Accounts Payable 5

Version 5.5.0

• Modified Open Voucher and Aging Analysis Reports. Vouchers that are paid with a "date paid" before the "voucher date" are no longer shown on the report. In the past these items were shown if the "voucher date" was in the current period. This shouldn't affect most customers since the date paid should always be after the voucher date. Normally you don't pay an invoice before you receive it.

Version 5.4.9

• Remove Posted Transactions (in Miscellaneous section). When removing many transactions, the resulting report showed incorrect sub-totals and grand total if items with more than one distribution code were included in the report. This has been corrected.

Version 5.4.8

• Check Printing. Added the ability to print the vendor number on the check stub. The code [conum] will print the vendor number where desired.

Version 5.4.7

• Corrected problem when trying to print "zero" checks. The system sometimes thought the check was negative when it wasn't. Printing "zero" checks is a way to remove offsetting transactions. A check does not actually print.

Version 5.4.6

• Month End Close. Error 9 at 21299 (Subscript out of range) was possible when closing
  the month. This has been corrected.
• 1099. You can now print a 1099 for a single vendor if you wish. Just click on "Check Vendor File". When the list of vendors is shown, you can click on a single vendor and print it from that screen.
• Check Register and Checks by Vendor. If the total was above $1 million, the report did not show the cents. This has been corrected.
• Voucher Entry. Entries with no invoice number are now allowed.

Version 5.4.5

• Posting. An error was introduced in version 5.4.4 regarding the discount field. If you enter a number followed by a percent (%), the program thought you were trying to post invalid data. This has been corrected.

Version 5.4.4

• Correct Errors in Data. When correcting the open item file, the system was damaging entries with more than one distribution code per invoice. This was causing lots of problems and has been corrected on this version. It is recommended that you always back up your data (File --> Backup Data) before correcting data using this option.
• Purchase Order Entry. You can now enter multiple line descriptions on the purchase order detail.
• Voucher Data Entry. Changes made to make it more stable when editing data. You must press the enter key after each field to check the current field and move to the next field.
• Post Data. Data is now checked for missing or incorrect data before posting. Some bad data had been sneaking through either from Purchase Orders or from Voucher Entry.
• Purchase Order Entry. When changing detail lines, the activity list was automatically being shown, forcing the user to enter a valid activity code even when there was no job # number entered.
• Aging Report now shows contact name (detail version only).
• Distribution Report. When showing period 1 for a new year, when the previous year had not yet been closed, it was incorrectly showing transactions from period 1 from both years. This has been corrected.
• Purchase Orders. When updateing a/p, the system was subtracting instead of adding to the on hand quantities for items and paper. This has been corrected.
• Purchase Orders. When updating a/p etc., you now have the option of changing the item
  and paper prices automatically, manually or not at all in inventory.

Version 5.4.3

• Checkbook Reconciliation.Importing payroll checks did not work for period numbers less than 10. This has been corrected.

Version 5.4.2

• Checkbook Reconciliation. An error was introduced in the previous version. If you attempted to import checks to period 1-9, the program refused to work and no checks would be imported. This has been corrected.

Version 5.4.1

• Month End Close. When checking to see if you are out of balance, the last day of the year was not being included on the check total. This could cause you to appear out of balance when you actually were not out of balance.
• PO History Report. If you are looking for a purchase order number that is not completely numeric (like 99-1701), the program will now find it properly.
• PO History Search. The PO # was added to the list of things you may search by.
• PO History Search. When displaying the report, you can now double click on a line on the report and see the entire purchase order, including contact name and telephone.
• Checkbook Reconciliation. When importing checks from Accounts Payable check register for period 14 (first period of new year when previous year has not been closed), the program accidentally imported period 14 and period 1 at the same time. This has been corrected on this update.
• Outstanding PO Report has been modified to include the contact name and telephone number. Note that this is the contact name entered as part of the order, this could be different than the contact name in the Vendor file.
• Outstanding PO Report. This report allows you to double click on a line to modify the selected purchase order. This feature only worked if you were sorting by PO #. This has been corrected so that it works regardless of the type of sort. Just make sure that you are clicking on the line that contains the purchase order number.
• Purchase Order Print. When printing the MWT, the program no longer prints any digits past the decimal point.
• Purchase Order Print. Terms were being shown as upper case even if they were entered as upper and lower case. This has been corrected.
• Purchase Order Entry. When entering a new order, the ship to information is automatically filled in with your company address. If you wish to change this address, go to Setup -> Company Name etc.

