This chapter contains the following topics:
Here is a summary of major A/P features:
| • | Provides maintenance and lists of the vendors. |
| • | Allows entering, editing, and posting of new payables, prepaid, immediate checks, adjustments, and cancellations with edit list and journal. |
| • | Allows you to enter, edit, and select recurring payables to turn into vendor invoices. |
| • | Optional use of memo transactions. Memo transactions are paid via credit card or other non-check means and these can be applied to your credit card vendor. |
| • | Recurring payables can be selected by cut-off date and group, allowing automatic selection. |
| • | Prints an A/P open item report. |
| • | Allows on-line vendor account inquiry. |
| • | Prints a cash requirements report. |
| • | Prints a cash disbursements projection report. |
| • | Allows flexible payment selection, including partial payments, with a check selection edit list. |
| • | Prints A/P checks and a check register. When using direct deposit it prints remittances and a direct deposit register. |
| • | Four fixed check formats and a user definable check format are provided - may print COD checks immediately on entry. |
| • | You may print the check using the vendor address or a pay-to address. Pay-to addresses are stored in the pay-to file/table. |
| • | Automatic check voiding is provided. |
| • | Allows direct deposit processing with the generation of an ACH file. For using direct deposit you design your remittance format. |
| • | Can provide a direct deposit file for transmission to your bank where funds are deposited directly into the vendor's banking accounts. |
| • | Prints a report showing A/P distributions to the general ledger. |
| • | Keeps a full vendor history showing the details of all entry and payment activity for as long as you want to keep it. |
| • | Prints a vendor analysis report. |
| • | An unlimited number of A/P accounts and cash accounts may be used. |
| • | Allows vendor terms based on days or on day of month. |
| • | Allows aging of accounts based on days or on day of month. |
| • | May be interfaced to General Ledger, Job Cost, Purchase Order and/or Product Purchasing, or used stand-alone. |
| • | May be interfaced to Check Reconciliation to reconcile the checkbook from which check and direct deposit payments to vendors are made. Payments may be posted directly to C/R or may be pulled into C/R via a batch transfer. |
| • | Vendor purchasing addresses are maintained for use with the distribution Purchase Order. The manufacturing Product Purchasing application has a separate purchasing address file. |
| • | Allows storing of reports on disk for printing or viewing later. |
| • | May produce a positive pay file to be transmitted to your bank. Your bank will only expect and only clear the checks written to the file. |
| • | Allows use of multiple printers, printing to Windows printer, generating an HTML view file and an Acrobat PDF file. |
| • | Includes password protection and backup/restore facilities. |
| • | Provides field by field on-line Help that is available to the user at the touch of a key or the mouse. |
CashPoint™ offers the NCR Counterpoint user the most completely integrated back-office accounting solution available. The Passport Business Solutions Financials: PBS Accounts Payable, Check Reconciliation, and General Ledger combine with the exclusive CashPoint interface to allow NCR Counterpoint users to manage their cash flow like never before.
CashPoint reduces redundant data entry work, improves efficiency, and provides the professional standard of back office money management busy retailers need.
For more information see the CashPoint web site. The installation, configuration and use of CashPoint is available in a PDF document: CashPoint-CP_Interface.pdf
Accounts Payable is a key component of CashPoint. The information contained in this documentation will help you set up and run Accounts Payable.
A key to understanding any subject is to know the definitions to key terms. Some of them are provided here. For those not found here, use a printed or online dictionary.
1099’s are a means of reporting to IRS and taxpayers dividends, interest and other forms of income. You may read more about the various 1099-MISC types by accessing the 1099 type field in the vendors chapter. The accumlation of 1099s are printing on a 1096 form.
Accounting provides quantitative information about your company through the collection, categorization, and presentation of financial records.
Accounts payable are the purchases and disbursements of your company and the money it owes.
As used here, account means a record of financial activity.
Payable means that the account is paid or due another. Accounts Payable is often abbreviated A/P or AP.
To age means to determine how old a payables document is. You can age either by Due date or by Invoice date.
Four aging periods are available in A/P:
| • | Current |
| • | 31-60 days |
| • | 61-90 days |
| • | Over 90 days |
You can use these aging periods or define your own.
When aging is done by invoice date, a document becomes 1 day old on the first day after the vendor’s invoice is posted. An invoice entered with a date of January 1 would be 30 days old on January 31, regardless of the due date.
When aging is done by due date, a document becomes 1 day old on the first day after the due date. A vendor’s invoice due for payment on January 1 would be 30 days old on January 31, regardless of the invoice date.
