact ............... 17, 20, 21, 24, 27, 31, 32, 33, 34, 48
Controlled Sequence number ................................ 217
Cost Reconciliation61, 68, 70, 72, 73, 81, 91, 95, 96,
100, 102, 255, 256, 258
Cost Type .......................................................... 69, 95
Country ............................................................. 48, 63
Credit Amount ...................................................... 134
Credit Note ............................................................ 134
Currency code ......................................................... 65
Current Balance ...................................................... 19
Customer number .................................................... 19
Customer/Vendor Category ...................................... 4
Date Created.......................................................... 162
Debit Amount........................................................ 133
Delivery Method ..................................................... 48
Destination .............................................................. 94
Discount Amount64, 67, 68, 72, 78, 84, 107, 108,
129, 147, 216, 217, 218
Discount Date9, 28, 29, 35, 68, 72, 108, 129, 146,
149, 216, 217, 218
Discount Days ........................................... 68, 71, 108
Discount Rate ............................................ 67, 71, 107
Discountable Charges ....................................... 64, 71
Due Date10, 28, 29, 35, 42, 43, 58, 67, 70, 72, 84, 93,
107, 114, 146, 149, 152, 216, 217, 218, 232
Due Day ...................................................... 11, 29, 36
Element ................................................. 93, 94, 98, 99
Ending Date .............................................................. 8
Exchange Rate30, 64, 65, 71, 72, 75, 76, 84, 116,
118, 119, 120, 123, 138, 139, 144, 146, 173, 216,
217, 218, 230, 231, 232, 233, 234, 235, 236, 237,
239
Forms .....................................162, 165, 170, 245, 246
Freight Responsibility ............................................... 4
General Ledger Distribution55, 57, 72, 87, 103, 121,
130, 131, 132, 136, 183, 184, 185
Gross Amount10, 11, 37, 39, 41, 83, 84, 85, 183,
229, 232
Hold Status ............................................................ 218
In Process .................................................... 68, 90, 95
Invoice Amount ................................ 68, 93, 229, 234
Invoice Date10, 12, 29, 43, 64, 71, 78, 83, 84, 89, 90,
94
Invoice Detail .............................. 87, 96, 97, 100, 101
Invoice number21, 26, 30, 57, 63, 78, 84, 92, 110,
111, 112, 217, 218
Item Hold code ...................................... 109, 111, 122
Index Page 262
eSTEL/AP – 4.0a eSTELPLAN Licensed Material, February 15, 2016 Integrated Systems for the Metal Industry
Item number .................................................... 97, 146
Label Sequence ................................................. 11, 51
Line number121, 122, 124, 126, 127, 129, 135, 140,
142, 162, 163, 166, 180, 181
Login ID ...................................................... 60, 61, 78
Look-Up Name ........................................................ 48
Monthly Purchases ................................................ 194
Number of Days .............................................. 30, 146
ODBC.................................................................... 255
One-Time/Permanent11, 28, 35, 42, 47, 49, 51, 78,
81, 83, 145, 153, 155, 172, 186, 204, 208, 209, 238
Order Date ............................................................... 94
Order Item number .................................................. 98
Order number .................................................... 62, 98
Packaging ................................................................ 99
Pay-To Country ....................................................... 63
Pay-To Name .......................................................... 63
Print Contact...................................................... 12, 51
Process ............................................................ 72, 161
Product Format ........................................................ 98
Purchase Analysis ....................................... 20, 21, 24
Purchase Cost .......................... 57, 69, 73, 87, 95, 102
Purchase Cost Reconciliation Distribution ........ 57, 87
Purchasing Terms .................................... 48, 227, 228
Quantity U/M .................................................. 73, 102
Reference Branch .......................................... 113, 216
Reference Date ...... 12, 21, 28, 29, 111, 216, 217, 218
Reference number10, 12, 18, 22, 29, 36, 59, 60, 61,
66, 71, 72, 78, 84, 111, 113, 119, 170, 174, 217,
218
Reference Prefix17, 18, 22, 58, 60, 61, 78, 81, 94,
111
Related Customer number ....................................... 19
Remark Type ..................................................... 14, 49
Report Sequence .................................................... 210
Report Type8, 12, 28, 35, 42, 83, 84, 146, 172, 186,
204
Reports ............................................ 42, 219, 256, 257
Route ....................................................................... 48
Sales Contact ..................................................... 12, 48
Sales Tax Type ...................... 222, 223, 224, 225, 226
Sequence number10, 12, 13, 118, 122, 136, 140, 142,
144, 146, 151, 156, 164, 166
Session Branch ........ 13, 145, 149, 152, 153, 155, 173
Session ID13, 58, 59, 60, 61, 118, 144, 145, 152,
153, 155
Ship Via ............................................................. 27, 48
Source Journal ....................................................... 239
Standard Terms ............................... 29, 31, 32, 33, 34
Status code .................................................... 166, 181
Stop ......................... 48, 117, 177, 178, 183, 184, 185
System Date .............................. 61, 64, 119, 146, 150
Tag Prefix ................................................ 48, 227, 228
Tax Amount .......................... 230, 231, 233, 236, 237
Tax Region222, 223, 224, 225, 226, 227, 230, 233,
235, 237, 238, 239
Telephone number ....................................... 19, 29, 30
Terms of Payment4, 14, 19, 30, 43, 48, 55, 66, 67,
71, 107, 108, 129, 216, 217, 227, 228
Trailer ............................................................ 136, 147
Trailer Remarks ............................................. 136, 147
Transaction number ............................................... 153
Transaction Type14, 21, 116, 118, 119, 120, 122,
123, 137, 138, 139, 144, 145, 146, 150, 155, 172,
186, 204, 209, 234
Type of Certificate .................................................. 48
Usage Status47, 48, 222, 223, 224, 225, 226, 227,
228
User Branch ..................................... 18, 106, 118, 216
User ID ........................................ 8, 84, 146, 156, 173
User Identification ................................................... 15
Vendor Class ......................................... 27, 48, 62, 63
Vendor Invoice number ........................................... 22
Vendor Look-Up Name ..................................... 15, 62
Vendor Name11, 13, 15, 26, 28, 35, 42, 47, 48, 50,
51, 55, 118, 145, 149, 199, 201, 204, 208, 239
Vendor number11, 13, 14, 15, 26, 29, 36, 43, 57, 62,
72, 84, 89, 118, 122, 146, 163, 187, 199, 201, 209,
216, 218
Vendor Sequence13, 14, 15, 28, 35, 42, 47, 145, 149,
204, 208
Vendor Ship-From .................................................... 4
X12 ........................................................ 93, 94, 98, 99
Year ......................................................... 24, 119, 196
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