Version 5.4.0

• Network Installation Change. A change has been made to the installation procedure to make it easier for network users to install the program automatically on all work stations without having to install on each one. This requires the use of ID113 or later, which is the security program most people use to get into the programs on a network. For more information, see the User Support --> On-line Manuals area on www.press-tige.com/p2000.
• Vendor Status Display. If you had a check that was issued by mistake to two different vendors, both vendor's information was showing up on the lower window (the check information). The problem was not serious, in that the data was correct, it was just being shown incorrectly on this particular screen. This has been corrected on this update.

Version 5.3.9

• Period Date Range. If your year ends in February, the program showed your year end as 2/28/00 when it should have been 2/29/00 because 2000 is a leap year. The problem showed up on all reports and has been corrected.
• Change Invoice # on Check. This is a new option in the Miscellaneous area. It allows you to change the invoice # on a check in the check register. This is mainly intended for the case where you had a COD check that you had to write before you received the invoice. This way you can update the check with the correct invoice # later. Keep in mind that this does not change the distribution or open voucher files!

Version 5.3.8

• Voucher Data Post Report. The Due Date was added back onto this report, it was taken out on 5.3.7 to make room for the longer invoice #. If the invoice is pre-paid, the check number will now print as a separate line.
• Open Voucher Report. An extra space was printing at the end of each detail line on Version 5.3.7. This made the line 81 characters, where the maximum should be 80. On some dot matrix printers, the extra characters causes the printer to print a blank line after the detail line. This has been corrected on this version.
• Open Voucher and Aging Reports. If you displayed the report multiple times in a row, the distribution totals at the bottom of the report would double up each time. This has been corrected.
• Detail Aging by Due Date. If you displayed this report multiple times in a row, the aging summary at the bottom of the report would double each time. This has been corrected.
• Checkbook Reconciliation. Voided checks (zero checks) will no longer be imported into Checkbook Reconciliation.
• Vendor Add/Change/Delete. Option to change all vendor names to upper case has been removed, seems too dangerous.
• Purchase Order Update to A/P. Zero lines no longer come across to Voucher Data Entry. Comment lines entered on the order were coming into Voucher Data Entry in previous versions, this has been corrercted.
• Purchase Order Entry. When entering a Job #, you can now enter part of the customer name, and all jobs belonging to a matching customer will be shown.

Version 5.3.7

• Void Checks. When voiding multiple checks, some of which had multiple distributions per check, the check total and grand total could print incorrectly on the report that prints after voiding checks. The actual data stored in the check register and distribution file is correct, so the error was not serious.
• Voiding Checks - Multiple Vendors per Check. It is possible to have a check with two vendors. This happens when you do two different check runs and accidentally have one or more check numbers that overlap. This has to be accidental because there can only be one check for each check number. The void check option now detects this and allows you to void the check for one of the vendors and leave the rest of the check untouched. This is much more useful than the previous version that voided everything with the same check number, regardless of vendor.
• ID - Security. Updated this version to work with ID 1.1.2 and later.
• Displaying Reports. When you display a report on the screen and then Escape without printing, the program will now take you back to the same report instead of completely exiting the report as the program had done. This seems to be more convenient and has worked well in the other programs.
• Printing Checks. An earlier update added a feature where the Check #, the date, time and person who printed the check was included in the Open Item file Comment field which showed up in the Vendor Status Display. It was just discovered that the check # stored here was wrong. If you printed a large batch of checks, all checks in the batch would be shown as the first check number, instead of the correct check. This problem was not serious because it did not affect open items, distribution or the check register, but it did cause some confusion.

Version 5.3.6

• Larger Invoice #'s. Due to popular request (demand was more like it), the invoice (or reference) field for invoices has been increased from 10 characters to 16 characters. This change made it necessary to change the internal format of virtually every file and re-format almost every report to make room for more characters in the invoice field. Because of this, the first time you run this version, the program will do a rebuild on most of your data files. This may take a few minutes so be patient the first time in. I highly recommend that you backup your data BEFORE installing this update!! Just go to File -> Backup Data, it only takes a second.
• Remove Posted Transactions. In a networked environment where you are using the ID program, it was possible to get an Error 5 when trying to remove posted transactions. There was a strange little bug that seemed to show up only if you used a fairly long user name in a networked environment. This bug was serious if it hit you because it posted the transaction to distribution, but did not remove it from the open items. This caused you to be out of balance for that vendor. The best solution was to make the adjustment in General Ledger (or manually to the distribution report given to your accountant if you have your G/L done outside. This has been corrected on this update.
• Select Items for Payment. If you selected by due date and then went immediately to "Print Selected Payables", the program gave you an error indicating that the file was already open. It was more of a nuisance error than serious, but it has been corrected on this version.

