Accounts Payable FAQ

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Accounts Payable - Data Dictionary

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APACCT : ACCOUNTS PAYABLE CHECKING ACCOUNT FILE

APCHCK : ACCOUNTS PAYABLE CHECK FILE

APDEFA : A/P DEFAULT REFERENCE ACCOUNT FILE

APDIST : GL DISTRIBUTION FILE

APMAST : ACCOUNTS PAYABLE INVOICE FILE

APRECV : RECEIVE FROM OTHER MODULES CONTROL

APREFA : ACCOUNTS PAYABLE INVOICE REFERENCE ACCTS

APSYST : ACCOUNTS PAYABLE SYSTEM FILE

APUPGL : ACCOUNTS PAYABLE GENERAL LEDGER UPDATE

APVEND : ACCOUNTS PAYABLE VENDOR FILE

APX2AS : TRANSFER TO ASSETS FILE

APX2GL : TRANSFER TO GL FILE



APACCT : ACCOUNTS PAYABLE CHECKING ACCOUNT FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 A_CODE C 2 0 CHECKING ACCOUNT CODE (RIGHT JUSTIFIED) 2 A_ACCTNO C 25 0 CHECKING ACCOUNT NUMBER 3 A_CHKNUM N 8 0 NEXT CHECK NUMBER (PRINTED CHECKS) 4 A_BANK1 C 40 0 BANK NAME 1 5 A_BANK2 C 40 0 BANK NAME 2 6 A_BANK3 C 40 0 BANK NAME 3 7 A_BANK4 C 40 0 BANK NAME 4 8 A_ABA C 9 0 ABA NUMBER 9 A_BANKACCT C 15 0 BANK ACCOUNT NUMBER 10 A_BANKCODE C 4 0 BANK CODE 11 A_FEDCODE C 6 0 FED CODE 12 A_ACCT1 C 40 0 ACCOUNT OWNER NAME 1 13 A_ACCT2 C 40 0 ACCOUNT OWNER NAME 2 14 A_ACCT3 C 40 0 ACCOUNT OWNER NAME 3 15 A_ACCT4 C 40 0 ACCOUNT OWNER NAME 4 16 A_NETSTAMP N 2 0 NETWORK SIGNATURE ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 16 FIELDS = 391 Related Indexes APACCT : A_CODE
APCHCK : ACCOUNTS PAYABLE CHECK FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 C_VENDNO C 9 0 VENDOR NUMBER 2 C_COMPANY C 35 0 VENDOR COMPANY NAME 3 C_PRIORITY C 2 0 CHECKING ACCOUNT CODE 4 C_PURCH N 11 2 PURCHASE AMOUNT 5 C_DISC N 11 2 DISCOUNT AMOUNT 6 C_PAID N 11 2 PAID AMOUNT 7 C_1099AMT N 11 2 AMOUNT THAT IS 1099 PAYMENT 8 C_POSTAMT N 11 2 AMOUNT CHECK CASHED FOR 9 C_REF C 8 0 PURCHASE ORDER NUMBER 10 C_CHECKNO C 8 0 CHECK NUMBER 11 C_CKDATE D 8 0 CHECK DATE 12 C_CKACCT C 25 0 G/L NET ACCOUNT 13 C_STATUS C 1 0 "P"RINTED,"M"ANUAL,"V"OIDED 14 C_INVDESC C 25 0 INVOICE DESCRIPTION 15 C_RETURN C 1 0 CHECK FLAG O=OUTSTANDING,C=CASHED,V=VOID 16 C_STDATE D 8 0 CHECK RECONCILIATION STATEMENT DATE 17 C_NETSTAMP N 2 0 NETWORK SIGNATURE ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 17 FIELDS = 187 Related Indexes APCKNO : C_PRIORITY+C_CHECKNO+DTOS(C_CKDATE)+C_VENDNO APCKVD : C_VENDNO
