Enter a Vendor

1. Click "Insert."
2. In the "Vendor" field, enter a code that allows you to easily identify the vendor name (5 characters, alpha-numeric).
3. Enter mailing address and all contact information that you have.
4. Select the appropriate AP, Bank, and Terms Discount accounts. These carry over to vouchers created for this vendor.
5. (Optional) Select your payment terms. This will default to all vouchers created for this vendor.
6. (Optional) If purchases from this vendor always fall under the same expense account, select a "Usual Expense" account here and save a step when entering a voucher.
7. For 1099 vendors, complete the following:
   
   a. (Optional) Enter a 1099 royalty amount. This is informational only. When compiling 1099 records, CompuPlants derives these amounts from each voucher or check associated with the vendor.
   b. (Optional) If the vendor is associated with a single 1099 code, you may select one from the drop down list to carry over as a default to vouchers and checks.
   c. Check "Print 1099." This must be checked in order for CompuPlants to include this vendor when generating 1099 records.
   
8. (Optional) Enter a default discount percent for purchase orders. Any items marked discountable on the P.O. will receive this discount.
9. (Optional) Enter any pertinent notes.

With each check made to this vendor, the "Last Paid" fields will automatically show you the amount and date of the last payment.

Enter a Voucher

For your convenience, the voucher entry form provides access to past vouchers, checks, debit memos, and purchase receipts. Quickly compare the vendor invoice to items/quantities received and confirm any previous vouchers, debit memos, or checks made for the invoice.

1. Click "Insert."
2. Enter all required information: the date of entry, vendor ID, bank account, pay date*, and total amount.
   
   * The date entered in the "Date" field corresponds with the ledger. In the interest of best accounting practices, this date should match the "Invoice Date".
   * If you provide the invoice date, CompuPlants will automatically calculate the pay date based on the payment terms.
3. (Optional) Provide additional information if you wish.
4. Click "Detail" then "Insert."
5. Enter required information: "Ledger," "Voucher/GL account," and "Amount."
   
   * You can set "GL" as the default value for "Ledger" by right-clicking the field and choosing "Set Insert Default." Learn more about form defaults here.
6. (Optional) Record any other pertinent information.
7. Click "Save."
8. If the payment will be applied to more than one expense account, add another detail page.
   
   * The program will not allow you to save a new voucher with a duplicate vendor invoice number.
9. Return to the voucher header form.
10. Assure that all information is correct and click "Verify."

You may now write the vendor a check. You may do so manually, logging the payment in CompuPlants (Manual Checks). Or you may have CompuPlants generate digital checks in Processes > Pay by Vendor or Pay by Pay Date.

Debit Memos

If you receive a vendor credit, enter it here. A debit memo can be applied to either a voucher or a check (as a single check could pay multiple vouchers).

Enter a Debit Memo that Offsets a Voucher

1. Complete the debit memo header form the same way that you would a voucher header form.
2. On the detail page, insert a purchase journal entry.
3. In "Voucher/GL Account," supply the voucher number.
4. Enter the debit amount.
5. Disregard the Invoice-related fields (Invoice, Amount, Balance, Offset Receipt).
6. Click "Save."
7. Return to the header form to verify the debit memo.
   
   * When you call up the voucher, the "unpaid" amount will automatically reflect the amount of the debit memo. Also, the debit memo will appear under the Debit Memo tab.

Enter a Debit Memo that Offsets a Check

1. Complete the debit memo header form as you would a voucher header form with special attention to the following:
   
   * The voucher and debit memo must share the same pay date.
   * The debit amount must be equal to or less than the voucher amount.
2. On the debit memo detail page, insert an entry to the general ledger.
3. Select the appropriate GL Account.
4. Enter the amount.
5. Disregard the Invoice-related fields (Invoice, Amount, Balance, Offset Receipt).
6. Click "Save."
7. Return to the header form to verify the debit memo.
8. When you're ready to generate a check, follow the instructions for Pay by Vendor or Pay by Pay Date.
   • The digital check stub will list all voucher and debit amounts included in the check.

Enter a Manual Check

Use this form if the check is not associated with a voucher, or if you prefer manual checks to digital.

1. Click "Insert."
2. Enter all required information:
   
   a. The check number. This may have a letter prefix (upper case only).
   b. The check date.
   c. GL bank account.
   d. Vendor.
   e. Amount.
   
