Copyright 1988, Jerry Medlin
PC-AP is an accounts payable program for small and medium
size businesses. The program runs on a IBM PC or compatible
computer with one disk drive and at least 256k memory.
PC-AP is a ShareWare program. You are encouraged to give
copies to anyone who might use it. If you like the program and
find it useful, please contribute $35 to:
P.O. Box 357
Napa, Ca. 94559
You will receive the latest version of the program and a
telephone number for telephone assistance should you require it.
You will also receive a program which will allow you to
customize some features of PC-AP. A complete description of the
customizing program is contained at the end of this manual.
The program makes liberal use of the PC's numeric key pad
both for numbers and commands. You should have the Num Lock on
all the time. PC-AP is designed to work hand in hand with
version 3.2 or higher of PC-GL, a General Ledger Accounting
Program. Each invoice entry must be assigned an expense code or
account number and those account numbers must correspond to the
account numbers in the PC-GL chart of accounts. You must have
the chart of accounts file from PC-GL on the data disk at all
times in order for PC-AP to function. The file name of the PC-
GL chart of accounts file is PC-GL.COA.
To run the program, simply type "PC-AP". If you want to
specify a drive and path for your data just add the drive and
path description after the program name. i.e. type "PC-AP B:"
to use the B drive for data files.
A menu is then displayed for operator selection:
Enter or Change Vendors
Enter, Change or Select Invoices
Print Checks For Invoices Selected
Print Check Listing
Print Invoice Listing
Print Vendor Activity Report
Print Mailing Labels
Print Vendor Listing
Start a New Accounting Period
Export Vendor Data to ASCII File
Save Data and End
When inputting information, the plus <+> key has the same
effect as the return or enter key. Numerical information is
entered "calculator style". The decimal point is placed
automatically. The minus <-> key enters a negative number.
This makes using the numeric key pad even easier.
PC-AP is fast because it works with data in random access
memory, but the capacity is limited by available memory.
Available memory is shared by the data. With more vendors on
file, fewer invoices can be entered and vice-versa. PC-AP
allows a maximum of 1500 vendors and 1500 invoices per
accounting period with 512k of memory. With 256k the capacity
is reduced to about 300 vendors and 300 invoices.
Each time the menu is displayed, the number of invoices
that can be added is printed at the bottom of the screen. This
number may be limited by either memory size, available disk
space, or to an absolute maximum of 1500.
Since a power interruption will result in loosing all the
data currently entered into the program, you should occasionally
save your data back to the disk. This is done by selecting End
Processing from the menu. The current data will be saved to the
disk then you will be asked "Do you want to end ?". Just answer
with an "N" and you may resume processing.
THE PROCESSING CYCLE
As you receive invoices or statements to pay during the
month, enter them into the program. When you receive an invoice
from a vendor not on file, you must go to "Enter or Change
Vendors" and enter that vendor's information before you can
enter the invoice.
When you are ready to pay bills, select the invoices to
pay, then print the checks. The invoices selected for each
vendor will be combined and a single check printed for each
vendor. The check number and check date will be added to the
invoice, indicating that it has been paid.
At the end of the processing period (usually a month) you
should print reports to retain a permanent record of the month's
activity. Reports may be printed in any order and as often as
desired. If you discover an error in any of the reports you may
correct the problem and reprint the report.
Once you are satisfied that the monthly information is
correct, you should start a new accounting period and send the
invoices to the PC-GL General Ledger program by using the START
A NEW ACCOUNTING PERIOD selection from the menu.
Paid invoices (checks) will be added to a file on the data
disk named AR_TO_GL.TRN. This file may be read into the PC-GL
General Ledger program from the command mode of the ENTER OR
CHANGE TRANSACTIONS selection. The choice " Read PC-AP
transactions" will only appear if you have transactions to read.
Only paid invoices (checks) will be posted, if you need
accrual accounting, the program can be modified to post on an
All of the paid invoices (checks) will also be saved in a
file so that they may be reviewed by the PRINT VENDOR ACTIVITY
REPORT. The unpaid invoices will be carried over into the next
To complete the posting process, you must make an
offsetting entry in PC-GL for the total amount of checks or
invoices posted. If you are on a cash basis, that entry would
be to Cash in Bank, if you are on an accrual basis, that entry
would be to Accounts Payable.