When the documentation refers to alphanumeric, it means letters of the alphabet, numerals, special symbols (*, &, $, etc.), or any combination of these. In contrast, numeric (or digits), means only numbers.
Batch Processing groups transactions. These groups or batches can be processed together.
It is often abbreviated as CR. In pre-computer days, typewriters were equipped with a lever on the right hand side known as a carriage return. When pressed, the mechanism sent the paper-holding cylinder, or carriage, to the left, and at the same time, rotated the paper upward to begin a new line. Eventually, a power carriage return was created that was pressed with the little finger on the right hand. This feature was first added to electric typewrites in 1960 by Smith Corona.
On computer keyboards, the carriage return, or just “return” for short, is now known as the enter key and is labeled with a backward arrow symbol. This key serves the same function as the original carriage return, moving the cursor to the beginning of the next line. With the advent of word wrap, however, it was no longer necessary to press the carriage return at the end of each line. Now, the enter/return key is known as a hard return and is used only at the end of a paragraph.
Text files are not always compatible between operating systems. For example, in Linux each line ends with LF, which indicates line feed. With Microsoft products, lines end with a combination of both CR/LF (carriage return/line feed). Macintosh files are saved with CR.
Various text files are created throughout PBS. This includes files for ACH, magnetic media, positive pay and CSV. May be saved with either CR/LF or LF formats.
Accrual is one of the two methods of accounting for revenues and expenses that are commonly used and approved by the Internal Revenue Service (in the United States). The other method is called the cash method.
Using the accrual method:
You count a sale as revenue when you deliver on the sale, not when you actually get paid for it (which can be weeks or months later).
| • | You count a purchase as an expense when you receive goods or purchases, not when you actually pay for it (which can be weeks or months later). |
Using the cash method:
| • | You count a sale as revenue only when you are paid for it. |
| • | You count a purchase as an expense only when you pay for it. |
A path of accounting information that can be followed either forward or backward. A piece of accounting information usually comes from somewhere, or is going somewhere. Part of this information for example, a document number is used to track where it came from, or where it is going. The path made by tracking this information is the audit trail.
Per the audit trail restrictions posting reports, registers and most purging with printing functions are required to be printed to a printer or to disk.
An easily maintainable control file allows you to define various parameters that control many of the characteristics of the module.
As used in accounting, transaction means a business event involving money and goods or services. For example, a transaction occurs each time you gas up your car, you pay money in exchange for gasoline.
Passport software transaction means the record of a completed business event involving money and goods or services.
The records of sales made, and payments received, are examples of accounts receivable transactions. The records of your purchases, and the payments you make for them, are accounts payable transactions. The records of quantities of goods received, or goods sold, are inventory control transactions .
PBS Accounts Payable defines a payable as an A/P transaction. When a vendor sends you an invoice, you enter this invoice into your computer system as a payable using the Payables function.
An open item is an unpaid invoice. After a payable has been entered and verified as correct, it is posted, and becomes an open item until it is fully paid. (Any unused credit or debit memo from a vendor is also an open item.)
Prepaid means a bill that has been paid before the good or service has been received. In this case, it is not necessary for the computer to print a check paying this bill. In Passport A/P, a prepaid entry is called a non-A/P entry because it does not affect the A/P account (although it still affects other accounts).
A manual payment is a payment made using a handwritten check instead of a computer-printed check.
A manual payment is different from a non-A/P (prepaid) transaction. A non-A/P transaction is paid before entering it into the computer system.
A manual payment can be made for an unpaid open item already entered into the system.
A method of entering an unpaid bill and immediately printing a check for that bill. The bill is considered paid. An example of this is paying for a COD shipment.
When your company receives payables and makes payments, you affect not only accounts payable, but also general ledger accounts.
General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized. Financial statements are printed based on this data.
As used here general means pertaining to many areas. Ledger means a book where accounting records are kept. General Ledger is often abbreviated G/L or GL.
A general ledger account is a specific category under which all financial activity of a certain kind is classified. For example, you might have a general ledger account called telephone expenses under which you categorized your telephone bills.
Typically, an independent business has a hundred or more G/L accounts. In Passport accounting modules, each time any financial activity occurs in any area of accounting, the dollar amount is recorded under the appropriate G/L account numbers.
An account number can be fairly extensive. You can create an account number with up to four segments or many combinations of the four. If all four segments are used the first two segments are reserved for cost centers, the third segment is always the main account number and the fourth segment is always the sub-account number. An account number must consist of at least one segment.
