User Guide ® ClubSelect Accounts Payable

Copyright © 2012

All rights reserved. This book is for the use of the clients and customers of clubsystems group, inc. in conjunction with their

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ClubSelect® 2007 All Rights Reserved clubsystems group, inc.

User Guide ClubSelect® Accounts Payable

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Call csg Education to schedule training! 800-355-7623

ClubSelect® Accounts Payable User Guide

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Proprietary and Confidential

Table of Contents

ClubSelect® Accounts Payable ................................................................................................. 8

Vendor Maintenance ............................................................................................................... 12

Vendor Inquiry ........................................................................................................................ 22

Invoice Processing .................................................................................................................. 28

Preparation for Invoice Entry............................................................................................ 28

Invoice Batches ................................................................................................................. 29

Regular Invoice Entry ................................................................................................. 33

Batch Update ............................................................................................................... 37

Special Invoice Situations ................................................................................................. 42

Recurring Invoices ...................................................................................................... 42

Prepaid Invoices .......................................................................................................... 46

Invoices with Manual Checks ..................................................................................... 52

Check Printing ........................................................................................................................ 58

Computer Checks .............................................................................................................. 58

Quick Checks .................................................................................................................... 65

Manual Checks.................................................................................................................. 72

Processing Void and Wasted Checks ................................................................................ 76

End of Period Processing ........................................................................................................ 82

Check Reconciliation ........................................................................................................ 85

Reports .................................................................................................................................... 90

Batch Listing ..................................................................................................................... 90

Operating Reports ............................................................................................................. 93

Filtering Tools ............................................................................................................. 93


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Export an Open Payable Report to Microsoft® Excel ............................................... 100

Employment Development Department Report........................................................ 107

Vendor Reports ............................................................................................................... 110

Filtering Tools ........................................................................................................... 111

End of Year Processing ......................................................................................................... 116

Accounts Payable 1099 Procedures ................................................................................ 116

Club Address Change ............................................................................................... 116

Print 1099 Edit Listings ............................................................................................ 118

1099 Setup Information ............................................................................................ 121

Reclassify 1099’s ...................................................................................................... 125

Change 1099 Amounts .............................................................................................. 127

Magnetic Media ........................................................................................................ 128

Print Custom 1099’s ................................................................................................. 131

Accounts Payable End of Year Procedures .................................................................... 133

Printing End of Year Reports .................................................................................... 133

Control Information .............................................................................................................. 138

General Accounts Payable Information .......................................................................... 138

Check Information .......................................................................................................... 141

Interface Information ...................................................................................................... 144

Vendor Number Information .......................................................................................... 147

Reconciliation Information ............................................................................................. 148

Address Information ....................................................................................................... 149

Positive Pay ..................................................................................................................... 151

Accounts Payable Types ....................................................................................................... 153

Cash Types ............................................................................................................................ 155


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General ClubSelect® Setup Features ..................................................................................... 157

Security ........................................................................................................................... 157

Messages ......................................................................................................................... 161

ClubConnect® Setup ....................................................................................................... 162

Company Information ..................................................................................................... 163


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7


Introduction


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ClubSelect® Accounts Payable

ClubSelect® Accounts Payable has many features and benefits that help make quick, accurate

work of your ongoing finances.

Some ClubSelect® AP features and benefits include:

Unlimited history

Store vendor notes that can be viewed during invoice entry

Calculate invoice schedule and due dates based on invoice date, fixed day of the

month, or default batch date

Add a vendor during invoice entry

Auto-post to GL as each AP batch is posted

Edit and post prepaid AP invoices in GL

Checks for duplicate invoices and checks historically and within each batch

Edit or delete a batch

Select open invoices for payment based on a variety of criteria

Sort checks, check edit listing, and check summary alphabetically

Process quick checks immediately, without an invoice

Drill-down from check to original invoices paid, including invoice expense detail

Inquire, report, and edit all current and past periods (based on GL period designation)


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Accessing ClubSelect® Accounts Payable

1. From your Windows® desktop, double-click the ClubSelect® AP icon.

The Login window appears.

2. In the Login field, type your user ID.

3. In the Password field, type your password.

4. Click Login.

NOTE: If more than one AP company is available for this user, the Accounts

Payable Company window appears. If only one AP company is available for

this user, the ClubSelect® Accounts Payable window appears.

The Accounts Payable Company window appears.


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5. If applicable, from the Company drop-down list, select the desired company.

6. Click Login.

The ClubSelect Accounts Payable window appears.


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Vendors


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Vendor Maintenance

ClubSelect® Accounts Payable allows you to store basic information for each vendor for

posting and expensing invoices and pay checks. The information entered in the Vendor

Maintenance window streamlines your day-to-day data entry.