ENTER OR CHANGE VENDORS
Vendor information is entered and changed using this
selection from the menu. The following information is entered
for each vendor:
Vendor name - Two lines of 31 characters each are
available. If you only want a single line for the name,
leave line two blank. The blank second line will be
omitted from mailing labels and checks. When checks or
invoices are posted from PC-AP to PC-GL, the first line of
the vendor name is used for the description. Since
descriptions for the PC-GL General Ledger program are
limited to a length of 21 characters, only the first 21
characters of the vendor name will be posted to PC-GL.
The small down arrow indicates the position of the 21st
character so you may choose to keep the first line of the
vendor name short and use the second line for the remainder
of the vendor name.
Vendor Code - A ten character code that will be used to
sort vendors and also to post invoices and checks to the
vendor's account. In most cases you will want to enter
the vendor's last name, followed by as much of the first
name as will fit in the remaining characters. For
instance, if the vendor's name is Jerry Medlin, the vendor
code would be MEDLINJERR. Notice that all capital letters
are used. If you enter lower case letters they will be
changed to upper case automatically. Also, notice that no
spaces are included. The program will prevent you from
entering a previously used vendor code.
Street Address - Up to 31 characters for the street
City State & Zip - Up to 31 characters for the city, state
and zip code.
Auto Invoice Amt - An amount entered here can be entered
each month as an amount due to this vendor. This is where
you would enter fixed monthly payments such as a loan
payment. If the amount is different each month just enter
Default Acct No. - This is the account number from PC-GL
that payments to this vendor are generally posted. It is
also the account number used for automatic posting. If
you use a number of different account numbers for this
vendor, leave the default account number blank.
Auto Invoice Date - The day of the month the Auto Invoice
Amount is due. This can be a number between 1 and 31 and
will be used as both the invoice date and due date for the
invoice generated by the "auto invoice" feature.
YTD Invoices & YTD Checks Written - These numbers are
maintained by the program and are printed here for your
information. You can change them using the Change
option if you desire. At the beginning of the year, you
should set these numbers to zero using the Zero YTD
Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at the first name entry
takes you to the command mode. The command mode allows you to
scroll up and down through the vendor names, delete vendors,
change vendor information and do a quick check on the balances
for a vendor. Pressing the Escape key from command mode takes
you back to the menu. The available commands are listed at the
bottom of the screen.
ENTER, CHANGE OR SELECT INVOICES
This selection allows you to enter invoices and select them
for payment. Each invoice entry also includes the check number
and date of the check used to pay the invoice. If the invoice
is unpaid, the check number and date are blank. Since a single
check can be used to pay more than one invoice, the same check
number may appear with several invoices. The check amount is
the total of all of the invoices with that check number.
Invoice amounts are entered as positive numbers using the
plus <+> or enter key and discounts and adjustments are entered
as negative numbers using the minus <-> key (enter the number
then press then minus key).
The following information is entered for each invoice:
Vendor Code - The 10 character code previously entered for
each vendor is used to post an invoice. You need enter
only as much of the vendor code as necessary to
distinguish it from any other code. In other words, if
only one vendor has a vendor code beginning with MEDL then
you need only enter MEDL to post to this vendor. The
vendor's name will be printed at the bottom of the screen
so you can be sure you are posting to the correct vendor
account. If all you know is that the vendor code begins
with ME then just enter ME and the program will print all
of the vendor codes beginning with ME at the bottom of the
Invoice Date - Enter the date on the invoice as MODA form.
The date of June fourth would be entered 0604 with no dash
Due Date - Enter the date payment is due. Invoices can be
sorted by due date if desired.
Invoice number - Up to 14 characters for the invoice
number. Alphabetic characters are allowed, so you can use
this field for a short description if you like.
Account Number - Enter the account number that this invoice
will be charged to. The account description will then be
printed at the bottom of the screen. Account numbers come
from the PC-GL program. If you don't remember the account
number, enter the number 999. The program will then allow
you to use the arrow keys to search through the possible
account numbers. When the desired account number appears
just press return to enter it.
Amount - Enter the amount of the invoice. The number is
entered "calculator style" with the decimal point
automatically placed at two decimal places.
Pressing the return key on any entry except the amount,
defaults to the previous value. This allows you to make
multiple entries for an invoice with the same vendor, date and
invoice number by just pressing return three times.
To enter a discount, make an entry with the same invoice
number and date with the discount amount entered as a negative
number. Negative numbers are entered by first entering the
number and then pressing the minus <-> key.
