Copyright (c) 1983 Compumax Associates,Inc. All rights reserved. MICROPAY User Manual The COMPUMAX business application programs are computer programs that keep records and compute transactions for business use. They are designed for people who have little familiarity with com- puters and only a basic knowledge of accounting rules. This is possible because the programs themselves are self-explanatory, telling you ex- actly what is needed at every step. After you have become acquainted with this program, you might want to save even more time and frustration using also the other available modules of the MICROBIZ programs, described in this Manual. LIMITATION OF LIABILITIES AND DISCLAIMER OF WARRANTIES Compumax Associates, Inc. has dedicated great care in designing, developing,coding and publishing its programs. It, however, makes no express or implied warranties of any kind with regard to performance or fitness of purpose of any product. In no event shall Compumax Associates, Inc. be liable for inci- dental or consequential damages in connection with or arising out of the distribution or use of its products. Title and ownership shall at all times remain with Compumax Associates, Inc. COMPUMAX P.O. BOX 61956, SUNNYVALE CA 94086 MICROPAY User Manual ACCOUNTS PAYABLE Accounts payable is the component of an accounting system that keep track of what you owe, to whom, for what, and when it must be paid. MICROPAY CompuMax's MICROPAY organizes accounts by due period and by vendor. It can produce reports and extract information pertaining to individual accounts or related accounts at a moment's notice. MICROPAY also calculates the amount you owe for any single date or period of time and prints checks. MICROPAY is designed to provide a straightforward sequence of operations, easily executed on a microcomputer by a person who has only a basic familiarity with bookkeeping and/or computers. MICROPAY is fast, accurate, and easy to use, saving you time and freeing personnel for other tasks. For Users of the CompuMax MICROLEDGER Package: MICROPAY creates Journal File records identical in format to the Journal File in MICROLEDGER. You can post these transaction records into your ledger's Chart of Accounts. In a similar fashion, the other CompuMax packages (MICROREC, MICROINV, MICROPERS) can communicate with the MICROLEDGE System. The MICROLEDGER-MICROPAY-MICROREC- MICROINV-MICROPERS combination provides an effective and powerful software accounting package. For Users of the CompuMax ORDER ENTRY Package- You may use ORDER ENTRY to transfer all information you need from ORDER ENTRY to create the MICROPAY files. ORDER ENTRY is also interactive with MICROREC and MICROINV. A full set of the CompuMax packages can greatly enhance your accounting capabilities. USING THIS MANUAL Read the manual to the section called Getting Started. Be sure you know how to start the computer. Read the operator's manual if you have not done so. Then, to enter data, follow the step-by-step instructions in Getting Started. MICROPAY OVERVIEW The run begins with a selection of programs, called a "menu." You may return to this general menu from any program by selecting the option Run Another Program. By selecting zero in this menu you may sign off the system. MlCROPAY's general menu contains seven programs: PROGRAM 1--INPUT ACCOUNTS PAYABLE PROGRAM 2--UPDATE-ACCOUNTS PAYABLE PROGRAM 3--AGED TRIAL BALANCE PROGRAM 4--STATEMENT OF ACCOUNTS PAYABLE BY VENDOR PROGRAM 5--STATEMENT OF ACCOUNTS PAYABLE BY DATE PROGRAM 6--LIST TRANSACTION & MASTER FILES PROGRAM 7--PAY, JOURNALIZE, ACCUMULATE A/P O--QUIT To use this system, run Program 1 to set up files by entering your company name and the starting and ending dates for the temporary file. These dates also serve as the JOUFIL dates if MICROLEDGER is in use. To run a program, you select a particular program by typing its number. Then you respond to the questions asked. Next, enter accounts into PAYFIL, the transaction file that covers the transaction periods as you define them. When you enter accounts, you provide the information that MICROPAY requests. Then, you list PAYFIL to check for errors and accumulate the information into PAYMASTER (the Master File) by running Program 7. You may produce reports of the accounts by vendor (Program 4), by date (Program 5) or by listing PAYMASTER (Program 6, Option 62). You may also make payments and print checks (Program 7, Option 71). Accumulation simultaneously clears PAYFIL so it is ready to receive new accounts payable entries for the next transaction period. These procedures are explained in more detail in Getting Started. THE FILES PAYFIL and PAYMASTER PAYFIL MICROPAY operates by receiving data concerning accounts, entering it into the file called PAYFIL, and then sorting and storing it in a master file called PAYMASTER. PAYFIL is a temporary file, maintained for a period you specify, typically a week or a month. PAYFIL is the means by which you enter data into the master file; it provides a "holding tank" for new accounts payable so you can check the information for errors and be sure it is complete before it is accumulated into PAYMASTER. New accounts payable must be entered