Refer to the Company Information chapter in the PBS Administration documentation for complete information on Account Number structure.
As used in Passport Accounts Payable, distribution means either:
| • | The act of allocating amounts, such as purchase or disbursement amounts, to G/L accounts; or |
| • | An amount allocated to a G/L account. |
For example, when you purchase office supplies on credit, you enter information into the computer about how much you owe, to whom you owe it, and when it is due.
In addition, you distribute (allocate) the amount of the purchase to your G/L Accounts Payable account and to your G/L office supply expenses account.
The Passport A/P module collects all distributions to G/L accounts and prints a report summarizing these distributions. These distributions can be automatically transferred into Passport General Ledger, if you use it.
In addition to handling a particular area of accounting, as described above (such as accounts receivable or accounts payable), each Passport module also keeps track of the effect of those transactions on G/L. For example, when you make sales to, or receive payment from your customers, this activity affects not only A/R, but also G/L.
These transactions must be recorded both in the proper A/R customer accounts and in G/L under the proper G/L account numbers.
The terms debit and credit refer to the types of transactions which must be recorded in G/L accounts to accurately reflect the activity occurring in all accounting areas.
In A/P, a debit memo issued by a vendor to you increases what you owe that vendor, and a credit memo decreases what you owe.
Unfortunately, debit does not always mean an increase in an account and credit does not always mean a decrease in an account. In some accounting areas, such as most asset and expense accounts, a debit increases a G/L account and a credit decreases a G/L account. In other areas, such as most liability and sales accounts a debit decreases, and a credit increases, a G/L account.
A minus entry changes the effect of most transactions. Where it is allowed, a minus credit becomes a debit.
This occurs because of the system called double entry accounting (also called double entry bookkeeping) which is the standard method of accounting used today.
The concept behind double entry accounting is that every entry (transaction) results in balancing debit and credit entries into the General Ledger.
Let’s look at the debits and credits involved when a typical independent business pays for goods or services bought earlier on credit:
The debit: The disbursement (payment you make) results in a debit transaction which decreases your money owed others account (usually called the accounts payable account). This is a debit to accounts payable.
The credit: The payment also causes a credit transaction that decreases one of your cash on hand accounts. This is a credit to cash.
So two entries are made into G/L, which balance each other. These balancing entries form the basis of double entry accounting. If you or your accountant ever find your G/L accounts out of balance, it means that the proper balancing entries were not made.
No attempt is made in this documentation to teach you accounting, especially about what types of transactions cause debits or credits to what accounts. Unless you are an accountant or fully responsible for maintaining your company’s general ledger, you need not remember whether a debit increases or decreases a particular type of G/L account.
When using PBS accounting software, you are occasionally asked to enter the G/L account to be debited or credited. Just refer to the appropriate chapter in this User documentation, where you will find exact instructions about what to enter.
Within PBS General Ledger, Accounts Receivable, Accounts Payable, Payroll, Order Entry/Billing, Job Cost, Inventory Control, Purchase Order, and Check Reconciliation, the software automatically takes care of all double entry accounting as you enter the required information on the screen.
As used here, function means one or more programs that accomplish a specific task.
Each selection on the main menu for a Passport module is a function. When you select a function from the menu, one or more programs automatically execute, thereby allowing you to accomplish the task you selected.
When a set of accounting modules is integrated, any information generated in one area that is needed in another area is automatically supplied to that other area. You do not have to enter the information twice.
Passport Business Solutions is a fully integrated system. When Accounts Payable is used with General Ledger, any information recorded in A/P that should be known to G/L can be transferred into G/L.
G/L account distributions are created each time payables or checks are posted. The Payables Distributions to G/L Report can be printed on request. This is normally done at the end of each accounting period.
Similarly, when Accounts Payable is used with Check Reconciliation, information on checks written or voided can be transferred to C/R as a batch or automatically during posting in A/P. A setting in C/R Control information determines whether this.
If you use Job Cost, Purchase Order and/or Product Purchasing, Accounts Payable automatically interfaces to any of these modules.
(pronounced as separate letters) ODBC is short for Open DataBase Connectivity. ODBC is a “pipe” that connects data from Passport Business Solutions data to popular ODBC compliant spreadsheet and reporting applications like MS Excel, Access and Crystal reports. ODBC requires a separate purchase. XDBC™ is the product name that allows PBS to interface with your data via ODBC.
