icon to default to the current accounts payable period. The period entered may be either the current or next general ledger period.
Use this program to enter adjustments to AP documents after they have been updated by the Document Entry & Adjustment Register.
Adjustments made to the current amount may be either positive or negative. This amount is distributed into general ledger account(s). The changes are written to the document entry file and no updates are done at this time in the open documents file.
The vendor’s balance and the open documents are not updated (along with the general ledger) until the optional update following the Document Entry & Adjustments Register. The register provides an audit trail of adjustments made in this program.
Access this program by choosing Accounts Payable--> Document Entry-->Document Adjustment Entry.
1. Period
Enter the period (PPYY) to which the general ledger distribution should be posted. Press Enter (CR) or the
icon to default to the current accounts payable period. The period entered may be either the current or next general ledger period.
2. Vendor
Enter the vendor number for the requested document. Press
or F2 to search. Press the
icon or F3 to perform a document search, (i.e., adjustments entered into the document entry file, but not yet updated to the open documents file).
3. Document number
Enter the document number for the adjustment. The number must be on file for this vendor in the open documents file. If another adjustment was previously made, and not yet updated, the adjustment is displayed and the program proceeds to the Prompt-selection field. When you enter a valid document number, the system displays the PO number, general ledger posting table, document group, branch, original amount and current amount. If the document is on hold, the system displays a message to this effect and you must press Enter (CR) to return to the field. Press F2 or the icon to perform a search of open documents for the displayed vendor.
4. Adjustment amount
Enter the amount of the adjustment (+/-9999999.99). The original, current and adjusted amount of the document is displayed.
5. Memo
Enter the adjustment memo (up to 25 characters). This memo prints on the Document Entry & Adjustments Register.
This concludes the header portion of the Adjustment Entry program. After the header record is created, the adjustment amount and memo are accessible through the change header routine in the Prompt-selection field. Fields #1-3 can only be changed by adjusting the document to a zero balance and re-entering the document through the entry program with a different document number.
Line numbers are assigned automatically beginning with 001 and incrementing by one for each additional line-item up to 999. In the rare case that 999 line-items have been entered on a single document, the program advances to the Prompt-selection field.
6. G/L number, Job number
Enter the GL expense account number to which this document will be distributed. If the entire amount of the document is not to be distributed to this account, enter other account numbers in subsequent line-items. The number entered must be a valid GL number. If the GL posting table for this document has preset expense accounts, CR defaults to the first GL account number in the GL posting table. Press or F2 to view all GL numbers listed for the GL posting table assigned to this document and their descriptions.
If this entry needs to post to Job Cost, enter J to enter the job number and refer to the Job Posting Entry topic for field descriptions.
7. Amount
Enter the amount to be distributed to this general ledger number (+/-9999999.99). You cannot enter zero amounts. Press Enter (CR) defaults or the
icon to set the document to default to the adjustment amount not yet distributed. You cannot access the ending routine until the entire adjustment amount is distributed.
8. This concludes the line-item portion of the Document Adjustment Entry program. Press F3 or the
to end entries of line-items and allows the user to perform a number of functions:
- Changes the highlighted line-item
- Adds a line-item
- Deletes the document
Inserts a line item above the highlighted line in the browser.
9. After you complete line item entry processing and select the
icon, you can press the Header button to access the Header Detail screen where you can review header details and modify the document amount or header memo.
10. Press F3 or the Done button and the system returns you to Vendor field so you can specify a vendor and enter additional AP documents in the displayed period. You can enter a vendor code, press F4 to back up to the Period field and modify the period, press F3 or the Done button to exit the program.