Version 5.3.5

• 1099's. Yet another 1099 problem. When looking between two databases for checks for a calendar year, the program was not looking for checks that were duplicated in both databases. If there were duplicated checks, they would be added in twice. This has been corrected on this version.

Version 5.3.4

• 1099's. In some cases, the program would hang up and never return when trying to calculate 1099's by checks written. This has been corrected as well as some other minor problems within this option.
• Purchase Order Entry. On multiple line orders, when you enter the Received and/or Invoice information, you can click on the "Copy All" button to copy the information to all lines on this order. This saves time if you have multiple lines.
• Update Purchase Orders. This option now checks to see if you have orders that have been entered or modified, but have not been saved. If this is the case, the program will not let you update orders until you have saved this new information.

Version 5.3.3

• Purchase Order Update. When updating other programs, the program could become confused if you had multiple selections on multiple invoices. The result was typically that not all Invoiced items were removed from the Outstanding file and placed in History. This should be working much better now.
• Outstanding PO Report. New feature. When displaying this report, you can now double click on each order you wish to modify, then click on "Modify Selected Orders" to actually modify them. This is intended to be a handy way to identify orders you wish to modify without having to remember and then enter the order #'s in the "Modify Existing Order" option.
• Print 1099. An option was added to allow you to read checks form the prior year provided that you saved the prior year information under a different company abbreviation.
• Enter Purchase Order. If you deleted a purchase order, then went to print/save, it would still show the deleted order on the list to print.
• Overdue Purchase Order report was not showing the purchase order number on each detail line.

Version 5.3.2

• Modify Purchase Orders. If you tried to modify more than one purchase order at a time, you got an Error 6 or similar. This made it very cumbersome to enter Invoice #'s since you had to do it one Order at a time. This has been corrected in this update.
• First Period of New Year. Period "14" has been assigned to first period of a new year when the previous year has not yet been closed. This period 14 has now been added as an optional period for reporting purposes. This makes it possible to print all the reports you need for period 1 of the new year without having to close the previous year first. Also applies to checkbook reconciliation.
• Checkbook Reconciliation. The program was not correctly importing employee checks for periods 10-12. Also, fed/state checks were not being imported. Both of these conditions have been corrected.
• Vendor Status Display. When invoices are paid or removed, a note regarding who did the deed and the date and time is now being kept by the program. When pressing the "Show More" button, paid transactions will now be displayed along with these comments.
• Pre-Paid Checks. If no comment is entered manually, the date, time and person's name of posted the check is entered as the comment on the check. You can see these comments by checking the "Show Comments" checkbox when printing the check register.
• List of Periods. When listing periods for years starting 1/1/2000, the program was showing period 12 as 12/1/2000 to 12/31/1910. This has been corrected.
• A/P Aging Report. The summary version has been modified so that each vendor occupies just one line. The vendor's phone number has also been added to the detailed version of this report.

Version 5.3.1

• Purchase Order Module. A new Purchase Order module has been incorporated within Accounts Payable. If you have previously used the DOS version, you can import your DOS PO data into the new windows format.

Version 5.3.0

• Remove Posted Transaction. This option has been modified to prevent you from removing an item with a voucher date later than the date you are removing. "Today's" date is the transaction date of the removal transaction. If this is in an earlier period than the transaction you are removing this will cause you to be out of balance. Kind of like writing a check with a check date before the invoice date.
• Month End Balancing. Let's say you have an invoice dated 12/01 and you wish to remove it from the system. You go to "Remove Posted Transactions" and remove it. What you don't notice is that your "accounting date" was set to 11/30. This means that you "paid" the invoice on 11/30, but the invoice didn't exist until 12/01. The out of balance condition was caused because the payment would show up on distribution, but not on Open Vouchers. This problem has been corrected by including these phantom payments on both the Open Voucher and the Aging reports. You can tell these transactions because a "?" will be put at the beginning of the invoice # on the report.
• Purchase Journal. Added the ability to summarize invoices so the report only shows one line per invoice. This makes it possible to check for duplicate invoice numbers.
• Select Items for Payment. If you were partially paying an invoice the program displayed an error message by mistake (wanted a valid date, even though no date is required). This has been corrected.