into PAYFIL before they can be received by PAYMASTER. You must run the option that accumulates this information before you produce reports and statements or list the Master File. Otherwise, the information you receive is inaccurate. PAYMASTER PAYMASTER is the permanent file containing all the information about accounts payable transactions. When new transaction information is accumulated into PAYMASTER, you may produce reports broken down by date or by vendor and statements specifying your cash requirements for any time period. You may also enter payments on these accounts and print checks. MICROPAY PROGRAM DESCRIPTIONS Look again at the selection of programs in MICROPAY: PROGRAM 1--INPUT ACCOUNTS PAYABLE PROGRAM 2--UPDATE ACCOUNTS PAYABLE PROGRAM 3--AGED TRIAL BALANCE PROGRAM 4--STATEMENT OF ACCOUNTS PAYABLE BY VENDOR PROGRAM 5--STATEMENT OF ACCOUNTS PAYABLE BY DATE PROGRAM 6--LIST TRANSACTION & MASTER FILES PROGRAM 7--PAY, JOURNALIZE, ACCUMULATE A/P O--QUIT Each program in MICROPAY has its own menu--a selection of options from which you may choose. The following is a description of what each option does and the data (if any) it requires you to enter. PROGRAM 1 - INPUT ACCOUNTS PAYABLE Option 11 - Initialize A/P Files You are asked for a title for the reports. Enter your company name, division, department, or product line. If you want to create two or more reports, you must use an equivalent number of diskettes. You also enter the starting and ending dates for PAYFIL. The Title and Date information make up part of the "header." Option 12 - Add records in PAYFIL Use this option to enter accounts payable. The program requests the following data: VENDOR NAME Spell the name exactly as you want it on your records and checks. STREET ADDRESS Specify the address as you want it to appear on the check stub for mailing. CITY STATE ZIP Do not separate these three pieces of information by commas. INVOICE NUMBER Do not use alpha or special characters in the invoice number. DUE DATE Use format indicated by program, 2 digits each for month, day, year. INVOICE NUMBER PURCHASE ORDER NUMBER AMOUNT PAYABLE Do not use commas in specifying this amount. DESCRIPTION The description is of the items invoiced. LEDGER DR ACCOUNT NUMBER A direct expense account number corresponding to an existing account number in MICROLEDGER. * LEDGER CR ACCOUNT NUMBER An accounts payable account number corresponding to an existing account number in MlCROLEDGER. * *NOTE: You must use Debtor and Creditor account numbers if you use JOUFlL. Otherwise, enter zeros here. The system creates JOUFIL entries for MICROLEDGER accounts. The amounts are entered as positive values, so check the "+" and "-" signs. You may want to use the MICROLEDGER update option to change the sign. You need not use all data elements. If, for example, you do not use receiving vouchers in your procedure, press O (zero) and the RETURN KEY after the question, "VOUCHER #?" and the program goes to the next question. Option 13 - Run Another Program Use this to access another program. PROGRAM 2 - UPDATE ACCOUNTS PAYABLE Option 21 - Change a Record in PAYFIL This option allows you to make changes in the data in any record in PAYFIL. Such changes may be required when information changes or errors are made during data entry. Option 22 - Delete a Record in PAYFIL Use this option to delete a PAYFIL transaction record entirely. Option 23 - Change a Record in PAYMASTER This option allows you to change the data in any record in PAYMASTER. Option 24 - Delete a Record in PAYMASTER Use this option to delete a PAYMASTER transaction record entirely. Option 25 - Run Another Program PROGRAM 3 - AGED TRAIL BALANCE This program requests the current date. Then it reports outstanding accounts payable broken down into four categories of outstanding amounts: under 30 days between 31 and 60 days between 61 and 90 days over 90 days A calculation of the cash requirements is provided for each category. PROGRAM 4 - STATEMENT OF ACCOUNTS PAYABLE BY VENDOR Option 41 - A Single Vendor This option generates a statement of outstanding accounts payable for any vendor. You are asked to enter the Vendor Number by which to retrieve the data. Keep a previous printout of the Accounts Payable by Vendor nearby to have this number at hand. Option 42 - All Vendors This option generates a report of accounts payable for all vendors, broken down and listed by individual vendor. This option assigns a number to each vendor. The number is used to obtain a report for a particular vendor (Option 41). Option 43 - Run Another Program PROGRAM 5 - STATEMENT OF ACCOUNTS PAYABLE BY DATE Option 51 - Report for a Single Date This option furnishes complete information on all accounts due on a specified date. Option 52 - Report for a Range of Dates This option furnishes complete information on all accounts due between any two dates. Option 53 - Run Another Program PROGRAM 6 - LIST TRANSACTION AND MASTER FILES Option 61 - List Transaction File Use this option to list the records you have entered in PAYFIL so you can verify their accuracy. Run this option after every batch of new data is entered in PAYFIL. Option 62 - List Master File This option lists