Most of the information you enter into your computer is stored on your disk. In order for computer programs to locate specific pieces of data (within large masses of data) and to process data logically, data must be organized in some predictable way. Passport Business Solutions organizes your data for you automatically as it stores it on your disk. Similarly, when Accounts Payable is used with Check Reconciliation, information on checks written or voided can be automatically transferred to Check Reconciliation.
There are some differences in terms used when working with the classic vision file system vs. SQL. However, they are similar in how they function. You should understand the following terms about the way the data is organized:
Character: A character is any letter, number, or other symbol you can type on your computer keyboard.
Field: A field is one or more characters representing a single piece of data. For example, a name, a date, and a dollar amount are all fields. See entry characteristics, see Field
Column: A column is the SQL name for a field.
Record: A record is a group of one or more related fields. For example, the fields representing a vendor’s name, address, and account balance might be grouped together into a record called the vendor record.
Row: A row is an SQL term for a record.
Entry: A record in a data file or table is often referred to as an entry.
Data file: A data file is a group of one or more related records. A data file is often referred to simply as a file (without the word data).
Table: Similar to a data file, but is called a table when using SQL.
Each file or table is kept separate from other files or tables on the disk.
(There are other types of files in addition to data files. For example, programs are stored on the disk as program files. However, references to file in this User documentation mean data file unless specifically stated otherwise.)
A field is a group of one or more contiguous characters representing a single piece of data. For example, a name, a date and a dollar amount are all fields.
Alphanumeric fields may contain any characters: letters of the alphabet, numerals (numbers), special symbols (*, &, $, etc.), or any combination of all three.
Numeric fields may contain only the digits from 0 through 9 and, in some cases, the minus sign and the decimal.
Date fields contain calendar dates, entered as MMDDYY (or MDDYY for the first nine months of the year). Dates may also be entered with the date lookup. See Date Lookup
A Drop-down list is a user interface control graphical mode element, similar to a list box, which allows the user to choose one value from a list.
Radio button or option button is a type of graphical mode element that allows the user to choose only one of a predefined set of options.
Enter
To enter means to record in the computer. For example, in A/P vendor names and addresses must be entered into A/P Vendors and purchases must be entered into payable transactions.
This pertains to the graphical mode. It is a user interface element that is being displayed with a light shade of gray instead of black to indicate that it cannot currently be operated or selected by the user.
Check boxes and check box labels are black when adding or editing a record. When viewing them they are grayed out.
Menu selections that are unique to certain graphical mode screens could be grayed out depending on the user's permission.
To post means to take payables transactions from a temporary file or table and move them to a permanent file or table (where other transactions probably already exist). For example, in A/P, purchases from vendors are initially entered into a temporary location called transactions. After payables transactions have been entered and verified as correct, they are posted to the permanent A/P Open Items.
Often, during transaction posting, information in other data files or tables is also updated. For example, in A/P, when Payables are posted, the account balance and historical figures in Vendors are also updated.
A register is a formal report of transactions approved for posting. Registers should be retained like journals are retained in a manual accounting system.
This is an acronym for American Bankers Association. The ABA is a free-trade and professional association that promotes and advocates issues important to the banking industry in the United States. The ABA's national headquarters are in Washington, D.C. For more information go to http://www.aba.com/default.htm.
The American Banker’s Association has provided ABA transit numbers. An ABA transit number is a unique identifier to each U.S. financial institution. This number is used for direct deposit ACH processing in Accounts Payable.
Automated Clearing House (ACH) is the name of an electronic network for financial transactions in the United States. ACH processes large volumes of both credit and debit transactions which are originated in batches. Rules and regulations governing the ACH network are established by NACHA-The Electronic Payments Association, formerly the National Automated Clearing House Association, and the Federal Reserve System.
There is a standard ACH file format as determined by NACHA that banks expect when processing electronic payments. Accounts Payable can be set up to produce an direct deposit ACH file during payment (check) processing. This file is sent to your bank.
For more information on the setup of this feature see the appendix Implement Positive Pay and Direct Deposit.
Positive Pay is an fraud reduction service offered by virtually every US commercial bank. It protects companies against altered checks and counterfeit check fraud.
The positive pay process is notifying your bank electronically via a text or a CSV file which contains a register of the written checks that are expected to clear. This file is generated in Accounts Payable during a check run. For each check the register contains information such as amount, payee, serial number, etc. The bank will only pay those checks that have been listed in the register. If a check is received where there is no notification via a positive pay register file, the check will not be cleared.