To partially pay an invoice, you must break the invoice
into two invoices. Enter one invoice for the amount you want to
pay, and another invoice with the same invoice number and date
for the remainder of the total invoice amount. Then pay the
Pressing the Escape key during entry takes you back to the
previous field. Pressing the Escape key at the first entry
position takes you to the command mode. The command mode allows
you to scroll up and down through the entries and delete and
From the command mode you may press the Auto Invoice
key to automatically post the amount entered for each vendor as
an auto invoice amount.
Sort Invoices command will quickly sort all of the
invoices. You may choose to sort by vendor code, invoice date,
due date, invoice number, account number, check number or check
date. Or, of course, you can do no sorting at all. The program
doesn't require any sorting and doesn't care which order the
invoices are in. But, if you want to sort by due date, for
instance, it would make it easier to choose which invoices to
pay. You can start at the top of the invoice listing and pay
bills starting with the oldest until you run out of money. Once
invoices are sorted, they will stay in that order until you sort
them again in some other order. So, if you want invoices to
remain in the original order, don't sort them.
Pressing the Escape key from command mode takes you back to
the menu. All the available commands are printed at the bottom
of the screen and may be chosen by a single keystroke.
SELECTING CHECKS FOR PAYMENT
Before a check can be written to pay an invoice, it must be
marked for payment. This is done by using the up and down
arrows to find the invoice and then pressing the asterisk <*>
key. The word" pay " will appear in the check number field for
that invoice indicating that it has been marked for payment.
The Total command will print the total of all invoices
paid, unpaid and marked for payment. You should check this
total before printing checks to see that you haven't selected
more invoices for payment than you have money in the bank. You
can also print the invoice listing to get a printed listing of
invoices selected for payment. The Vendor Total command
will total invoices for only one vendor.
PRINT CHECKS FOR INVOICES SELECTED
This menu selection prints a check for each vendor with
unpaid invoices marked for payment. All of the invoices for
each vendor will be combined and paid with a single check.
Before printing begins, you will be asked for a beginning check
number. That number will be used on the first check written,
and subsequent checks will be numbered sequentially. The check
date will be the same as the system date. That is the date you
enter when your computer starts up. If you want postdate
checks, you must exit the program and change the system date.
Checks are printed on a common pre printed accounts payable
check from New England Business Services (NEBS). The checks
should be ordered pre printed and numbered. You will need to
send a voided check with your account number, your company name
and address and the beginning check number to: NEBS, 500 Main
Street, Groton, MA 01470. You can get pricing and order
information by calling NEBS at 800-225-9550. The form number is
9020 and the catalog code number is 03897.
Set the printer to begin printing just under "DATE" on the first
page of the check form.
The APCONFIG program allows you to choose two other check
styles, including the same check form used by the PC-PR payroll
writing program. (NEBS form number 9022). The APCONFIG program
is provided to all registered users. Additional information
about the APCONFIG program is provided at the end of this
The first time you choose a printed report from the menu
you will be asked to enter a report date. This date will be
used on all reports. If you want to change the report date you
must end processing and start over, otherwise the same report
date is used on all reports printed during a posting session.
On some reports you will be asked to enter a vendor code.
This is the starting vendor for printing. Press return to start
at the first vendor. You will then be asked how many to print.
Enter the number of vendors you want, starting at the selected
vendor, or press return to print from the starting vendor to the
end of the list. This feature allows you to print partial
reports or to print a report for only a single vendor. If you
want to print reports for all vendors starting at the first
vendor just press return twice.
Next, you will be asked to choose if you want to print the
report to the printer
, to the screen
or to a file .
If you choose to print to a file you will be asked for a file
name. The report will then be saved as an ASCII file. These
files are not readable by PC-AP, but can be viewed and changed
with a text editor and used by other programs that can read
ASCII files. Since the report is printed to a file exactly as
it would be printed to a printer, if you use LPT2 for a file
name, the report would be printed to your second line printer.
PRINT CHECK LISTING
To provide an adequate audit trail, this report should be
printed and retained before closing out the month. It will list
all the checks written by the program or entered manually for
the accounting period. You will be given an opportunity to sort
the checks before printing. Sorting in check number order makes
the listing more useful but is not required.
PRINT INVOICE LISTING
You may print all of the invoices or just unpaid invoices.
This report should also be printed and retained at the end of
the processing period. You can print the invoice listing before
printing checks to get a summary of how many checks are to be
printed. This helps avoid the embarrassment of printing more
checks than you have money in the bank. Before printing you may
sort the invoices if you wish.
PRINT VENDOR ACTIVITY REPORT
This report is a summary of activity for a vendor for the
last 6 accounting periods. If you choose to print the report
for all vendors, you can expect the report to take a
considerable amount of time to print. A more practical way to
use this report is to print it for a single vendor as needed to
resolve problems. The number of accounting periods saved can be
changed using the APCONFIG program. The maximum is 16 months.