APDEFA : A/P DEFAULT REFERENCE ACCOUNT FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 D_ACCOUNT C 25 0 ACCOUNT NUMBER TO DEFAULT 2 D_VENDNO C 9 0 VENDOR NUMBER 3 D_AMOUNT N 8 4 PERCENTAGE OF TOTAL TO DISPERSE. 4 D_DELFLAG C 1 0 "*" IF DELETED ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 4 FIELDS = 43 Related Indexes APDEFA : D_DELFLAG+D_VENDNO
APDIST : GL DISTRIBUTION FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 TRSACT C 25 0 ACCOUNT NUMBER 2 TRSDES C 25 0 TRANSACTION DESCRIPTION 3 TRSREF C 12 0 REFERENCE NUMBER 4 TRSDATE D 8 0 TRANSACTION DATE 5 TRSAMT N 15 2 AMOUNT 6 TRSID C 1 0 0=SPECIAL,1=POSTING,2=REFERENCE 7 TRSMODU C 2 0 MODULE THAT GENERATED THIS POSTING 8 TRSCOMPID C 2 0 COMPANY ID THAT GENERATED THIS POSTING 9 TRSTYPE C 1 0 TRANSACTION TYPE (SEE BELOW) 10 TRSPD C 2 0 G/L PERIOD OF POSTING 11 TRSDELFLAG C 1 0 ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 11 FIELDS = 94
APMAST : ACCOUNTS PAYABLE INVOICE FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 PVENDNO C 9 0 VENDOR NUMBER 2 PINVNO C 12 0 INVOICE NUMBER 3 REF C 8 0 PURCHASE ORDER NUMBER 4 CHECKNO C 8 0 CHECK NUMBER 5 POSTAT C 1 0 U=UNPAID,P=PAID,V=VOID 6 M_LASTYEAR C 1 0 THIS INVOICE WENT THROUGH A YEAR CLOSE 7 PCOMPANY C 35 0 VENDOR COMPANY NAME 8 PADDRESS1 C 35 0 VENDOR ADDRESS 1 9 PADDRESS2 C 35 0 VENDOR ADDRESS 2 10 PCITY C 25 0 VENDOR CITY 11 PSTATE C 10 0 VENDOR STATE 12 PZIP C 10 0 VENDOR ZIP 13 PPRIORITY C 2 0 CHECKING ACCOUNT CODE (MN=MANUAL) 14 PURDATE D 8 0 DATE OF PURCHASE (INVOICE DATE) 15 DUEDATE D 8 0 DATE PAYMENT DUE 16 CHECKDATE D 8 0 DATE OF CHECK 17 PURAMT N 11 2 FULL AMOUNT OF PURCHASE 18 DISAMT N 11 2 DISCOUNT AMOUNT 19 PAIDAMT N 11 2 AMOUNT PAID 20 CHECKACC C 25 0 G/L NET ACCOUNT NUMBER 21 M_MEMO M 0 0 INVOICE MEMO FIELD 22 M_FUNDESC C 15 0 FUND DESCRIPTION 23 M_FISCYR C 9 0 FISCAL YEAR (1234-1234) 24 M_INVDESC C 25 0 INVOICE DESCRIPTION 25 M_DISPERC N 5 2 DISCOUNT PERCENTAGE 26 M_DISDAY N 2 0 # DAYS TO CALC DISCOUNT DUE DATE 27 M_DUEDAY N 2 0 # DAYS TO CALC FINAL DUE DATE 28 M_VOUCHER C 8 0 VOUCHER NUMBER 29 M_FROMPO C 1 0 "Y"=INVOICE STARTED AS A PO 30 M_1099 C 1 0 "Y"=INVOICE IS A 1099 PAYMENT 31 M_MISCFLG C 1 0 USED DURING:REPRINT & WARRANT REPO 32 M_GL_POST C 1 0 "Y"=POSTED TO G/L " " = NOT POSTED 33 M_GL_INV C 1 0 "Y"=INVOICE HAS BEEN POSTED 34 M_GL_CHK C 1 0 "Y"=CHECK HAS BEEN POSTED 35 M_GL_BAT C 3 0 GL BATCH NUMBER 36 M_ASSET C 1 0 "Y"ES IF THIS INVOICE IS