Abc accounting 11. 0 Reference Guide

If the Code Generator is set up on the # screen, the computer suggests the proper code for this vendor, after you type the Vendor's Name and press Enter. Press Enter again, to accept the computer's suggested code, press 1 to ignore the suggestion or press 2 to retype the Vendor's Name. When you are entering a new Vendor, press the Spacebar to blank out the existing Vendor Code, press Enter; then type in the Vendor's name.

If the Code Generator has NOT been set up on the # screen, enter the code you will use to reference the vendor. It may be letters, numerals or a combination of both. Be simple & consistent. View the vendor's name as listed in a phonebook. For example, Ed F. Mart, is listed as Mart, Ed F. Using the first 3 letters of the 1st word, first 2 letters of the 2nd word, first letter of the 3rd (if there is any) you'd have MAREDF. To avoid problems with similar

names, end with a digit, starting with 0. Let a blank when there is no middle initial or 3rd word. Here are examples:

Redner Warehouse Market = REDWAM0

Ed F.Martin = Martin, Ed F.= MAREDF1

Jane Ulrich = Ulrich, Jane = ULRJA 0

If you have 1000's of vendors to enter, you may use a longer code, up to 10 places. For example: George F. Martin - Martin, George F.= MARTGEORF0. This is 4 letters + 4 letters + 1 letter + 1 number. Again, be consistent!

Setting up a default record usually saves time. For help, from the V screen, press Shift+F1, select Questions, and then option D.

Vendor Name (V)

Enter the vendor name as you want it to appear on checks. If you use a comma in the name, what follows the comma will be placed first when it's printed. For example, Wenger, T. Ray, will be printed as T. Ray Wenger.

Attention (V)

This may be used as an additional name or address line.

Street Address (V)

Enter the vendor's street address as you want it to appear on checks.

See page 48 for Zip Code

See page 48 for Zip Code Extension

See page 48 for Telephone #

Print Code (V)

This field is used to print VENDOR ADDRESS LABELS and to print selective mailing lists. Enter a character here to categorize the vendor for this purpose. You can put the vendor into a number of different categories by entering a series of characters. For more information press , 2, and then select Report # 8.

G/L Accounts (V)

Enter the G/L numbers here, separated by commas, that you want to appear when you reference this vendor on the Ledger screen (L) and the A/P Bill entry screen (B). For example, you could have the account number for telephone expense appear automatically whenever you enter a check to the telephone company. Enter inventory item codes preceeded by an apostrophe ('), that you want to appear when you enter this vendor on the Bill Entry screen. BE SURE the Inventory Item Codes HAVE BEEN SETUP on the Inventory screen (I), or else you CANNOT load this vendor on the Bill Entry screen (B).

All vendors that rent equipment that you want to job cost should have the G/L# for Subcontract Rentals listed first in this field. ABC's standard Subcontract Rentals G/L# number is 611. You should also have an S entered in the D)ir,S)ub,M)at, field for these vendors.

Make G/L Distributions by putting a G in the Updt field of the Inventory screen of the item to be distributed, (such as an electric bill). The Remark Field for that item must have the percent, followed by a percent sign (%) and G/L account number. Use a comma to separate more than one additional distribution. Example: 20%1580,30%2580 in Remarks would divide the entered amount 20% to Acct. 1580, 30% to Acct. 2580 and leave the remaining 50% where the amount was entered.

This field is used to generate 1099 forms. Enter this vendor's Federal E.I. #. If the vendor does not have a Federal E.I. #, the Social Security (FICA) number is used when printing 1099 forms.

This field is used to generate 1099 forms. Enter this vendor's Social Security (FICA) #. If the vendor does not have a Federal E.I. #, this number is used when printing 1099 forms.

This is an information field for your convenience. Enter the name of the salesperson who represents the Vendor.

This is an information field. Enter the salesperson's phone number here. If you enter 10 characters, the phone number will format automatically.