Version 5.2.9

• Important. When starting the this version of the program for the first time, you will be asked if you wish to rebuild your vendor file. This is because a Terms field has been added and we have to make room. Go ahead and say yes once you make sure that no one else is running Accounts Payable.
• Voiding Checks. The program no longer zeros out voided checks in the check register, it now adds a negative check for the date the check was voided. This will avoid confusion later when trying to balance the books when a check was written on one month and voided the next.
• Check Dates. If you entered a check date which was before the invoice's voucher date, this could cause an out of balance condition if the check date was in an earlier period that the voucher date. Not only that, this out of balance condition was very hard to find. The program now verifies that all check dates are later than the voucher date to prevent this problem from happening in the future.
• Purchase Journal. A new report has been added to the Reports section. The Purchase Journal will show all invoices, checks and adjustments entered during a particular period. This report can be helpful for analysing a month's transactions as well as finding out of balance problems.
• Month Close. When checking to see if in balance, you can now print this screen.
• Error Check. A new function was added to the Check for Errors in data option called "Special Error Detect/Correct". This option allows you to correct some internal errors that may have crept into your data, specifically years like "0099" can creep in during conversion from DOS. Also, voided checks that were set to zero can be re-instated in their proper form provided distribution information is still present for the check.
• Print Checks Now (from within data entry). If using the "long" format for the dollar amount, it didn't print anything.
• Auto Voucher Post. When posting auto vouchers, the vendor name was not showing up on the posted report. This was not a serious problem, as the transaction still posted correctly.
• Program Startup. The program now displays the full company name instead of just the abbreviations. Makes it more useful if you have several companies on your system.
• Vendor File. The vendor's standard terms was added to page 2. This is mainly used by the new Purchase Order section.
• Company Name etc. Added "Next Order #" to be used by Purchase Orders.
• Printing. Modified the printing section to eliminate the tiny printouts that sometimes happen on laser printers.

Version 5.2.8

• Month End Close. When closing the month, you will no longer have the option of removing the distribution detail. There was no good reason to erase it and sometimes people lose the month-end reports etc. This way you can see all of your distribution for the year. Keep in mind that previous months that have been erased will not come back, just future months will not be cleared.
• Distribution Report. You can now print a distribution report showing just those transactions that have been sent to G/L, or just those that have not been sent to G/L if you like.
• Re-Printing Checks. If you re-printed part of the check run using new check numbers on the re-print the program hung up if the new check numbers overlapped with the previous check numbers. This has been corrected.
• Check Printing. Added a feature where you can have your check amount printed as "ONE HUNDRED" instead of "100". Use [long1] or [long2] for this function. See the help information on the bottom right when setting up your check format under "Data Fields to Insert" for more information.
• Miscellaneous Vendors. Checks to miscellaneous vendors will now hold the actual vendor name that was printed on the check in the check register. This change will affect future checks only, not checks written in the past. Distribution detail reports will still report the normal vendor name because this is looked up from the vendor file and is not stored when the check is posted.
• Entering Dates without the Year. If you entered a date without the year (eg. 0205) and the date was more than two months in the past, the year the program came up with was wrong. This has been corrected. The program is going to make its best guess regarding the year you intended.
• Vendor Status Display. This function has been expanded to include all previous checks found in the check register for the vendor in additional to unpaid items from the open item file.
• Check Format. Added the ability to include a comment on the check. Just put in [comment] in the check format where you want it to print. Also added some help notes which defines the codes available when modifying a letter.
• Checkbook Reconciliation. The Import from Payroll has been changed from the DOS Payroll to the Windows payroll since the DOS Payroll is no longer in use.
• Month End Close. When checking to see if in balance, the program became confused when totaling the checks written in the last month of the year if you were not on a calendar year. This problem was not serious, it just reported zero checks for the month and therefore did not compare correctly with the distribution detail.
• Vendor Add/Change/Delete. The "Current Balance" field is now calculated from the vendor's open items and is shown for reference only in this option.
• Voucher Data Entry. After saving a line, the program was not clearing the distribution description. This was kind of confusing and has been corrected.
• Voucher Data Entry. When using "Print Checks Now" the cursor wasn't being placed on the check #, forcing you to click on that area before entering the check #.
• Voiding Checks. If a check was voided that was already a zero check (really no point in doing this), the program created entries in the distribution file under Cash in Bank and also tried to enter a reversing entry to the original expense distribution code. If the zero check was a previously voided check, this reversal may be to a non-existent distribution code and hence showed up on the distribution report as "not on file". It didn't really cause any harm, just an annoyance. This has been corrected.
• Distribution Report. When printing the detail report, the program now reminds you which account you are looking at at the top of each page.
• Print 1099's. Program had a problem formatting 1099's correctly when printing. Typically the first page printed correctly, but subsequent pages were not correct.