FOR A F.A. 37 M_ASSETBAT C 3 0 IF THIS IS AN ASSET WHAT BATCH XFER. 38 M_NETSTAMP N 2 0 NETWORK SIGNATURE 39 M_DELFLAG C 1 0 "*" FOR RE-USABLE RECORD 40 M_MANUAL C 1 0 IS THIS INVOICE A MANUAL/ELECTRONIC Y/N ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 40 FIELDS = 356 Related Indexes APMAST : M_DELFLAG+PVENDNO+PINVNO APMWRK : POSTAT+PPRIORITY+PVENDNO+DTOS(DUEDATE) APMPGL : M_GL_POST APMCHK : PPRIORITY+CHECKNO+DTOS(CHECKDATE)+PVENDNO+PINVNO
APRECV : RECEIVE FROM OTHER MODULES CONTROL No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 R_MODULE C 2 0 MODULE TO RECEIVE FROM 2 R_DATE D 8 0 DATE OF ACCEPTANCE BY AP SYSTEM 3 R_FILE C 8 0 FILE NAME THAT THE TRANSFER IS IN 4 R_DESC C 40 0 DESCRIPTION OF TRANSFER MATERIAL 5 R_DELFLAG C 1 0 DELETED ("*") 6 R_NETSTAMP N 2 0 NETWORK STAMP ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 6 FIELDS = 61 Related Indexes APRECV : R_DELFLAG+R_MODULE+DTOS(R_DATE)
APREFA : ACCOUNTS PAYABLE INVOICE REFERENCE ACCTS No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 R_VENDNO C 9 0 VENDOR NUMBER 2 R_INVNO C 12 0 INVOICE NUMBER 3 R_REFACC C 25 0 REFERENCE ACCOUNT 4 R_REFAMT N 11 2 ACTUAL AMOUNT 5 R_REFDIS N 11 2 DISCOUNT AMOUNT 6 R_REFENC N 11 2 AMOUNT TO DIS-ENCUMBER 7 R_ORIGINAL N 11 2 ORIGINAL AMT RECEIVED FROM PO 8 R_MISC C 10 0 MISCELLANEOUS FIELD 9 R_DELFLAG C 1 0 "*"=RE-USABLE ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 9 FIELDS = 101 Related Indexes APREFA : R_DELFLAG+R_VENDNO+R_INVNO
APSYST : ACCOUNTS PAYABLE SYSTEM FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 S_ONE_AP C 1 0 ONE AP,ENCUM ACCOUNTS (Y/N) 2 S_MISCNO C 3 0 MISC VENDOR PREFIX (MIS) 3 S_APACCT C 25 0 ACCOUNTS PAYABLE ACCOUNT (LIABILITY) 4 S_ENCACCT C 25 0 ENCUMBRANCE ACCOUNT (LIABILITY) 5 S_RESERVE C 25 0 RESERVE FOR ENCUMBRANCES (LIABILITY) 6 S_DUETO C 25 0 DUE TO ACCOUNT (LIABILITY) 7 S_DUEFROM C 25 0 DUE FROM ACCOUNT (ASSET) 8 S_STTAX N 5 2 STATE SALES TAX PERCENTAGE 9 S_WARRTTL C 30 0 WARRANT REPORT SIGNATURE TITLE 10 S_WARRBOT M 0 0 WARRANT MEMO SECTION 11 S_INST C 1 0 INSTALLATION COMPLETE?(Y/N) 12 S_VORDER C 1 0 VENDOR ORDER (N)AME , N(U)MBER 13 S_GLLINK C 1 0 LINKED TO GENERAL LEDGER? (Y/N) 14 S_GLCOMP C 2 0 GENERAL LEDGER COMPANY ID ("01") 15 S_GLNXTBAT N 3 0 16 S_GLDETAIL C 1 0 17 S_ASLINK C 1 0 'Y' IF LINKED TO ASSETS 18 S_AS_BATCH C 3 0 NEXT ASSET TRANSFER BATCH 19 S_ASCOMP C 2 0 ASSET COMPANY 20 S_CKFORM C 2 0 CHECK FORM CODE (00,01,...) 