If you have a properly setup modem in your computer, this number can be dialed by placing the cursor on this field and pressing Ctrl+F.

Purchaser Account # (V)

Enter the customer number assigned to you by the vendor. This field carries across to the Purchase Order screen (O) when you enter a purchase order for this vendor.

This number will also appear on checks you write to this vendor.

P/O Instructions 1 & 2 (V)

These two fields are for you to enter any messages you want to appear in Special Instructions on purchase orders for this vendor. These fields carry across to the Purchase Order screen (O), and appear on the printed Purchase Order.

See page 127 for P/O Instructions 1 & 2 (V)

P/O Addresses (V)

If the purchase order is to go to an address other than where the check is to be sent, enter the code for that address in this field. This code must match the address code you entered in the Names (N) screen. You may enter more than one code in this field, separated by commas (,). When entering a purchase order, the first one will automatically be displayed. You may press Alt+A to select another one if desired.

Auto Pay (V)

This field carries across to the A/P Bill Screen (B).

- Enter a Y here if you want the checkwriting program to select this vendor's bills for payment depending on the Due Date and Discount Date.

- Enter N here if you want to manually select this vendor's bills for payment.

- Enter a P here if you want the checkwriting program to select this vendor's bills for payment, regardless of the Due Date.

- Enter S If ship tickets are normally entered for vendor

Direct, Subcontract, Material (V)

ABC JOB COSTING MODULE - This field determines how the A/P bills for this vendor are posted.

Enter D to post the bills to Direct Qty on the Job Detail ('D) screen as well as to the Inventory screen.

Enter S to post the bills to Subcontract on the Job Detail ('D) screen. This does not update Stock Quantity on the Inventory screen. Use this option for Vendors that rent equipment whose bills you want to post to the job cost.

Enter M to post the bills to Material on the Job Detail ('D) screen This does not update Stock Quantity on the Inventory screen.

All three codes update Inventory Purchase History.

See page 133 for Terms (B) (O) (V)

Taxable/Exempt (V)

Enter T or E to specify whether products bought from this vendor are taxable or exempt.

Delete Purchase Orders (V)

The code entered in this field determines when and whether or not purchase orders to this vendor are deleted.

Y - The computer will ask if you want the purchase order deleted every time you save an A/P Bill for this vendor, regardless of whether or not it is completely filled.

N - The computer never deletes purchase orders for this vendor.

C - The computer will delete purchase orders to this vendor after they are completely filled.

No 1099, Incorporated, Subcontrator (V)

This field is used to generate 1099 forms.

Enter an I in this field to prevent a 1099 record from being generated for an incorporated vendor when using Report # 4-11, VENDOR CHECK DETAIL, to generate 1099s.

Enter an N in this field if this vendor is not incorporated and you do not want to generate a 1099 for them.

Enter an S (Subcontractor) in this field to force all payments to this vendor to be totaled on a 1099 record when Report # 4-11, VENDOR CHECK DETAIL, is used. When nothing is in the '1099 Fld' on on the G screen, the Miscellaneous line (11) is used.

Leaving this field blank means that only payments to this vendor using G/L #s that have a code in the 1099 field of the G screen will be totaled on a 1099 record.

For more information about generating 1099s, from the (V) screen, press, select Questions, and then option T.

See page 51 for Fax Number

Prices on Purchase Orders (V)

Enter an N in this field if you do not want prices to carry over from the Inventory (I) screen, on purchase orders for this vendor.

Salesperson Fax # (V)

This is an information field. Enter the salesperson's fax number here. If you enter 10 characters, the fax number will format automatically.

Remark (V)

This field is simply for your convenience. Write down any remark that you wish to remember about this Vendor.

