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Generating the Vendor List for Batch Checks

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The first two buttons on the Batch Checks menu provide two compiling options you can use to generate the vendor list. You can compile the list based on the aging of the balance or the due date. You can only use one compiling option. The system overwrites the existing list every time you select to compile the list. You can manually create a list of vendors using the Select Individual Vendors For List button.

To access all of these options, follow these steps:

Step 1. From the Dealership Accounting main menu, select Journal Entries.

Step 2. The Journal Entries menu will open. Click Disbursements.

Step 3. On the Select Check Register To Use pop-up, click on the check register you'd like to work in. 

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Step 4. The Disbursements menu will be accessible to you. Select A/P Batch Checks.

Once you've reached this point, you can select one of the three vendor options from the Batch Checks menu. To learn how to use each option, click on the individual options below:

Generate New List All Vendors
Generate New List All Items Due
Select Individual Vendors For List

 

Generate New List All Vendors
Use this compiling option to generate a list of vendors to pay based on the age of the balance. You can select to include vendors whose balances are over zero days or over 30 days. 

Step 1. From the Batch Checks menu, click Generate New List All Vendors.

Step 2. If you want the system to calculate the trade discount based on the discount entered in the vendor’s trade payables file, click to select Always Calculate Trade Discount.

Step 3. Click the aging criteria you want to use by clicking Zero Days or 30 Days

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Step 4. Click OK when prompted to verify you wish to create the list. 

Step 5. If you selected to generate the list for zero days and the system contains detail forward items, it will ask if you wish to include all such items posted through the date of the list creation. Click OK to continue.

If you selected to generate the list for zero days and the system contains post-ahead entries, the system prompts you to indicate if you want to include the post-ahead entries. Click YES or NO.

Step 6. The system displays the payables total for the compiled list. Click OK.

Step 7. The current compiled list opens on your screen so you can review or print the list. (This is the same list you can view by clicking View Current Active List.)

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Generate New List All Items Due
Use this compiling option to generate a list of vendors to pay based on the due date for that vendor. The due dates are pulled based on the terms entered in the vendor’s trade payables file.

Step 1. From the Batch Checks menu, click Generate List All Items Due.

Step 2. Type the date you want to use as the ending point for the search. The system will include all vendors with payments due through this date. You must enter the date as eight characters with or without slashes (mm/dd/yyyy or mmddyyyy). Press ENTER.

Step 3. Click OK when prompted to verify you want to create the list.

Step 4. The system displays the payables total for the compiled list. Click OK.

Step 5. The current compiled list opens on your screen so you can review or print the list. (This is the same list you can view by clicking View Current Active List.)

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Select Individual Vendors For List
Use this button to open the Select Vendors For List screen. Once you generate the vendor list, you use this screen to add vendors to the list. You also have the option of using this screen to manually create a list of the vendors you want to pay.

Step 1. From the Batch Checks menu, click Select Individual Vendors For List.

Step 2. Click Generate New List at the bottom of the screen.

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Step 3. Click Yes when prompted to verify you want to begin a new list.

Step 4. The screen lists all of the vendors with an account balance and displays the aging of the balance.

Step 5. Click the vendors you want to add to the list. The Pay column will change from “No” to “Yes” to indicate the vendors you select. You can click Select To Pay All to flag all vendors on the list as ‘Yes.”

Step 6. If you want the system to calculate the trade discount (based on the discount entered in the Vendor Information for each vendor), click to select Always Calculate Trade Discount. Click again to clear this option.

Step 7. When you are finished selecting the vendors, click Done.

Step 8. The system prompts you to indicate what you want to do with the selected vendors. Click This List Only to save the list with just the vendors you selected on this screen, or click Add To List to add the selected vendors to a current list. (Abort will close the screen without saving the list).

Step 9. The system will display the current compiled payables list totals. Click OK.

Step 10. The current compiled list opens on your screen so you can review or print the list. (This is the same list you can view by clicking View Current Active List.)

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