There is no standard for the check register file. Based on the bank's file specification you must define your own file in PBS accounts payable. For more information on setting up this feature, see the Implement Positive Pay and Direct Deposit appendix.
It is the act of sending money to a vendor to pay for merchandise or services.
There are two printed forms in A/P that would contain remittance information; the remittance advice and multi-remittance report.
It is a document sent to vendors that indicate which invoices have been paid.
In Accounts Payable this is a function that prints a remittance advice form when generating a direct deposit ACH file.
You may create a custom remittance advice form. To make it a true remittance advice, it should list the vouchers that are being paid.
If there are more vouchers being paid for a check than will fit on the check stub you have the option to print a multi-remittance plain paper report during Print checks and post to print all the vouchers being paid for a vendor. This avoids using extra check stock to print the overflow vouchers on voided checks.
A type of data format in which each piece of data is separated by a comma. This is a popular format for transferring data from one application to another, because most database systems are able to import comma-delimited data.
Data pulled from a database and represented in comma-delimited format looks something like the following:
Adams, Jane, 42, Chicago, Illinois
Doe, James, 32, San Francisco, California
Jones, Samuel, 18, Dallas, Texas
Smith, Marlene, 64, Trenton, New Jersey
In the example above the columns are Last name, First name, Age, City and State. Each column value is separated by a comma from the next column’s value and each row starts a new line.
Fields may or may not be enclosed with double quotes depending on whether the field itself contains special characters (including spaces and commas).
When data is represented in comma-delimited format it is also referred to as comma-separated values, abbreviated CSV.
See Comma-delimited
Text file
A file that holds text. The term text file is often used as a synonym for ASCII file, a file in which characters are represented by their ASCII codes.
Construction contract term for the funds that are earned by the contractor for a job, but not paid until some agreed upon date, such as the completion of the job. Supposedly, this is an incentive to complete the job in a timely manner.
This is a percentage of a contracted job price retained from a contractor as assurance that subcontractors will be paid and that the job will be completed.
Multi-Company refers to the capability to do accounting functions for multiple companies with the same set of software. A user wanting to do accounting functions for more than one company on PBS modules can select Define multiple companies (refer to this chapter in the System Manager documentation).
Help
Help refers to descriptions of functions which appear on the screen by pressing a designated key. The Help text gives you a quick reference to the highlights of functions while you are running the application.
In the Graphical mode select <Ctrl>+<F1> to access help or click on Help on the screen menu.
In Character mode select <F8>. Also see Look-ups
Lock Count is a value used with batch processing. This figure identifies the number of sessions using a batch at a particular time. This value must be zero for transactions to be processed. It is also used to lock other sessions out of the batch during a post process.
There are two kinds of lookups: Data Lookup and Date Lookup.
Data Lookup
Look-ups refer to a list of available entries for a particular field. Many fields allow you to press a designated key <F8> to show all available data on file. For instance, when entering an invoice you may press this key at the Account number field to bring up a list of all G/L accounts on file. Selecting an entry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached.
The date lookup provides a point and click window for finding dates and entering date fields.
In Graphical mode the date lookup is available via the <F4> key or clicking on the calendar button. In Character mode access the date lookup via the <F7> key.
|
Note |
In Character mode, depending on where you press <F8>, this function will return a Look-up window or context sensitive Help. If a Look-up window is returned, pressing <F8> a second time will display Help for the field if available. |
SPOOL is a computer term meaning Save Printer Output Off-Line. Spooling is a technique that allows a report to print at a later time. Instead of reports going directly to a printer, they are saved as a disk file (which is usually a lot faster). When a printer is available, all or some saved reports can be printed in one long run (for example, overnight).
Reconciliation means bringing into agreement. When reconciliation is applied to checkbooks, it means bringing into agreement the balance of your checkbook and the balance shown on your bank statement.
A/P contains programs to maintain the Vendor File (or table when using SQL), including entering, changing, and deleting information. In addition to the usual name and address information, the vendor record contains information about the normal terms offered by the vendor and current-period, next-period, year-to-date and last year purchases, payments, discounts and memo purchases.
The Vendors by vendor # report and Vendors by vendor name report can be printed on request.
With the Payables function, you can enter, edit, and post payables (A/P transactions). A voucher number is automatically assigned to each new payable entered. This number is used as an internal reference for each invoice and requires no extra work by the user.
