Interactive Systems, Inc.

Accounts Payable Record Update Flows

• PAP100 - Add Vendors
• PAP110 - Direct Voucher Entry
• PAP130 - Manual Payments
• PAP131 - Void Checks
• PAP140 - Voucher Transfer
• PAP150 - Voucher Maintenance
• PAP170 - Voucher Void
• PAP200 - Payment Run Control
• BAP205 - Optimum Payment Analysis
• BAP210 - Print Checks
• BAP215 - Payment Update
• BAP515 - Send AP Transactions to GL

PAP100 - Add Vendors

1. Upon acceptance of office information
   • Add Vendor Address Header record (VAH D00340-70).
   • If used - create Vendor PO Address record (VPO D00200-73).
   • Add Vendor Alpha I.D. record (VAK D00110-71).
   • Create Vendor Bank Address record (VBA D00250-88).
   • Create Vendor History (VHK D00630-72).company level record.
   • F Create Vendor History (VHK D00630-72) office level record.

(Top)

PAP110 - Direct Voucher Entry

1. After completing control screen
   • Add Batch Number Control (BNC D00110-84) record.
2. After entering a voucher number
   • Update Voucher Number Range (VNR D00630-87) record.
   • Add a 'place holder' to Voucher Account file (VCA D00340-76).
   • Add Voucher Key 2 (D00110-78) record (no office).
3. After entering the account amount
   • Update Encumbers and Commit (EAC D00200-38) record EXPENSED amount.
4. Upon exiting batch:
   • Read-lock Vendor-History (VHK D00630-72) company and office level for all vendors in the batch.
   • Create a not posted AP Transaction (APT D00340-03) for the transaction.
   • Update Voucher Account (VCA D00340-76) type 1 record with distribution information.
   • Create Voucher Account (VCA D00340-76) records for types 2, 4, 5 and 6 (VAT only).
   • Create a Voucher Key 1 (VK1 D00110-77) record.
   • Create a Voucher Key 2 (VK2 D00110-78) record.
   • Create Voucher Summary (VCS D00450-74) record.
   • Update Vendor History (VHK D00630-72) company level record number of vouchers and voucher total amount fields.
   • Update Vendor History (VHK D00630-72) office level record number of vouchers and voucher total amount fields.
   • Update Batch Number Control (BNC D00110-84) record with finish time.

(Top)

PAP130 - Manual Payments

1. After completing Batch Control Screen:
   • Update Batch Number Control (BNC D00110-84) record
2. Upon entry of payment information:
   • Create Check Master (CHM D00200-80) for payment number only (all else blank).
   • Create Voucher Transaction (VCT D00200-96) 'place holder' record for each transaction type included in payment (EX: discount, payment).
3. Upon exiting batch:
   • Create AP Transaction (APT D00340-03) for each transaction type.
   • Update Voucher Account (VCA D00340-76) records with payment numbers and amount paid.
   • Create 1099 Master (109 D00200-81) record for payment amount.
   • Update Voucher Transaction (VCT D00200-96) records with payment data.
   • Create Check Reference (CHR D00110-79) record.
   • Update Check Master (CHM D00200-80) record with payment data.
   • Create Check Key (CHK D00110-83) record.
   • Update Voucher Summary (VCS D00450-74) with "P" activity flag.
   • Update paid amounts on Vendor History (VHK D00630-72) company and office level records.

(Top)

PAP131 - Void Checks

1. Upon completion of batch control screen:
   • Update Batch Number File (BNC D00110-84).
2. After completing void check screen:
   • Create AP Transaction (APT D00340-03) records reversing original payment transactions.
   • Create Voucher Account (VCA D00340-76) type 1 records 01 (or increment the highest revision by 1).
   • Remove payment number from type 1, revision 00 Voucher Account records (VCA D00340-76).
   • Repeat B and C for type 4, 5, 6, and 2 (in that order).
   • Update ACTIVITY on 1099 Master (109 D00200-81) to "C".
   • Create revision 01 (or increment by one of the highest revision) Voucher Transaction (VCT D00200-96) record.
   • Update revision 00 Voucher Transaction record to indicate void. (EX: 41 is void payment, 31 is void discount payment) and change post flag to "N".
   • Repeat F and G for each occurrence of original transaction type.
   • Update Payment Master (CHM D00200-80) STATUS to 'A' (administrative void).
   • Update Check Key (CHK D00110-83) ACTION to "V" (void).
   • Create Check Key (CHK D00110-83) ACTION "O" record for original payment.
   • Create Voucher Summary (VCS D00450-74) revision 01 (or increment highest rev by 1) with ACTIVITY "C".
   • Update Voucher Summary (VCS D00450-74) revision 00 ACTIVITY 'A', STATUS blank, post flag 'N'.
   • Update Voucher History (VHK D00630-72) company and office level records.
   • Update Batch Control Number (BNC D00110-84) with batch finish time.