all information accumulated in PAYMASTER to date. Option 63 - Run Another Program PROGRAM 7 - PAY, JOURNALIZE & ACCUMULATE A/P -- PRINT CHECKS Option 71 - Pay Accounts Payable (Print Checks) Use this option to print checks for any due date or range of dates. You are asked to enter the due date (or range). Have a previous printout available for reference. The record must already exist in PAYMASTER in order for you to print a check for it. If you do not use a check form laid out to accept the format output by MICROPAY. you can use any check form that employs the output quantities supplied by MICROPAY. The output quantities may appear in any format you prefer; however, you must modify the appropriate print and format statements in the source code. Option 72 - Journalize and Accumulate A/P After you have entered and checked new information in PAYFIL, this option allows you to accumulate A/P accounts from PAYFIL into PAYMASTER and clear PAYFIL for new A/P entries. This option also journalizes the A/P (creates Journal File entries) for MICROLEDGER. If you do not use MICROLEDGER, ignore this file. Option 73 - Run Another Program NOTE: You may delete an entire file by using the system command to do so. The INITIALIZE option does not delete a file. It changes only the fields in the header (titles, dates, number of records). The number of records is set to zero when you INITIALIZE a file. Any attempt to list an initialized file results in either an error message or the "NO RECORDS IN FILE" message. Using the UPDATE option, you can recover this file by changing the number of records in the header to the original number of records in the file. GETTING STARTED Before you enter your own accounts and run the programs, practice running the data diskette containing this sample data. Then, enter account information and set up your files. HOW TO RUN THE PROGRAMS Load the program and data diskettes into the disk drives according to your hardware system's instructions. After you issue the commands to run the programs, MICROPAY instructs you as to what to do at every step. Information is entered into and retrieved from the program by means of keyboard responses to questions displayed. Answer all questions, unless instructed otherwise, by typing the Arabic number of the operation desired. Remember that the Arabic number one (l) is NOT the lower-case "L", and the number zero (O) is not the letter "0".) If you make a mistake, use the BACKSPACE key to correct the error. After you finish answering a question or entering new data, press RETURN to proceed to the next step. When a new diskette is being used for the first time, it must be FORMATTED according to the instruction in the operating system documentation. This operation should not be confused with the routine called "INITIALIZE" in the CompuMax application programs. When a diskette is used for the first time, FORMATTING must be done before INITIALIZE is possible. STEP BY STEP: THE SEQUENCE OF RUNNING THE PROGRAMS IN MICROPAY STEP 1: Initialize the A/P files by running Program 1, option 11, and entering your company name and the dates of the transaction period. STEP 2: Run Option 12 of Program 1. Enter the data in response to questions asked by MICROPAY. You may enter O (zero) and press RETURN if the information requested is not relevant. STEP 3: Run Program 6, Option 61 to list PAYFIL. Check the data to be sure it is correct and complete. If you have made an error, run Program 2, Option 21 to correct it. STEP 4: When you have verified that the data is accurate, make a backup copy of the files in case you discover errors at a later date. To recover information on the backup copy, use any of these three methods: l) Copy the files to the same or another diskette using the BACKUP PROGRAM provided with some versions of CompuMax packages. If you do not have the BACKUP PROGRAM, you must use one of the other two methods. 2) Use your hardware instructions for copying files to the same or another diskette (the user manual tells you if your system can do this). 3) Copy the entire data diskette onto another diskette (see your manual for instructions). STEP 5: Accumulate accounts ito PAYMASTER by running Program 7, Option 72. This produces a permanenent file. You can run Programs 3, 4, and 5 Option 71 of Program 7. STEP 6: Run Option 62 of Program 6 to list PAYMASTER. Verify all information. If there are errors, run Program 2, Option 23 to correct them. STEP 7: Run Program 3 for a statement of the Aged Trial Balance. AND/OR Run Program 4 to print a report of A/P by single vendor (Otion 41) or all vendors (Option 42). AND/OR Run program 5 to print a report of A/P for a single date (Otion 51) or a range of dates (Otion 52). STEP 8: To make payments, run Program 7, Option 71 to print checks and record payments. To print checks you must place the check forms in the printer. The program may be modified to accommodate your own check format. The system prints checks with the most precision in line spacing if a track feed printer and appropriate form paper are used. STEP 9: Run Otion 62 of Program 6 to list PAYMASTER. Verify all information. If there are errors, run Program2, Option 23 to correct them.