As each payable is entered, A/P automatically calculates the due date, discount amount, and discount date, based on the terms stored in the vendor record, and presents them as default values which can be used while entering information.
Payables can be entered for temporary vendors, so that one-time vendors can be used without having to maintain Vendor records for them.
Payable distributions can be made to an unlimited number of G/L accounts.
Credit vouchers, adjustments, and prepaid can also be entered through this function.
The Payables Edit List is available on request as an aid in the editing process.
On request, new payables are posted to A/P Open Items and a Payables Register is printed.
You can also enter and edit recurring payables. A recurring payable is one that you know occurs at some regular time interval.
You only have to enter the recurring payable once. Then you simply select the recurring payables that are currently due. Regular A/P transactions are created for them automatically.
The Aged Open Items Report can be printed on request for all or selected vendors. Two formats are available. The detailed format shows all open items, by invoice, with aged totals for each vendor. The summary format shows only the aged totals for each vendor.
Four user-defined aging periods are provided, and aging can be done by either the invoice date or the due date.
You can view all open items for a selected vendor.
You can print the Cash Requirements Report on request for all or selected vendors.
This report is useful in determining which vendors’ items to pay. It shows past and current items due with any valid discounts. It also shows items not yet due, but on which the discount would be lost if they were not paid before the next anticipated payment date.
Manual Payments and Modifications
A/P handles manual payment of open items already entered as regular vouchers.
A manual payment is a payment made using a handwritten check instead of a computer-printed check.
You can also modify due dates, discount dates, and discount amounts for existing open items.
A very flexible payment preparation procedure is provided.
In the group selection mode, all current and/or past due items can be selected for payment at once. You can also choose to pay items whose discount would be lost if not paid prior to the next payment date.
You can select for payment individual invoices, or all invoices for a specified vendor, or you can defer them from payment.
Partial payments can be made on any open item.
A Pre-Check Writing Report can be printed, showing all selected vouchers and what the payment amounts plus discounts are, so that any needed adjustments can be made prior to actually printing checks.
At any time after payment preparation has been done, A/P checks can be printed. For COD and other special cases, A/P may write the check immediately on entry.
Four check formats are provided, allowing increased flexibility in the format of the check stub. A reference field may be printed on the stub for each voucher paid. One line per voucher may be printed using compressed (17 characters per inch) format. Two lines per voucher are used if 10 character per inch printing including reference is required. Three check forms are available, one of which has a blank stub compatible with payroll processing.
Provisions are included for restarting check printing from any specified point if necessary to recover from a printer jam.
After printing checks, the A/P Check Register is automatically printed, showing all computer-written checks, as well as all manual checks and prepaids entered since the last Check Register was printed. The vouchers paid by each check are also shown.
A simple check voiding procedure is provided. Distributions for checks are reversed and vouchers are reinstated to Open Items automatically. (This requires that Vendor History be used.)
A complete history of all transactions and payments for all vendors is kept on file for as long as desired. At any time, you can print various reports showing this vendor history information. These reports include the Open payables by date and the full Check register, showing all checks printed for any date range. The history of any particular invoice can be inquired into on request.
History detail not needed can be purged from the file on request. Transactions in G/L can tie to data in history, so don't delete any history where you want to see that tie back.
The Purchases/Discounts Report shows the total purchases and discounts (year-to-date and last year) for each vendor shown.
Passwords are required for logging into PBS. A password is a unique code you assign to each individual using your Passport software.
Each potential user must first enter a valid password before using a protected function.
This function provides the capacity to recover corrupted data. You can also use it to convert important data to a format that can easily be interfaced to common data base and word processing programs. For more information, refer to the PBS Administration documentation.
A vendor is a person or company from whom you purchase the goods and services used in your business. For example, the telephone company is one of your vendors.
This is a document or entry in payables that serves as evidence and certification of an authorization to pay an invoice.
This represents Period-to-date. Period-to-date is a fiscal period, starting from the beginning of the period, and continuing up to the present day. Periods are usually months, but can be other intervals such as 2 weeks, 4 weeks (28 days) or a quarter (3 months).
This means Year-to-date. Year-to-date is a period, starting from the beginning of the current year, and continuing up to the present day. A fiscal year usually starts on January first, but can be the first day of any month.
Comparing the same year-to-date totals, such as income and expenses, from one year to the next can help business owners, managers, investors and executives to compare performance from one year to the next.
Next period
In the case of PBS this means that you have not closed the last period and you are now working in the next period. Per the calendar, it is the correct period, but per PBS it is the next period.