21 S_PRENUMB C 1 0 USING PRE-NUMBERED CHECKS? (Y/N) 22 S_OVERSPND C 1 0 CHECK FOR OVERSPENDING BUDGET? (Y/N) 23 S_ASKXFER C 1 0 24 S_DBLCKPD C 1 0 "Y" TO CONFIRM PERIOD BEFORE RECEIVING 25 S_VOIDATE C 1 0 (A)CTUAL OR (V)OID DATE 26 S_PERIOD N 2 0 CURRENT PERIOD NUMBER (1-12) 27 S_YEAR N 4 0 CURRENT YEAR 28 S_FEDID C 10 0 EMPLOYER FEDERAL ID FOR 1099'S 29 S_NEXTYEAR C 1 0 NEXT YEAR (Y/N) 30 S_STATEID C 15 0 STATE ID FOR 1099'S 31 S_F05 C 30 0 FUNCTION KEY F5 32 S_F06 C 30 0 FUNCTION KEY F6 33 S_F07 C 30 0 FUNCTION KEY F7 34 S_F08 C 30 0 FUNCTION KEY F8 35 S_F09 C 30 0 FUNCTION KEY F9 36 S_F10 C 30 0 FUNCTION KEY F10 37 S_F11 C 30 0 FUNCTION KEY F11 38 S_F12 C 30 0 FUNCTION KEY F12 39 S_1099EDIT C 1 0 Y TO ALLOW EDIT OF VENDOR CURRENT 1099 A 40 S_NETSTAMP N 2 0 NETWORK SIGNATURE 41 S_JANUARY N 2 0 JAN IS WHAT PERIOD FOR UPPER LEFT CORNER 42 S_VERSION C 4 0 NEMRC EXECUTABLE THAT MATCHES DATA FILE 43 S_OLDVER C 4 0 PREVIOUS NEMRC VERSION 44 S_UPVER D 8 0 DATE OF LAST UPDATE. 45 S_NXTCLAIM N 9 0 NY NEXT CLAIM # AVAILABLE 46 S_VENDDISC C 1 0 USE DISCOUNT DATE WHEN INVOICING 47 S_VENDNET C 1 0 USE NET DATE WHEN INVOICING ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 47 FIELDS = 490
APUPGL : ACCOUNTS PAYABLE GENERAL LEDGER UPDATE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 U_VENDNO C 9 0 VENDOR NUMBER 2 U_INVNO C 12 0 INVOICE NUMBER 3 U_PONUM C 8 0 PURCHASE ORDER NUMBER 4 U_ACCT C 25 0 G/L ACCOUNT 5 U_COMPANY C 35 0 COMPANY NAME 6 U_DATE D 8 0 POSTING DATE 7 U_AMT N 11 2 AMOUNT TO POST 8 U_MODU C 2 0 MODULE "AP" OR "PO" 9 U_PERIOD C 2 0 PERIOD TO POST TO -1,PERIOD,13 10 U_ACCTYPE C 1 0 ACCOUNT TYPE "A"P,"E"NC,E"X"P,"C"ASH 11 U_POSTYPE C 1 0 POSTING TYPE "E"NC, E"X"P, "R"EV ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 11 FIELDS = 114
APVEND : ACCOUNTS PAYABLE VENDOR FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 VENDNO C 9 0 VENDOR NUMBER 2 COMPANY C 35 0 VENDOR NAME 3 CONTACT C 20 0 CONTACT PERSON 4 TITLE C 20 0 CONTACT TITLE 5 ADDRESS1 C 35 0 VENDOR ADDRESS 1 6 ADDRESS2 C 35 0 VENDOR ADDRESS 2 7 CITY C 25 0 VENDOR CITY 8 STATE C 10 0 VENDOR STATE 9 ZIP C 10 0 VENDOR ZIP 10 PHONE C 12 0 VENDOR PHONE 11 FAX C 12 0 FAX PHONE NUMBER 12 CODE C 1 0 USER DEFINED CODE FOR LABEL PRINTING 13 V_ACCOUNT C 30 0 VENDORS ACCOUNT NUMBER WITH YOU 14 V_DISPERC N 5 2 DISCOUNT PERCENTAGE 15 V_DUEDAY