Using Load Payables

When you first enter the Load Payables option a Select An Option window will appear with the following options.

EXIT – Select EXIT to exit the Load Payables option.

Select EXIT to exit the Load Payables option and return to the System menu.

LOAD A/P – Select LOAD A/P to load payables manually.

This allows you to enter the open transaction balance for each vendor or make changes to an existing transaction.

1. At the Vendor field enter the Net•Yieldvendor ID code. The old vendor ID will default into the Old ID field if one is found for the vendor if the Old Code Conversion Mode setting in System Options has been set to Y (Y=yes), or enter the vendor ID code from your existing system in the Old ID field (optional). If the Old Code Conversion Mode setting in System Options has been set to Y (Y=yes), the Net•Yield vendor ID code will default into the Vendor field – if an old vendor code is found. If a vendor is not found, the following error message will display: "Vendor not found with old ID". Press the space bar and enter a different old ID or add the old ID to the vendor.

If you are uncertain of the vendor code or want to add a vendor code, see Navigating Net Yield - Selecting a Vendor Code.

2. At the Type field specify whether this is to be a voucher (VO) or a voucher adjustment(AD).

3. Enter the reference number for the open transaction in the Reference Number field. (If you type the number of an existing reference number for the same vendor the system will assume you are trying to edit that record and will display the command options listed below in Step #6.)

4. At the date field enter the date or press Enter to accept the system default date – today's date.

5. Enter the amount of the voucher, or voucher adjustment in positive numbers in the Amount field.

6. Command options will appear:

Add – Select Add to save this record and return to the Type field for the same vendor to allow you to create additional records.
Change – Select Change to edit the record that was just created.
- Make the appropriate changes to the Date and Amount fields as necessary. Press Enter when finished. If the reference number is wrong, select Exit to exit without saving and re-enter the transaction.
- Command options will appear; select Add.
Exit – Select Exit to exit the Load A/P option. The following message will appear: "Print (vendor name) A/P? No/Yes."
- Select no if you do not want to print the record.
- Select yes if you want to print the record.

If the system finds the same reference number previously used for another vendor, a Duplicate Reference window will appear to warn the user of a possible duplication. The following information will display:

Vendor – The vendor ID code with the same reference number
Reference – The reference number
Date – The date of the transaction
Amount – The amount of the transaction

Command options will also appear:

Exit – Select Exit to exit the transaction without saving it.
Add Anyway – Select Add Anyway to add the transaction to this vendor.

PRINT A/P – Select PRINT A/P to print a list of load entries you have created.

Selecting PRINT A/P allows you to print a list of the load payables records entered. This is helpful if you are working in multiple sessions, or with many people. It is used to reconcile the open balances from your existing system against the Net•Yield load balance prior to updating and posting the open transactions.

See Printing in Load Payables.

UPDATE NET YIELD– Select UPDATE NET YIELD to post the open transaction to the vendor and create vouchers and voucher adjustments.

1. At the Period field enter the accounting period the open transaction should post to.

2. In the Year field, enter the year for the accounting period or press Enter to accept the system default – the current accounting year.

3. At the Last Ref No field, the system will default to the last voucher reference number based on the Last Purchase Order Number field in Payables Options. The next number will be the first voucher reference number assigned to the open transactions when they are posted.

4. Command options will appear:

Update – Select Update to save the load information.
Exit – Select Exit to exit and return to the Select An Option window that appears when you first enter the Load Payables option.

Select Update.

Important: The open balances will not be posted to the vendor unless you select Update.

It is recommended that you print an Aged Payables Report to confirm the open vendor balances posted are the same as your existing system.