Accounts Payable

Processing Checks

• The Pre-Check Register lists vendors with zero balances and notes that no check will be printed. How can I get those vendors off the Pre-Check Register?
• I created a new check specification, but the checks continue to print in the old format. Why doesn't the program use the new specification?
• I modified my check and advice specification. The first check prints OK, but then the information seems creep up or down the forms for all the other checks. Why?
• On laser checks, the first line prints too low. I can't seem to get it to print any higher since it is the very first line of my specification. How can I modify this?

The Pre-Check Register lists vendors with zero balances and notes that no check will be printed. How can I get those vendors off the Pre-Check Register?

The zero-balance vendors who are listed on the Pre-Check Register have accounts which contain unapplied payments, credit notes, or adjustments. To clear these unapplied transactions, use the Add/Modify/Delete Manual Checks function, specifying each vendor with a zero balance, then selecting all the outstanding transactions in the account to cross-apply them and create a "zero net" check.

I created a new check specification, but the checks continue to print in the old format. Why doesn't the program use the new specification?

After adding a new check specification you must use the Add/Modify/Delete Banks function to edit the Specifications fields for System checks (and advices, if applicable) to enter the name of the new check specification you want to use. If you want to use the specification for manual checks as well, enter the new specification name in the relevant fields in the Manual column.

I modified my check and advice specification. The first check prints OK, but then the information seems creep up or down the forms for all the other checks. Why?

When modifying a check and advice specification, keep in mind that each ". line" equals a line on the form, and that the total number of lines in a specification must equal the total number of lines on the paper or form on which you print. For example, an 8.5" x 11" page includes 66 lines, so the specification you use with 8.5" x 11" paper must also include 66 lines (6 lines per inch x 11 inches = 66 lines).

On laser checks, the first line prints too low. I can't seem to get it to print any higher since it is the very first line of my specification. How can I modify this?

Change your printer driver selection to the Hewlett-Packard LaserJet (66 lines) printer driver. You must also make sure that the total number of lines on your specification equals 66.

Processing Invoices

I know I have invoices that are due for payment, but when I run the Pre-Check Register the program says that no checks will be printed. Why?

Check the ending codes you specified in the Print Pre-Check Register function for ranges of control account sets, vendor numbers, and report groups. Ending fields cannot contain blanks; each must contain either the code for the last record in the range or zzzzzz (representing the last code in your Accounts Payable data for the type of record). Starting fields can use the code for the first record in the range, or they can be blanks.

Year-End Processing

• I'm trying to run year-end processing in Accounts Payable, but I get the following message "Batch status must be printed and purged." What do I do if there is nothing to print or I cannot clear a batch?

I'm trying to run year-end processing in Accounts Payable, but I get the following message "Batch status must be printed and purged." What do I do if there is nothing to print or I cannot clear a batch?

You will get this message if you have not printed the Batch Status report to a printer or a file, then chosen the option to clear the data after printing. (You cannot clear the report if you print it only to your screen.)

Print the Batch status report to a printer or file again, choosing All for both Type and Status. After printing, choose the option to clear the report, then run the Year End function.

If you do not receive the message that lets you clear the data after printing to a printer or file, the batch control files may have been corrupted. You can replace damaged batch control files by creating a dummy company and copying the dummy company's empty batch control files to your Accounts Payable data files, as follows:

1. Print a copy of your current Batch Status report for all types and statuses. Do not skip this step.
2. Make sure that you understand the DOS commands for making backups and copying files. If you do not feel comfortable using DOS commands, contact the B&W Techical Support department for assistance, rather than following these instructions on your own.
3. Start ACCPAC Plus. When the Start list appears, highlight the entry for the problem Accounts Payable data.
4. Press the Insert key on your keyboard to begin defining the dummy company.
5. Enter Dummy A/P in the Start Name field, then choose Accounts Payable as the program.
6. Choose the drive and directory that appear as the defaults, but choose or type a different extension, such as NEW.
7. Highlight the new Start list item you created, then press Enter to begin creating the new company data files.
8. Accept all the default entries you see on the first two Accounts Payable Creation screens by choosing the Next button.
9. On the third Accounts Payable Creation screen (ACCPAC Plus Integration), enter a general ledger account code for the Purchase Discount account.