3. Click "Save" then "Detail."
4. Insert a new check detail page.
5. Enter the Ledger, GL Account, and amount.
6. If applicable, enter the appropriate 1099 code.
   
   * You must select a code here in order for the program to include this payment when generating 1099 records. Also, you must have checked the "Print 1099" flag in the vendor file.
7. (Optional) Enter a pre-existing job and/or truck number, if applicable.
8. Click "Save."
9. If the payment applies to more than one GL Account, repeat steps 4-8 to record another detail.
10. Write the check.
    
    * Even though this tool is called Manual Checks, you can still generate a digital check by going to Processes > Pay by Vendor > Checks.

Vendor 1099 Codes

These codes, also available in Setup > Payables, are all of the 1099 codes that CompuPlants supports. These are internal codes and may not be modified or deleted. CompuPlants prints 1099-DIV, 1099-INT, and 1099-MISC.

Make / Edit 1099 Records

When you're ready to process 1099 forms, you'll do so in Processes > Make 1099 Records. This command creates 1099 records based on checks dated on or before the last day of the year. They may be manually written (Manual Checks) or automatically generated (Processes > Pay by Vendor, Pay by Pay Date). Before executing this command, make sure you've tended to these items:

• In the vendor file, denote which vendors are to be included by checking the "Print 1099" flag.
• Make sure that you've accurately entered the 1099 code and amount where applicable.
  
  * For Manual Checks, this information is entered on the detail page of the entry form.
  * For checks generated automatically (Pay by Vendor and Pay by Pay Date), this information is entered on the voucher detail page.
  

When ready to execute this command, enter the year and a minimum dollar amount. CompuPlants creates and stores a record for each vendor. If you'd like to edit these records—perhaps you want to change the vendor mailing address— you can access them in Entry Forms > Edit 1099. If you forgot to check "Print 1099" for a vendor, you may re-execute the command. Print the forms from Documents > 1099s.

Edit 1096 Records

After processing all 1099 records, edit your 1096 forms in Entry Forms > Edit 1096. Print the forms from Documents > 1099s > 1096 Summary.

Reports & Grids

Use the following tools to follow up on your AP activities. Some reports are available in two versions, summary and detail. Those reports that contain a "Posted" column indicate whether the voucher has been verified.

• Vendor List: A simple list of all vendors including vendor ID, active flag, and 1099 code.
• Aged Accounts Payable: Select aging date and periods, then determine which date to search by:
  • By date: Uses the date the voucher was entered.
  • By vendor invoice date: This will show current and past due vendor invoices, depending on your aging periods. If using 30-day aging periods, current invoices will appear under the 0-30 days column.
  • By vendor due date: This will show only past due vendor invoices.
• Vouchers by Vendor: Enter a date range to see all vouchers for a given vendor, amount paid, balance, and comments. Detailed version provides GL Account, pay date, etc.
• Voucher Detail by Account: Select a GL account to view all vouchers tied to that account.
• Vouchers by Pay Day: Organizes vouchers by pay date; select portrait or landscape view.
• Vouchers with References: View all vouchers for a given vendor, along with any debit memos and/or checks (including voided checks) associated with the voucher.
  
  * See also: Vouchers with References Grid
• Payables Checks by Vendor: Enter a date range to view a list of checks made to each vendor.
  * See also: View Payables Checks Grid
• Check Register: View a list of checks by GL bank account
  * See also: Check Register Summary Grid
• Purchases by Vendor Grid: Enter a voucher date range to see the sum of all vouchers entered for each vendor during that time period.

Documents

1099s

CompuPlants prints forms 1099-DIV, 1099-INT, and 1099-MISC. For more information on handling 1099 vendors, see Make / Edit 1099 Records.

Vendor Labels

Easily print professional-looking stationery with your company logo and letterhead.

Processes

CompuPlants offers two methods for creating digital checks: Pay by Vendor, where you hand-select the vouchers to be paid and the amount you wish to pay; and Pay by Pay Date, which creates a payment for all vouchers with a common pay date or within a specified date range. Balances must be paid in full when using the latter method.

Pay by Vendor

This procedure follows menu items 1-5 under Pay by Vendor. Before starting, you may wish to sort the voucher list by vendor.

