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This section guides the user through the menu options that are available under the AP/Direct Deposit menu.
When Circulation exports account credits in Interface to AP, each account’s vendor ID in the Accounts Payable system is included in the export. Vendor IDs can be specified when accounts are set up, or they can be automatically imported with this option. For the required format for the vendor import file, see Appendix B.
To run the import, select Add and enter the file name containing the vendor IDs—the file can have any name (12 characters or less) but must be located in the /dti/exchange/cm directory. Then select Continue. Each account ID in the imported file will be matched with accounts in Circulation. If a match is found, the account’s vendor ID will be updated with the vendor ID in the import file. If there is no match, the account ID in the import file will be listed in an error log that displays after the import has processed. The standard viewing and printing options are available for this report.
Rather than managing account vendor information in your Accounts Payable system, it may be maintained in Circulation and then interfaced using this option. The Business Rule— To which system should vendor information be interfaced? (Account Setup section), determines the format of the export.
Select Vendor Export from the AP/Direct Deposit menu.
Select Add and enter a “from” date. All accounts added on or after this date with vendor information will be exported.
Select Continue to run the export. Vendor information for new accounts will be appended to the vendorexport.d file in /dti/exchange/cm/secure.
The Vendor Export interfaces only vendor information for new accounts. If vendor information is modified for existing accounts, the information may need to be changed in the Accounts Payable system manually. This can be done using the Vendor Change Report, which lists all accounts that have had setup information modified on or after a cutoff date.
Select Vendor Change Report from the AP/Direct Deposit menu.
Select Add and enter a “from” date. All accounts modified on or after this date will appear on the report.
Indicate if you want to exclude billing changes. This checkbox allows the report to ignore changes in the Account Billing table. This will eliminate instances in which the only change is that account billing has been run. This checkbox is active only when the Business Rule, To which system should vendor information be interfaced? (Account Setup section), is set to “DTI Standard 2.”
Indicate if you want to export the data. If you enter “yes” in the Export Data field, a .CSV file containing the vendor change information will be exported.
Select Continue to generate the report.
Click Add and complete the following fields.
COMPANY
setup
Enter the ID of the company for which direct deposits or AP invoices were made, or enter “*” to indicate all companies.
BILL SOURCE
setup
Enter the ID of the bill source for which direct deposits or AP invoices were made, or enter “*” to indicate all bill sources.
START DATE, END DATE
date
Click OK and then Continue to produce the journal.
Typically, account credits are interfaced to an Accounts Payable system at the end of a billing period (see Interface to AP). However, some newspapers give accounts advances on certain recurring credits, such as mileage. In order to do this, the credits may have to be interfaced between billing periods, using the Mid-Month Payment Export feature.
In order to use this feature, you must set up a new billing period for mid-month credits. You should then modify account setup for all accounts involved, changing the bill period for all applicable recurring charges to the new mid-month period. Account billing should not be run for the mid-month bill period. This will prevent the recurring credits from being applied to the account’s balance twice.
Credits for the recurring credit codes selected will be exported to the file /dti/exchange/cm/midmonthpmtMMDD, where “MMDD” are the month and day of the due date entered. The format of the file is based on Business Rules (see Appendix B). A debit transaction will also be created for the account, which will be picked up during the next account billing and debited from the account’s balance (billing will be crediting the account for the full recurring credit, but the account has already received a portion of it, so that portion must be debited).
Select Midmonth Pmt Export from the AP/Direct Deposit menu to display the Recurring Mid-Month Payment Export window.
Click Add and complete the following fields.
Accounts that have a credit balance (such as carriers with mostly office pay subscribers) need to have their credit transferred to Accounts Payable (in the general ledger) so that they can be paid. This option transfers account credit balances to the general ledger (via an ASCII file) and automatically writes them off in Circulation. There are four scenarios that might exist for credit transfer:
You use SBS. Circulation places the credit transactions in an ASCII file called apcheck.d in /dti/exchange/cm (see Appendix B for the format). SBS then pulls in this file.
You interface account credits to Compu-Share, Lawson or Dunn and Bradstreet, three popular AP systems. This option also creates an ASCII file called apcheck.d, but the format of the file will be different. Note that the Dunn and Bradstreet format will also contain direct deposits (so Direct Deposits will not need to be run).
You have another GL system that can pull in ASCII files. You can use one of the above formats, but you will most likely need a custom program to change the format to fit your general ledger system.
You enter GL transactions manually. You still need to run this option, so that Circulation can write off account credits.
Business Rules determine whether the ASCII file is created and which format should be used. In order to interface credits to Accounts Payable, accounts must have a vendor ID and a vendor company assigned. The vendor ID and company are used by the general ledger to identify the account. Vendor and company IDs are specified during account setup (see Account in the Setup Manual). Vendor IDs may also be imported into Circulation (see ).
Select Interface to AP from the AP/Direct Deposit menu to display the Interface to AP window.