PRINT MAILING LABELS
As long as you have all of this vendor information on your
computer, you might as well use it to print mailing labels. You
can print labels for all the vendors or only one vendor. Labels
are printed on standard 15/16ths peel off labels with one inch
spacing between labels. To align the printer, use the selection
process to print a single label.
PRINT VENDOR LISTING
Occasionally, you will want to print a listing of all of
the vendors on file. The report includes all of the vendor
information on the "Enter or Change Vendors" input screen.
START A NEW ACCOUNTING PERIOD
When you have printed all the reports you need and all is
in order you can complete the accounting period. All of the
paid invoices will be saved to a file for use with the Print
Vendor Activity Report. Paid invoices for the last 6 accounting
periods will be saved on the data disk in a series of files.
The most current paid invoices will be saved in the file named
AP1.TRN and the next most current in AP2.TRN The oldest paid
invoices will eventually be saved in the file named AP6.TRN.
All unpaid invoices will be carried over to the new month.
All paid invoices (checks written) will also be saved to a
file named AP_TO_GL.TRN. This file can then be read into the
PC-GL General Ledger program whenever you wish. When you run
PC-GL, you will have a new menu item in the command mode of
ENTER OR CHANGE TRANSACTIONS: Read PC-AP Transactions.
Selecting will transfer all of the transactions into the PC-
GL program just as if they had been typed from the keyboard.
So, to post PC-AP transactions to PC-GL you must:
1) Start a new period with PC-AP.
2) Run PC-GL and select ENTER OR CHANGE TRANSACTIONS.
3) Press Escape to get to the Command Mode.
4) Select for Read PC-AP Transactions.
Remember that only the checks are posted to PC-GL. For
double entry accounting, you must complete the operation by
entering a credit <-> to the CASH IN BANK account for an amount
equal to the total of all checks posted from PC-AP to PC-GL. If
you don't, the PC-GL ledger will be out of balance by that
The program assumes you are on a cash basis of accounting,
so only the invoices actually paid during the month are posted.
If your accounting is on an accrual basis you may modify the
program using the APCONFIG program so that all of the invoices
ENTERED for the month are posted to PC-GL.
In that case, the offsetting credit must be made to the
ACCOUNTS PAYABLE account for the total of all invoices posted
from PC-AP to PC-GL. In addition, you must make two more
entries in PC-GL to reflect the payment of invoices during the
month: A debit <+> to ACCOUNTS PAYABLE and a credit <-> to CASH
IN BANK. The amount for that entry should be obtained from the
PC-AP Check Listing report.
Just because your business is on an accrual basis doesn't
mean that you must choose the accrual method for posting PC-AP
transactions to PC-GL. Most businesses on an accrual basis
still post transactions on a cash basis and only make an accrual
adjustment at the end of the year.
EXPORT VENDOR DATA
This selection will create a file on the logged disk drive
and subdirectory called PC-AP.PRN which can be read by programs
like Lotus 123 and Reflex. Textual data in the vendor file will
be surrounded by quotation marks. You can then read the data
into Lotus 123 by using the /File/Import/Numbers command. Be
sure that no names or addresses in your vendor file contain
quotation marks before exporting vendor data.
SAVE DATA AND END
When processing is completed you must exit the program
using this selection. Do not end processing by just turning off
the computer, you will lose any data entered since the last save
operation. If you just want to save the current data to the
disk without ending, you may answer "N" to the question "Do you
want to end processing?" and you will be returned to the menu.
USING THE CONFIGURATION PROGRAM
The configuration program (APCONFIG.EXE) is provided to all
registered users. It allows you to change certain features of
PC-AP. The APCONFIG.EXE program and the main program (PC-
AP.EXE) should both be on the same disk drive when you configure
your copy of PC-AP. Run the program by typing APCONFIG at the
Dos prompt. Use the up and down arrows to move the pointer and
then press to change an item. You will be allowed to change
the following information:
Display Colors - If you have a color adapter and monitor,
you can change the colors for borders, program prompts,
data, and background. Allowable colors are from 0 to 15
except for background color which can only be from 0 to 7.
The display will be instantly updated as you enter the new
Laser Printer? - You will also be able to change the way
PC-AP starts a new page. Usually, PC-AP starts a new page
by counting lines until the page total equals 66 lines.