Adding a Vendor

1. From the menu bar, select Vendors and then select Vendor Maintenance.

The Vendor Maintenance window appears.

2. Click the New toolbar button.

3. In the Vendor Number field, type the vendor number.

NOTE: If necessary, the vendor number format can be modified for all vendor

numbers. Please contact csg Support for assistance with this option.


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4. In the Vendor Name field, type the vendor’s name as it should be printed on checks.

You may use up to a maximum of 30 characters for the name.

The Vendor Name value automatically populates in the Vendor Sort field.

5. In the Vendor Sort field, accept the default or type the name by which to sort this

vendor in reports and listings.

For example: You have a vendor, J.W. Peters Consulting. Instead of sorting the

vendor by the first letter of the vendor name, J, you want this vendor to appear with

your list of vendors sorted by P for Peters. Type Peters Consulting in the Vendor

Sort field.

6. In the Address field, type the vendor’s address. You may use up to a maximum of

255 characters for the address.

NOTE: The U.S. Postal Service recommends mailing addresses appear in all capital

letters with no punctuation except for a comma between the city and state

abbreviation.

7. From the Phone Type drop-down list, select the phone type. For example, cell phone,

fax, pager, etc.

NOTE: You can create a phone type by typing the new name in the Phone Type

field.

8. In the Phone # field, type the corresponding phone number, including area code, with

no formatting. The formatting is completed for you.

9. In the Internet/E-Mail field, type the email address for this vendor.

10. In the Contact Person field, type the main contact name.

11. If applicable, in the Customer Number field, type your customer number assigned

by the vendor. This number can print on checks as reference.


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You can set up the default department to which this vendor’s invoices most frequently post.

It is not necessary to assign a department, but it is very useful for report sorting and filtering.

12. In the Department field, type the department name.

13. Press Tab.

NOTE: If the department name is new, a dialog box appears so it can be saved for

future use. Click Yes to save the entry.

14. To add or modify departments, right-click the Department field.

The Department Maintenance dialog box appears.

15. To add a new department, click Add New.

16. In the Department field, type the new department name.

NOTE: To modify an existing department, select the department from the list. To

delete an existing department, select the department from the list and click

Delete.

17. Click Save.

18. Click Close.

The Vendor Maintenance window reappears.


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19. If this vendor applies purchase or use tax to the invoices submitted to your club,

select Purchase & Use Tax.

NOTE: If the Purchase & Use Tax field does not appear and it is needed, it must

first be selected in the Control Information file on the General tab. Please

refer to the Setup section of this User Guide for additional information.

20. If this vendor applies Good and Services tax to invoices submitted to your club, select

GST Tax.

NOTE: If the GST Tax field does not appear and it is needed, it must first be

selected in the Control Information file on the General tab. Please refer to

the Setup section of this User Guide for additional information.

21. If this vendor is inactive, select Inactive Vendor.

NOTE: Inactive vendors can only be viewed and maintained within the Vendor

Maintenance window. You receive a Vendor is inactive message when

processing invoices, checks, and 1099’s to inactive vendors.

The Schedule Pay Date is the date you want to pay the vendor, not necessarily when the

vendor requests the bill be paid.

22. From the Schedule Based On drop-down list, select how the schedule date is to

calculate.

Invoice Date – calculates a schedule date for the invoices of this vendor based on

the invoice date and the Schedule Day(s) field.

Before Due Date – calculates a schedule date for the invoices of this vendor

based on the Schedule Day(s) field subtracted from the due date.

Fixed Day of Month – calculates a schedule date for the invoices of this vendor

based on the next specified fixed day of the month and it is at least the number in

the Days Before Due field.

Batch Default Schedule Date – calculates a schedule date for the invoices of this

vendor based on the scheduled date entered on the batch invoice entry screen.

None – a schedule date must be supplied during invoice entry.

23. In the Schedule Day(s) field, type the appropriate number depending on your

Schedule Based On field selection.


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24. In the Days Before Due field, type the number of day before invoices are due for this

vendor.

For example, the vendor has net 30 payment terms. Type a 30 in this field and the due

date is automatically calculated using this number.

25. Select Always take discount if the discounted price is always calculated for invoice

payment, regardless of the other terms selected.

26. In the Discount Percent field, type the percentage discount amount for prompt

payment.

27. In the If Paid Within field, type the number of days from the invoice date the invoice

must be paid to receive the discount.

28. In the Finance Charge Percent field, type the finance charge percentage amount

payable to the vendor if an invoice is not paid on time.

29. In the If Paid After field, type the number of days from the invoice date the vendor

allows before a finance charge is applied.

30. Click the Save toolbar button.

NOTE: You can click Recurring to create a recurring invoice for this vendor. Please refer

to the Recurring Invoices topic in this User Guide for additional information.