1. Create a Vendor/Voucher Pay List:
   a. Query vouchers with specific criteria; or, click "Find" to list all vouchers.
   b. In the "Pay Amount" column, enter the amount to be paid.
   
   *Alternatively, click "Pay All" to set the pay amount for each voucher to its total balance.
   c. Click "Save."
   
2. Make Disbursement from Pay List:
a. Enter the date to be printed on the check. This should be at least one day after the voucher date.
b. Highlight the vouchers you wish to pay.
c. Click "Make Disbursements."

3. (Optional) Print the disbursement list.
4. Make Checks:
   a. Enter the appropriate general ledger bank account.
   b. Designate a number for the first check. Subsequent checks will be numbered sequentially.
   
   * CompuPlants does not keep track of the last used check number, so you will need to provide the check number each time.
   c. (Optional) Add a check prefix (letters and/or numbers).
   d. (Optional) Check "Prevent Checks Dated Before Voucher." This is a safeguard against pre-payments. If you do not check this flag, you will receive a warning in the event of a pre-payment, but the application will still process the check.
   e. Click "Execute." The program creates and stores the checks.
   
5. To print the stored checks, go to "Checks."
   a. Enter the check date.
   b. Click "Find."
   c. Highlight all checks you wish to print.
   d. (Optional) Preview the checks. The check stub lists all vouchers paid. There is only enough space to accommodate 15 vouchers, however. If more are linked to the check, go to "Print Check Overflow" to print a list of the remaining vouchers.
   e. Select "Print."
   

Pay by Pay Date

This procedure follows menu items 1-5 under Pay by Pay Date.

1. Edit Pay Date:
   a. Click "Find."
   b. Review the pay dates for each voucher.
   c. (Optional) Edit pay dates according to your approach:
   
   * If making a disbursement list based on a single pay date, ensure that all desired vouchers share that pay date.
   * If making a disbursement list based on a date range, ensure that the pay dates for all desired vouchers fall within that range.
   
2. Make Disbursements List by Pay Date:
   a. Enter the voucher pay date range. The first and last dates may be the same if choosing a single date.
   b. Select a check date.
   c. Click "Find."
   d. Highlight the payments you wish to make checks for.
   e. Click "Make Disbursements."
   
3. (Optional) Print the disbursement list.
4. Make Checks:
   a. Enter the appropriate general ledger bank account.
   b. Designate a number for the first check. Subsequent checks will be numbered sequentially.
   
   * CompuPlants does not keep track of the last used check number, so you will need to provide the check number each time.
   c. (Optional) Add a check prefix (letters and/or numbers).
   d. (Optional) Check "Prevent Checks Dated Before Voucher." This is a safeguard against pre-payments. If you do not check this flag, you will receive a warning in the event of a pre-payment, but the application will still process the check.
   e. Click "Execute." The program creates and stores the checks.
   
5. To print the stored checks, go to "Checks."
   a. Enter the check date.
   b. Click "Find."
   c. Highlight all checks you wish to print.
   d. (Optional) Preview the checks. The check stub lists all vouchers paid. There is only enough space to accommodate 15 vouchers, however. If more are linked to the check, go to "Print Check Overflow" to print a list of the remaining vouchers.
   e. Select "Print."
   

Void a Check

This procedure is quite simple, but background processes will vary depending on whether the check is in an open or closed financial period. In either scenario, the check must be verified before you can void it.

• Open period: CompuPlants updates the amount of the check to $0. If the check referenced a voucher, the voucher balance will be restored to its pre-check amount, to be paid at a later date.
• Closed period: The void date must fall within an open period or an error will occur. We suggest re-opening the period before voiding the check, but you can void a check dated in a closed period. Instead of changing the check amount to $0, however, the program creates a new check in the open period to reverse the original transaction. The new check is assigned the same number as the original check, but begins with the prefix "V" (e.g. V6563).

Delete Voucher Associated with Voided Check
This process also depends on whether the voucher is in an open or closed period:

• Open Period: After voiding the check, query the voucher and update both the header and detail amounts to $0.
• Closed Period: After voiding the check, use Manual Checks to create a check in the amount of $0. Then, insert two details: a positive entry to the purchase journal and a negative entry to the general ledger.