Version 5.2.7

• Select Items for Payment. When selecting automatically, you should normally put in a beginning and ending discount date if you wish the program to figure discounts correctly. If you left out the beginning discount date, no discounts were taken. The program has been modified to insert a date of "01/01/1900" for the beginning discount date if the beginning discount date is left out, but the ending discount date has been entered.
• Month End Close. A "Resolve Out of Balance" button has been added to this window. If you are out of balance, this option will go through your vendors and try to pinpoint the vendors most likely to be causing the problem. Be advised that this is merely a place to start investigating, it does not necessarily mean that all vendors on the list actually have problems.
• Month End Close. Speeded up the "Check if in Balance" section. It was taking more time than necessary to read the check register.
• Month End Close. Corrected an error in resolving voided checks during the month. Sometimes it showed the check register out of balance with the distribution when it was actually in balance.
• Distribution report. You may now insert a vendor number when asking for the report. This is mainly useful in tracking down out of balance conditions.
• Aging and Open Voucher Reports. If you had more than 100 active distribution codes the program had a problem when saving information for your distribution summary. This has been changed to allow up to 200 distribution codes on the report and prints a nice warning message at the bottom of the report if you exceed the maximum instead of generating a series of error messages.
• Added file extension after the company name that shows in the lower left corner of the main window.

Version 5.2.6

• Print 1099's. The program now allows you to pay 1099's based on either checks written (cash method) or invoices received (accrual method). The program used to allow only the accrual method. I also included the ability to print straight to the printer if desired.
• Vendor Add/Change/Delete. If you selected a vendor name or number that does not exist, an Error 380 was displayed. No real problem was created, but there error message has been removed.
• Voucher Data Entry. When you click on a line that has been entered, the Vendor total in the batch now appears along with the batch and invoice totals. This way you can easily determine the total invoices for a vendor in the batch.
• Display Reports. Page Down and Page Up keys now take you to the next and previous pages when you reach the end of the page. Just makes it a little easier to view reports.
• Month End Close. Modified the program slightly to prevent zero invoices from remaining in the open vouchers after the month was closed.
• Vendor Labels. Added the ability to print labels for vendors. Most people use these for setting up file folders as opposed to mailing Christmas cards to vendors.

Version 5.2.5

• Voucher Entry. When entering a second invoice for the same vendor, the system will now restore the default distribution code automatically.
• Check Printing. If your checks have the stub on the top, the program was not printing checks with a lot of invoices on the stub correctly. If it had to list invoices on a second check, the program was not doing it correctly. This has been corrected.
• Check Printing. When checks are re-printed, voided checks are created. In some cases, an Error 5 occurred when trying to save the checks. This has been corrected.
• Checkbook Reconciliation. If you tried to post two entries with the same date and reference, the second entry would not be added and no message was given. Now a message is shown and you are instructed to change the date or the reference to avoid duplicate entries.
• Various Reports. If the "asof" date was not a valid date, when you tried to print or display, the program would display an error message and then hang the program. Not letting you out of the program. This affected Open Vouchers, Cash Requirements, Detail Aging and the regular Aging reports.
• Voucher Entry. When entering dates as MMDD, leaving out the year, the system was choosing the past year when it should have been picking the next year. The program has been changed so that if you enter a date withing the last 60 days, it will assume the current year, otherwise it will assume the next year.
• Voucher Post. Comments are now shown on the posted printout.
• Security. The Accounts Payable program now keeps the security program (ID) informed of any changes in the menu items. This way, if new options are added to Accounts Payable in the future, the ID program will know about it without having to update the ID program itself.
• Select Items for Payment. When printing the selected item report, the report now indicates lost discounts with "LOST" in the discount amount field. The program also indicates how many discounts were lost, if any, at the bottom of the report.
• Voucher Data Post. Program became confused on cases where you were posting to period 2 after closing the year, but before closing period 1. The program was erroneously saying that the transaction wasn't in the current year. This has been corrected.
• Check Printing. If the last check on a check run was actually a zero check, say an invoice with an offsetting credit, the program would print no checks at all. This has been corrected.
• Import from Other Programs. Added the ability to import the vendor file from a Comma Delimited (CSV) file. This is a common format for moving data between programs.