Down To Earth - FAQ

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 Accounts Payable

Questions and answers for your Fiscal and Calendar year end, Vendor listing, displayed Messages, plus Wire transfers and Check format options -- All within the Accounts Payable application FAQs.

Or visit other Down To Earth Application FAQ links:

What do I need to do for Calendar year end?

Nothing.  All history and reporting is based on the actual transaction date, no matter which year you actually consider the current year.  Print 1099 and 1042 federal income reporting forms when ready.  Because the transactions are date driven, they can be printed at any time. 

How do I print a vendor list?

Name/Address application has extensive options and filters for lists, labels, and exports.  Because DTE manages Vendors, Customers, Ship To, Mail To, and Prospect names and addresses all in one place, that's where you'll find your list options.

Select "Master lists" from the N/A Reports/Inquiry column. Select the type of report, the sorting sequence, and what information to include.  Once you choose a printer, you can also filter your data with ranges of IDs, names, status, and other detailed data. 

What does the message, " Unposted checks, please post" mean when I try to select invoices for payment?

Once you have printed A/P checks, you are not allowed to change the selection of invoices being paid.  Therefore, this message displays when checks have been printed,  not posted, and someone tries to select more invoices for payment. 

• If there are no checks to be posted, then the transaction flag (CHECKPRINTED  Control) has been written incorrectly and must be manually changed to No checks in process. 

NOTE: Changing the CHECKPRINTED Control  requires access to the System Manager application >> DTE Controls Maintenance menu selection.

What causes the message, "Duplicate Key, Record not added"    or  "Record 01?????? ????? already exists. Press to continue."  to display?

Some files, like the check reconciliation file (glrecn.ism), do not allow duplicate records in the file.   This message lets you know there is an existing record that is exactly the same and the new record was not added to the data file.

For example, company code, cash account number, and check number is the "key" for the check reconciliation file.  Trying to post a new record with the same information displays this message for each duplicate record.

The error does not interfere with the transactions being posted but the new record is not added to the data file. It's a good idea to write down the record(s) that has a duplicate and research the situation to be sure.

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The message, "Duplicate invoice..."   displays when I enter an invoice.  It's not a duplicate, I checked. What does it mean?

This message  is determined by the DTE Control, DUPCHECKTYPE. Down To Earth is comparing the current entry record with the previously posted history to see if another invoice was previously posted with the same (invoice) number.

You can opt to compare the history for just the particular vendor or for any vendor on the history file and to warn with a message or not allow entry at all.  Or if you prefer, you can remove the duplicate check completely by setting the DUPCHECKTYPE Control to "No check ." 

My company  processes many wire transfers rather than actual paper checks. What is the best way to enter them in Accounts Payable?

The easiest method is to treat the wire transfer as a "prepaid" type of Invoice using the check number field as an internal wire transfer code.   This method creates a Accounts Payable history record and records the transfer to your cash account. 

The prepaid transaction generates a credit to the cash account and a debit to the distribution (usually expense) accounts entered. The Accounts Payable account does not have a distribution record created.

The wire transfer code will also be written to the Check Reconciliation file.  Depending on your number sequence, this may conflict with existing check records with the same number over time.

If you are not utilizing the DTE check reconciliation feature, you should periodically clear the glrecn.ism file via System Manager >> Files menu column >> Delete Clear file.

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Yes.  That option is available but has some very specific printer and paper requirements.   MICR code and line printing requires a laser printer that has capabilities of understanding Printer Control Language (PCL) commands. For your security and fraud protection, your bank will expect a particular blank check stock paper to be used for the actual checks.

Within DTE, General Ledger, Bank account controls the account numbers, format parameters, codes, and signature image information.

Be sure to contact DTE Technical support for complete details and instructions to insure bank pre-approval. 

Refer to the  Accounts Payable User's Reference manual for more information. 
Additional assistance is also available from our Technical Support department.