(Top)

PAP140 - Voucher Transfer

1. After completing batch control screen:
   • Create Batch Number Control (BNC D00100-84) record.
2. After entering vendor to transfer to:
   • Create Voucher Key 2 (VK2 D00110-78) record (blank office).
3. Upon acceptance of detail screen:
   • Create AP Transaction (APT D00340-03) records reversing transactions for original vendor and adding transactions for new vendor.
   • Create Voucher Account (VCA D00340-76) revision 01 record (or increment by 1 highest revision) indicating transfer to vendor.
   • Update Voucher Account (VCA D00340-76) revision 00 record (or increment by 1 highest revision) indicating transfer to vendor.
   • Repeat B and C for each record type and occurrence.
   • Create Voucher Summary (VCS D00450-74) revision 01 (or increment by 1 highest revision) with STATUS 'C' for original vendor.
   • Update Voucher Summary (VCS D00450-74) revision 00 for original vendor changing transaction code to '02' for original vendor.
   • Create Voucher Summary (VCS D00450-74) revision 00 for new vendor, transaction code '04'.
   • Create Voucher Key 1 record (VK1 D00110-77) for new vendor.
   • Create Voucher Key 2 record (VK2 D00110-78) for new vendor.
   • Update Vendor History (VHK D00630-72) company and office level records for original vendor, adjusting totals as necessary.
   • Update Vendor History (VHK D00630-72) company and office level records for new vendor, adjusting totals as necessary.
   • Update Batch Number Control (BNC D00110-84) record with finish time.

(Top)

PAP150 - Voucher Maintenance

1. Upon entry of batch control screen
   • Create Batch Number Control (BNC (D00110-84) record.
2. Upon changing voucher detail amount
   • Update associated account records as necessary in Encumber and Commit (EAC D00200-38).
3. After accepting the balanced batch:
   • Read-lock Vendor-History (VHK D00630-72) company and office level for all vendors in the batch.
   • Create AP Transaction records (APT D00340-03) to reverse original transactions and add new transactions.
   • Create Voucher Account (VCA D00340-03) revision 01 (or increment highest revision by 1) for original detail.
   • Update Voucher Account (VCA D00340-03) revision 00 records to include changed data.
   • Repeat B and C for each record type and occurrence.
   • Create Voucher Summary (VCS D00450-74) revision 01 (or increment highest revision by 1) changing original record transaction code to 0A.
   • Update Voucher Summary (VCS D00450-74) revision 00 record to include any changes and transaction code '07'.
   • Update company and office level Vendor History (VHK D00630-72) as necessary to correct totals.
   • Update Batch Number Control (BNC D00110-84) with finish time.

(Top)

PAP170 - Voucher Void

1. After completing batch control screen:
   • Create Batch Number Control (BNC D00110-84).
2. After selecting voucher number to void
   • Update associated Encumber and Commit (EAC D00200-38).
3. Upon acceptance of balanced voids batch:
   • Read-lock Vendor-History (VHK D00630-72) company and office level for all vendors in the batch.
   • Create AP Transaction (APT D00340-03) records to reverse original transactions.
   • Create Voucher Account (VCA D00340-76) revision 01 (or increment highest revision by 1) for original entries.
   • Update Voucher Account (VCA D00340-76) 00 revision STATUS CODE to 'D', increment revisions.
   • Repeat B and C for each record type and occurrence.
   • Create Voucher Summary (VCS D00450-74) revision 01 (or increment highest revision by 1) transaction code '06'.
   • Update Voucher Summary (VCS D00450-74) revision 00 with Status "D", Activity "C" and transaction code '06'.
   • Update Voucher Key 1 (VK1 D00110-77) record status to 'D'.
   • Update Voucher Key 2 (VK2 D00110-78) record status to 'D'.
   • Update Vendor History (VHK D00630-72) company and office level records to correct totals.
   • Update Batch Number Control (BNC D00110-84) record with finish time.

(Top)

PAP200 - Payment Run Control

1. Create Payment Run Control (CHC D00200-82) record.

BAP205 - Optimum Payment Analysis

1. Create temporary records in FDAT:PMTRUN.CO_OFF_######.
2. Create IN PROCESS Payment Run Control (CHC D00200-82) record if "ALL" run.

(Top)

BAP210 - Print Checks

1. Update Payment Run Control (CHC D00200-82) 210 status to 1.
2. Create Check Master record (CHM D00200-80) for payment.
3. Create Check Reference record (CHR D00110-79) for payment.
4. Add check number information to temporary records in PMTRUN.CO_OFF_######.
5. Update Payment Run Control (CHC D00200-82) 210 status to 2.

(Top)

BAP215 - Payment Update

1. Update Check Control (CHC D00200-82) 215 STATUS to 1.
2. Create Check Key (CHK D00110-83) ACTION "O" to record payment.
3. Create Voucher Transaction (VCT D00200-96) record.
4. Create non-posted AP Transaction (APT D00340-03) for payment transaction.
5. Update Voucher Accounts (VCA D00340-76) records with payment number, amount paid.
6. Update Voucher Summary (VCS D00450-74) ACTIVITY to "P"aid, change posted flag to "N".
7. Create 1099 Master (109 D00200-81) record for voucher payment.
8. Update Vendor History (VHK D00630-72) company and office level records.
9. Repeat 3 thru 8 for each voucher included in single check.
10. Repeat 2 thru 9 for each check in run.
11. Update Check Control (CHC D00200-82) 215 status to 2.
12. Delete IN PROCESS Payment Run Control (CHC D00200-82) record.

(Top)

BAP515 - Send AP Transaction to GL

1. Delete AP Transaction (APT D00340-03) posted 'N' record.
2. Create AP Transaction (APT D00340-03) posted 'Y' record.
3. Update corresponding Voucher Summary (VCS D00450-74) records and Voucher Account (VCA D00340-76) records posted flag to 'Y.
4. Update corresponding Voucher Transaction (VCT D00200-96) records posted flag to 'Y' for payment transaction types.
5. Create transaction detail records in Unposted Transaction File (UNT, DGLUNT.IDX) or Unexploded Transactions File (UNX, DGLUNX.IDX) if Accounting Treatment is used.

(Top)

Contact ISI-Exeter Customer Support for assistance in analyzing your output.