A/P Entry

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Accounts Payable is the obligations to suppliers of merchandise or services purchased on an open account.  In the A/P Entry [apte] program, you can record amounts that your production owes to vendors, but has not yet paid.  Whether your production uses purchase orders or not, you can input invoices before issuing a check for the payment process.  Entering new A/P invoices, looking up, modifying, setting up recurring batches, transferring P/O distribution lines and deleting unposted A/P transactions can be done in the A/P Entry [apte] screen.

 

 

Open:

 

To access the A/P Entry [apte] screen, click on Tab #1 or press 'ALT' and the number '1' Key simultaneously to open the screen.

 

A/P Entry [apte] can also be accessed in the 'A/P' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

Reference Information:

Reference Number - System-assigned number that is also referred to as transaction number.  To generate the next sequential Reference Number, press the F4 Key or select the 'Add' icon located on the toolbar.  You can also right click outside a field (in which the 'Add' option appears) to add the next record.

 

Effective Date - Date of the transaction that is recorded on the Bible Report [bdbr] and appears as an Actual Cost on the Estimated Final Cost Report [efcrpt]; should default with today's date after generating the Reference Number.  You can always change it by typing over the defaulted date or by right clicking in that field for the calendar selection to appear.  Please note you can not input a date that is in a previously closed period.

 

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction's Effective Date changed and include the Reference Number(s).  Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Description - Explanation of this A/P transaction as a whole which can hold up to 30 alpha/numeric characters.  This Reference Description defaults in the distribution lines.  If this field is left blank, PSL3 defaults the distribution description with the description of the first account number selected.

 

Status - Overall status of the transaction.  This field is marked with a 'U' for an Unposted entry until you post it in the Post A/P Transactions [appost] screen.  As long as the transaction is marked with an unposted status, you are able to modify it.  Once posted, it is marked with an 'O' for Open or 'P' for Paid once a check has been processed.  PSL3 updates the status automatically.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction unposted and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Batch Information:

 

Codes that are attached to the transaction.  These fields are pulled from the User Entry [suuser] screen located in the 'Setup' module (if setup beforehand).  To change the defaulted codes, press the F2 Key or right click in any of these fields (Batch, Production, Company, Bank and Currency) and make your selection.

 

 

Vendor Information:

 

Select the vendor needed by pressing the F2 Key or by right clicking in the Vendor ID field.  Once the list of vendors appears, you can scroll through to find the vendor or click on the column headers: Name, City or Vendor to sort alphabetically or numerically. If the vendor does not exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Vendor Entry [apven] screen. To search for a vendor while zoomed into the Vendor Entry [apven] screen, type the wildcard character using the asterisk (*) in the Vendor Name field.  For example, if you want to see if vendor John Smith exists, you would type *John* or *Smith* and press the F7 Key or select the 'Find' icon located on the toolbar.  PSL3 displays how many records for that criteria exist by selecting the 'Arrow' icons (First, Prior, Next and Last) located on the toolbar or by pressing the 'Page Up' or 'Page Down' Keys until you find the vendor needed.  Once you locate the vendor, press the F1 Key, then 'F' option or select the select the 'Fetch' icon to fetch this record back to the A/P Entry [apte] screen.

 

 

Invoice Information:

 

Invoice Number - Invoice Number from the vendor's invoice which can hold up to 15 alpha/numeric characters (depending on your studio).

 

Date - Date of the invoice which is separate from the Effective Date of the transaction.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com to make the Invoice Number and Invoice Date (white) mandatory fields.

 

 

 

Due Date - Date by which the invoice needs to be paid.  If the Due Days field in Vendor Entry [apven] was entered for this vendor, then this field automatically defaults with the amount of days specified.

 

Amount - Dollar or other currency amount due for the invoice.

 

Discount - Amount by which the check amount is reduced.  Invoice Amount - Discount Amount = Check Amount.  The discount can be input by using a dollar amount or percentage; for example you can enter ‘10%’ in this field and PSL3 will automatically calculate the amount for you.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com to deactivate the Discount field.  This field will no longer be accessible in your database.

 

 

 

Check Information:

 

Combine - Defaults to 0 (zero) which means PSL3 will generate one check for all invoices for the same vendor.  If you want a separate check for each invoice, input a number between 1 through 9 for each A/P Entry [apte] transaction.

 

Hold - Check mark this option if the vendor will be picking up the check.  The check will print with the words "HOLD FOR PICK UP" instead of the address; therefore, no need to mail it out.

 

Number - Number of the check that paid the invoice. This field is automatically filled in after the check is printed.  The Check Number field is also where you can input a manual check or wire transfer number.  Manual checks are checks that have been hand-written or typed, rather than generated by PSL3.  Please note if a number is manually input in this field, PSL3 will not print a check; however the check number is still recorded on the Summary Check Register Report.

 

Date - Date the check was issued.  This field automatically defaults after the check is printed.

 

Amount - Amount the check was made for less the Discount Amount.  If you have combined this invoice with other invoices payable to the same vendor, then the Check Amount field reflects the total amount of the combined invoices.  This field automatically defaults after the check is printed.

 

 

Distribution Lines:

 

P/O Number - If a P/O number(s) exists for a vendor, press the F2 Key or right click to view all P/O numbers listed and make your selection.  The selected distribution lines will transfer over.  If a P/O does not exist for a vendor, you can manually enter it in this field for reference.  To print a list of all A/P Entry [apte] transactions containing a P/O Number that does not exist in P/O Entry [poent], please refer to the Non Existing P/O Report [nepor] located in the 'P/O' module.

 

Account Number - Chart of Accounts number that will be debited or credited on this distribution line. If a P/O does not exist, press the F2 Key or right click to choose an account number. If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the A/P Entry [apte] screen.

 

 

Note

NOTE:

 

The Series, Location, Set and Free Field Codes are brought over from the User Entry [suuser] screen located in the 'Setup' module if setup.  Otherwise, press the F2 Key or right click in these fields to make your selection.

 

 

 

1099 and Third Party Expense - 1099 Code associated with the distribution, if any.  A 1099 is a tax form. Press the F2 Key or right click to choose the necessary code.  The State Worked field in the Vendor Information section must be input for the 9 field to be accessible.  Please note if the 9 field does not have a code displayed, the 3rd Party field will not be available to select the Third Party Vendor.

 

Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.

 

Amount - Dollar or other currency amount for this distribution line; should default with the remaining invoice amount when you input an account number.  Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.

 

 

                         

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To add another distribution line, press Enter or Tab where the last line was entered.

 

To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon .  A new line is added beneath.

 

To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon .  A red strike-through line appears which is deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.