See page 52 for City

See page 37 for State or Province

Vendor Posted Fields

The following fields are restricted and are maintained by the computer: Post Date, Current P/O Amount, Last Month P/O Amount, Prior Year-to-date P/O Amount, Current Buy Amount, Last Month Buy Amount, Prior Year-to-date Buy Amount, Current Payments, Last Month Payments, Prior Year-to-date Payments, Current Discounts Taken, Last Month Discounts, Prior Year-to-Date discounts and Balance.

These fields are updated upon entry of a purchase order, payable invoice, shipping ticket or check. The Post Date tells when the last tranaction was posted and indicates which month is represented in the month-to-date figures.

Vendor Rebates - How to Enter (V)

Occasionally you may receive a check from a vendor that you want to include with your bank deposit. For example, an insurance rebate. The Vendor must be entered on the Customer (C) screen in order to bring him up on the Deposit (D) screen. (To copy a Vendor's name and address to the Customer screen, bring up the Vendor on the Vendor (V) screen. Press Alt+Y and then C to transfer his information to the Customer (C) screen. Press F9 to save the new Customer record.

On the Deposit (D) screen, enter the Vendor's Customer Code. Enter the Check # and Check Amount. Enter the G/L Account number you want the check amount applied to in the Apply to G/L Account field. When you press Enter, the cursor will jump to the right. Enter the amount you want applied to the G/L account in this field.

If you need to apply one rebate check to more than one G/L Account, from the (V) screen, press Shift+F1, select Questions and then option G.

If you use automatic deposit posting, it will put the amount into the specified G/L account, and the next two paragraphs do not apply to your case.

If you post your Accounts Receivable to General Ledger by manually making an entry on the Ledger screen (L), you will need to apply the rebate check to the same G/L account(s) that you applied it to on the Deposit screen (D). Apply the rest of the deposit to the G/L Accounts Receivable Accounts as usual.

If you post Accounts Receivable to General Ledger with Report # 3-14, CUSTOMER PAYMENT LEDGER, or Report # 3-37, CASH DEPOSITS BY G/L#, the computer will automatically apply the rebate check to the proper G/L Accounts.

Setting up New Vendors (V)

To set up a new Vendor, go to the V screen. If the screen is not blank, press the Space Bar when the cursor is on the Vendor Code field and press Enter. This gives you a blank screen to enter the new Vendor. Type the Vendor Name the way that it appears in the phone book. If it is a person's name, type the last name, then a comma, and then the first name.

After you have typed the name, press Enter. The computer beeps and displays this message at the bottom of the screen: "Code does not match Name. 1-Ignore, 2-Redo Name, Enter use XXXXX". Press Enter to accept the code the computer has suggested. (If you do not see this message, make sure the Code Generator has been set up for Vendors on the "#" Setup Screen.) The rest of the fields on this screen are optional, depending on your needs. The information in these fields can be entered or changed at any time.

The most commonly used fields are Street Address, Zip, Phone #, No1099,Inc,Sub, Terms, Auto Pay Y/N/P and G/L#s.

When you are done, press F9 to save. The cursor returns to the Vendor Code field. To enter another Vendor, press the Space Bar and press Enter. The Vendor you just entered disappears from the screen, but it is still saved in the computer.

Credit Vouchers (V)

If you receive a Credit Voucher from a Vendor to pay a Receivable Invoice: (For example, to pay for warranty work you did for the Vendor.)

1. Set up Vendor as a Customer on the C screen by using Alt+Y on the V screen that has his name & address and choosing C to transfer the data to the C screen. This sets him up as a Customer.

2. Make Receivable Invoice for the Vendor\Customer with Voucher amount.

3. Enter as a negative amount on B screen. Use the Credit Voucher Account for your G/L #. (ABC's standard number is 24.)

4. On the D screen, enter the Vendor/Customer's Code. Leave blank the Ck# and the Check Amount fields. Apply the voucher amount to the G/L Credit Voucher Account (same Account # that you used in Step # 3) using a negative figure in the Apply to G/L Account field. Apply the voucher amount as a positive amount in the Pmt Apd field on the same line as the listed Invoice.