If you enter a "Y" for the laser printer question, PC-AP
will start a new page by issuing a form feed command.
This would work just fine on most other printers too, but
requires that you set the top of form before you start
Disk Drive and Path - Enter a drive and path designation
for PC-AP data. If you want the program to read data from
the B drive just enter B:.
Accounting Method - This determines how invoices are posted
to PC-GL. The allowable answers are "C" for cash basis
accounting and "A" for accrual basis accounting. A "C"
answer means that any invoices paid during the month will
be posted to PC-GL. An "A" answer means that all invoices
actually entered during the month will be posted to PC-GL.
Months to Save - The PC-AP program saves paid invoices on
your data disk for later review with the Vendor Activity
Report. Normally the paid invoices for the previous six
months are saved. You may modify this number to be
anywhere from zero to 16 months. Remember, the more months
of data you save, the more room you need on the data disk
and the more time it will take to review a vendor's
Top or Bottom Stub Check - PC-AP normally prints on a check
form with the stub on the top. Enter a "T" for top stub
or a "B" for bottom stub.
Check Number Printed on Check? - Enter "Y" for yes or "N"
for no. See below for the check forms supported.
Long Laser Check? - If you have a laser printer you can
choose the new 11 inch long laser checks. You will not be
asked this question unless you answer "Y" for laser
When you have finished making your changes, press the
escape key to exit the program. You will then be asked if you
want to save the changes. If you answer with a Y, both the
configuration program and PC-AP will be changed until you run
the configuration program again.
Normally, PC-AP prints on NEBS check form 9020 which is a
top stub check with the check number printed on the check. By
combining the Top/Bottom choice with the Yes/No choice for
"Check Number Printed on Check", you can choose from a variety
of different check styles. Use this chart to configure the PC-
AR program for the proper check.
NEBS Form Number Stub Location Num on Check? Long Check?
9020 Top Yes *
9022 Bottom No *
9024 Top No *
9027 Top No No
9215 Bottom Yes *
9039 Top No Yes
* Not normally used on laser printers
Transactions from PC-AP are not immediately posted to PC-GL
each month. You must read the transactions into PC-GL by going
to the ENTER OR CHANGE TRANSACTIONS section of PC-GL and
selecting the Read PC-AP transactions selection appearing at
the bottom of the screen.
To read the transactions created by PC-AP, you must use
version 3.2 or higher of PC-GL. Earlier versions will not read
the transactions created by PC-AP.
The escape key is always used to go back to the previous
operation. From anywhere in the program if you continue to
press the escape key you will eventually return to the main
When printing reports you may pause the printing by
pressing any key. To resume printing press any key again. To
quit printing press the escape key after pausing.
Each vendor must have a unique vendor code for posting. If
you insist on using numbers, the program won't object. You
should at least try the method suggested earlier in the manual.
Use a vendor code made up of the vendor's last name plus as much
of the first name as the 10 character limit will allow. Jane
Smith would then have a code of SMITHJANE (Notice that there are
no spaces). This method allows rapid posting of invoices
without looking up vendor numbers. The searching method allows
you to quickly examine the codes for all of the Smiths by just
typing SMITH when asked for a code.
The first 6 times you start a new accounting period more
disk space is required for historical files. If you have a
large business and you are using floppy disks for data storage,
you could run out of disk space. Check available disk space
with Dos's DIR command occasionally.
The configuration program available to registered users
will allow you to specify a data path and colors for PC-AP. You
may also specify the desired data path and colors by adding them
to the command line separated by blank spaces. The commands
should be in the following order: DATA PATH, BORDER COLOR, DATA
COLOR, PROMPT COLOR AND BACKGROUND COLOR. For example, if you
run PC-AP by typing:
PC-AP B: 3 14 10 1
That will tell the program to look for data on the B: drive and
use Cyan borders, Yellow data, Light Green prompts with a Blue
The programs make liberal use of the PC's ten key pad for
both numbers and commands, so your Num Lock will be turned on
automatically at the beginning of each program. You should
leave the Num Lock on all the time even when using the arrow
keys for commands. If you should turn the Num Lock off for some
reason, the 5 key on the 10 key pad will not work on some
computers. Just turn the Num Lock back on to correct this
problem. Your Num Lock will be turned off when exiting the
To order PC-AP please send $35 to:
P.O. Box 357
Napa, Ca. 94559
Or, to charge using Master Card or Visa, call (707) 255-
4475 between the hours of 8AM to 6PM, Pacific time.
You will receive the latest version of the program, the
APCONFIG program and a telephone number for limited telephone