N 2 0 # OF DAYS TO CALC DISCOUNT DUE DATE 16 V_DISDAY N 2 0 # OF DAYS TO CALC FINAL DUE DATE 17 V_COD C 1 0 COD VENDOR? (Y/N) 18 V_INVADD C 1 0 DEFAULT TO EDITING EE'S ADDRESS IN INV M 19 CTYPE C 2 0 VENDOR TYPE 20 BUYER C 2 0 BUYER CODE 21 PRIORITY C 2 0 CHECKING ACCT (MN=MANU) (RIGHT JUSTIFIED 22 TAX C 1 0 STATE TAX CHARGED? (Y/N) 23 LIMIT N 11 2 CREDIT LIMIT (0.00 = NO LIMIT) 24 V_OPENAMT N 11 2 CURRENT AMOUNT OWED 25 YTDPUR N 11 2 YTD PURCHASES 26 YTDPAY N 11 2 YTD PAYMENTS 27 YTDDIS N 11 2 YTD DISCOUNT TAKEN 28 YTD1099 N 11 2 YTD 1099 PAYMENTS 29 LST1099 N 11 2 LAST YEAR 1099 PAYMENTS 30 BOX4 N 11 2 BOX 4 FED W/H ON 1099 31 STATE1099 C 1 0 N IF NOT TO SHOW IN STATE INCOME 1099 BO 32 LPAYAMT N 11 2 LAST PAYMENT AMOUNT 33 LPAYDATE D 8 0 LAST PAY DATE 34 V_BANK C 9 0 ACH BANK ROUTING NUMBER 35 V_ACCT C 20 0 ACH BANK ACCOUNT NUMBER 36 V_ACCTTYPE C 1 0 ACH C = CHECKING, S = SAVINGS 37 V_REFACCT C 25 0 DEFAULT REFERENCE ACCOUNT 38 V_1099 C 1 0 "Y"=VENDOR IS A 1099 VENDOR 39 V_1099BOX C 2 0 BOX TO PUT 1099 AMOUNT IN 40 V_FEDID C 11 0 FEDERAL ID FOR 1099 41 V_NETSTAMP N 2 0 NETWORK SIGNATURE 42 V_DELFLAG C 1 0 "*"=RE-USABLE 43 V_MANUAL C 1 0 DEFAULT FOR MANUAL\ELECTRONIC CHECK Y/N ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 43 FIELDS = 453 Related Indexes APVEND : V_DELFLAG+VENDNO APVNAM : UPPER(COMPANY)
APX2AS : TRANSFER TO ASSETS FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 P_PURDATE D 8 0 DATE PURCHASED 2 P_COST N 15 2 COST OF ASSET 3 P_VENDNO C 9 0 VENDOR NUMBER 4 P_PONUM C 8 0 PO NUMBER IF ANY 5 P_NOTES M 0 0 NOTES FOR THIS ASSET ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 5 FIELDS = 40
APX2GL : TRANSFER TO GL FILE No Field Name Type Len Dec Description of field ----------------------------------------------------------------------------- 1 TRSACT C 25 0 ACCOUNT NUMBER 2 TRSDES C 25 0 TRANSACTION DESCRIPTION 3 TRSREF C 12 0 REFERENCE NUMBER 4 TRSDATE D 8 0 TRANSACTION DATE 5 TRSAMT N 15 2 AMOUNT 6 TRSID C 1 0 0=SPECIAL,1=POSTING,2=REFERENCE 7 TRSMODU C 2 0 MODULE THAT GENERATED THIS POSTING 8 TRSCOMPID C 2 0 COMPANY ID THAT GENERATED THIS POSTING 9 TRSTYPE C 1 0 TRANSACTION TYPE (SEE BELOW) 10 TRSPD C 2 0 G/L PERIOD OF POSTING 11 TRSDELFLAG C 1 0 ----------------------------------------------------------------------------- TOTAL LENGTH OF ALL 11 FIELDS = 94

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