Click Add and complete the following fields.
Click Continue to interface the account credits. An ASCII file will be created (if specified in Business Rules), and debit memos will be created in Circulation to charge the account for the amount interfaced to AP. An AP Interface Program report will then be displayed, listing the number of records processed and any errors that occurred during the process. For example, if the vendor ID or vendor company ID is blank for an account in Circulation, an error message informs you that the record cannot be interfaced.
After clicking OK in the Interface to AP window, you can click the Review button to review the credits interfaced to AP before running the interface.
The Credit Balance Review window allows you to modify or delete individual credits.
Click Reject All to reject the entire batch (nothing will be interfaced) or OK to interface the batch. If a batch is rejected or a credit is reduced, the remaining credits will be retained and can be interfaced at a later date.
Specify the period to cover in the report. Credits that were interfaced via Interface to AP or Direct Deposits during this date range will appear on the report.
setup
Enter the company and bill source for which to interface recurring credits, or enter “*” to multi-select companies and bill sources.
PROCESS DATE
date
Enter the date for which to export recurring credits. Only recurring credits active on this date will be exported.
MINIMUM AMT
decimal (10)
Enter a minimum amount for the interface. Only recurring credits that are equal to or greater than this amount will be interfaced.
DUE DATE
date
Enter the due date for the check to be cut by the AP system.
RECURRING CHARGE CODE
setup
Enter the recurring credit code that should be interfaced, or enter “*” to multi-select recurring credit codes. Only recurring credits can be selected, not charges.
Click OK and then Continue to run the interface. A processing report will list accounts that had recurring credits exported.
COMPANY, BILL SOURCE
setup
Enter the company for the accounts being interfaced.
BILL SOURCE
setup
Enter the bill source for the accounts being interfaced.
BALANCE MINIMUM
decimal (10)
Enter the minimum balance that an account must have in order to transfer it to Accounts Payable.
INVOICE DATE
date
Enter the date the invoices (credit transactions) should be created in AP. Only carrier credits up to and including this date will be interfaced.
AP CLEARING ACCOUNT
setup
Enter the AP clearing account number. This is the GL account that will be credited (Accounts Receivable will be debited).
INTERFACE TO AP
display
The format for the AP interface (as defined in Business Rules) is displayed here.
DUE DATE
TERMS CODE
LIABILITY ACCOUNT
BILLING RUN DATE
GL ACCOUNT
GL DEPARTMENT
PRODUCT
PROJECT
date open (2) open (12) date open (6) open (3) open (6) open (15)
These fields are active only if you interface account credit balances using an interface other than DTI Standard. This information is used by Compu-Share, PeopleSoft II, and other systems.
Click OK.
If you want to review the credits before running the interface, click Review (see Credit Balance Review for more information).
COMPANY
Accounts with credit balances can have their credit amounts deposited directly to a bank account, using this option. Direct Deposits will write an ASCII file containing credit amounts for all accounts that have a credit balance and who have bank account information set up (see Account in the Setup Manual for more information). As part of this process, the credits will be offset in carrier/dealer accounts by debits. The ASCII file will be located in /dti/exchange/cm/secure and the file name will be depositMMDDYY-xxx.d (see Appendix B for the formats). You can then send this file to the bank. Newspapers with direct deposit programs usually require carrier/dealers in the program to have accounts at a bank where the newspaper has an account.
Select Direct Deposits from the AP/Direct Deposit menu to display the Account Direct Deposits window.
Click Add and complete the following fields.
setup
Enter the ID of the company for which to make account deposits. The company ID must be valid for the bank entered below.
BILL SOURCE
setup
Enter the ID of the bill source for which to make account deposits (enter “*” to multi-select bill sources).
BANK
setup
Enter the ID of the bank that will process the direct deposit file; this will determine the Cash in Bank account that will be credited with the direct deposits. See Bank in the Setup Manual for details.
DEPOSIT DATE
date
Enter the date you are making the deposit for (the current date defaults).
SHORT DESCRIPTION
open (30)
Enter a short description to print on the account’s bank statement.
PRENOTIFICATION
yes/no
Indicate whether a prenotification file should be generated. This file will include all accounts with a start date greater than or equal to the deposit date; it will list account information but not amounts.
The prenotification file can be used by the bank to verify that the account information is correct. When first setting up a direct deposit program, we recommend that you create a prenotification file with DEPOSIT DATE set to an early date such as 01/01/1900 to select all accounts.
BALANCE MINIMUM
decimal (10)
Enter the minimum credit balance an account must have to be included.
Click OK.
Click Review if you want to review the deposits that will be made.
The “Credit Balance Review” screen will be displayed.
Click Continue to process the direct deposit. The ASCII file will be created, and all exported credit will be offset with debit memos. An Account Direct Deposits report will be created, showing the number of records processed and any errors that occurred.
COMPANY