Ignore the remaining fields.

10. Choose Next, then choose the option to create the data.
11. When creation is done, leave Accounts Payable and ACCPAC Plus, and go to the DOS prompt.
12. Switch to the directory where you keep your Accounts Payable Accounts Payable data files and make a copy of your real data (not the files for the dummy company).
13. Copy the batch control files from the dummy company you created to your real Accounts Payable data as follows. Enter:

copy apbct*.new *.xxx

new is the extension for the dummy company's Accounts Payable data files, and xxx is the extension for your real Accounts Payable data files.

If you did not switch to your Accounts Payable data directory in step 12 or you created the dummy company in another directory, enter:

copy d:\dummy directory\apbct*.new e:\data directory\*.xxx

d = the drive letter, and dummy directory is the name of the directory where the dummy Accounts Payable data files are located. e is the drive letter and data directory is the name of the directory that contains your real Accounts Payable data files.

14. Start ACCPAC Plus and your real Accounts Payable data. Print and clear the Batch report, then run the Year End function.
15. When you have successfully printed and cleared the Batch Status report, delete the data files for the dummy company and remove the company from your Start list.

Program temporary fix downloads

• This PTF corrects problems encountered by users of some network interface cards when using ACCPAC programs and data on a server. The following functions may have been affected:
  • Invoice Posting
  • Post Adjustment Batches
  • Post Clear Check Rec
  • Post System Checks
  • Post Manual Checks
  • Post Revaluation
  • Year End
  • Period End

For example, some users reported problems saving multiple distribution details in Add/Modify/Delete Invoice Batches or Add/Modify/Delete Adjustments. In these cases, users reported one or more of the following symptoms:

1. Only one distribution in an entry was saved, although several may have been entered.
2. Source codes were lost (this was evident when using the Print/ Consolidate G/L Transactions function).
3. One of the following messages appeared: "Error. Added totals different from saved totals for entry." or "Error. Added totals different from saved totals for batch."

• This PTF corrects the formatting of the job number's job, phase, and category codes.
• This PTF contains DynaView dictionaries which correct the problems associated with linking to non-multicurrency databases. The message "DV: Cannot define link - invalid dictionary record length." appeared in some cases when linking to a specific file.
• This PTF contains corrections for the French check language file. The new APXFREN1.LD4 French language file prints four-character French month abbreviations instead of the three-character English month abbreviations in the APXFRENC.LD4 file.
• This PTF contains a new Spanish check language file, Australian check language file, and Mexican check language file. The Mexican checks have been altered to include the characters "M.N." Also, if you do not want the currency symbol on Mexican checks, you can use specification code %A5 instead of %A1 on checks.
• This PTF changes AP to allow you to reverse home-currency checks when using a multicurrency database. This applies to checks which have been transferred to the history file.
• This PTF contains modifications to the 6.0 import format to relax the requirements for a successful import. Note, however, that any error conditions which appear during import must be corrected in AP before posting the batch.
• This PTF corrects problems you may have had when using the vendor payee file: for example, an integrity checker phase 1 error.

In addition, the following changes have been made to Accounts Payable:

• In Add/Modify/Delete Vendors, the start date entry field has been changed to four digit year entry.
• In Delete Inactive Vendors, the last activity date entry field has been changed to four digit year entry.
• In Display Vendor Information, the start date display field has been changed to four digit year display.

General Instructions

After downloading the ACCPAC Plus PTF, copy the self-extracting file to a floppy disk, then run the self-extracting file from the floppy disk using the following syntax:

[filename]

The extracted files are now on the floppy disk.

Installing the PTF:

1. Start ACCPAC Plus. When the Start list appears, press F3 to display the System Manager Menu.
2. Press I, or use the Up or Down Arrow key to highlight Install Programs, then press Enter.
3. Insert the PTF diskette in your diskette drive.
4. Follow the instructions on the screen.

This will place the files in the appropriate directories.

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S.B. Accounting Serives
Last revised: October 04, 2007