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The Distribution tab allows you to create a default general ledger posting for each AP type

for this vendor including any combination of flat amount or percentage distributions to

various accounts. While these defaults can speed up your data entry process, any account,

amount, or percentage information on this tab can be changed during invoice entry.

31. Click the Distribution tab.

The Distribution tab appears.

32. From the AP Type drop-down list, select the Accounts Payable type for the general

ledger distribution, 1099, and discount information.

NOTE: The AP Type affects the GL AP Liability account. For additional

information on AP Types, please refer to the Setup section of this User

Guide.

33. In the Default Invoice Description field, type a general description for this vendor’s

invoices.


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34. Select Overwrite the GL# Description with the above during Invoice Entry to use

the text entered in the Default Invoice Description field as the preset description in

the GL account description field as history in GL.

NOTE: If you select to transfer GL in detail, this invoice description appears in the

general ledger.

35. In the GL # field, type the general ledger account number commonly used with this

type of purchase/expense or click the lookup icon to select an account number.

NOTE: To search for a GL number, use the * (wildcard). For example, type 10* to

return a list of all the GL accounts that begin with 10.

36. In the Description field, type the description used with this transaction.

NOTE: The current GL account description for the selected GL number appears.

You can type any description in this field and you have the option to save

the description as the preset description. Depending on your settings, this

description may appear on the vendor checks. For assistance setting up this

option, please contact csg Support.

37. In the Amount field, type the appropriate dollar amount for distribution to the

selected GL account number. If there is no set amount, leave this field blank.

38. In the Percent field, type the appropriate percentage for distribution to the selected

GL account number.

For example, you may choose to split the electric bill between several departments

and general ledger account numbers based on percentages.

NOTE: If there is any number in the Amount field, it is applied first, before any

percentage calculations. The percentages in this column must total 100%.

39. From the 1099 drop-down list, select the 1099 this vendor is to receive.

None – this vendor does not receive a 1099 at the end of the year.

Dividend – Dividend Income 1099 gives information about the distribution of

earnings to owners/shareholders.

Miscellaneous – Report of Miscellaneous Income 1099 is used for payments

performed for a trade or business by people not treated as employees

(subcontractors, directors). Included income is rent or royalty payment; prizes and

awards.

Interest – Interest Income 1099 gives information about interest earned. Do not

include income earned in IRA’s or other qualified plans.

Retirement – Distributions from pensions, annuities, retirement, or profit sharing

plans, IRA’s, SEP’s, insurance contracts, and so forth.


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Sale of Membership – Proceeds from Acquisitions or Abandonment of Secured

Property 1099 give information about the acquisition or abandonment of property

that is security for a debt of which you are the lender.

Pending – use this 1099 type if you are unsure of the proper 1099 status for this

vendor.

40. Select Discountable if the details of this vendor’s invoices are discountable. If

discounts are not used, this field is not reviewed by the system.

The Additional Information tab allows you to establish the 1099 information for a vendor. It

also allows you to track contract information and notes which can be used as reference

during data entry.

41. Click the Add’l Information tab.

The Add’l Information tab appears.


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42. In the 1099 ID # field, type the vendor’s Internal Revenue Service Federal Employer

Identification Number (EIN) from the vendor’s W-9 form.

43. In the 1099 Name field, type the name that matches the Federal ID # as it appears on

the W-9 form. This is the name under which this income is reported when 1099’s are

printed.

44. From the Default 1099 Type drop-down list, select the type of 1099 this vendor

receives most often.

None – this vendor does not receive a 1099 at the end of the year.

Dividend – Dividend Income 1099 gives information about the distribution of

earnings to owners/shareholders.

Miscellaneous – Report of Miscellaneous Income 1099 is used for payments

performed for a trade or business by people not treated as employees

(subcontractors, directors). Included income is rent or royalty payment; prizes and

awards.

Interest – Interest Income 1099 gives information about interest earned. Do not

include income earned in IRA’s or other qualified plans.

Retirement – Distributions from pensions, annuities, retirement, or profit sharing

plans, IRA’s, SEP’s, insurance contracts, and so forth.

Sale of Membership – Proceeds from Acquisitions or Abandonment of Secured

Property 1099 give information about the acquisition or abandonment of property

that is security for a debt of which you are the lender.

Pending – use this 1099 type if you are unsure of the proper 1099 status for this

vendor.

Sale of Real Estate

45. If Miscellaneous is selected in the Default 1099 Type field, in the Box to use for

Miscellaneous 1099 section select one of the following:

Non-employee compensation

Rent

Health-care

Prizes and Awards

Gross Proceeds paid to an attorney

46. If you have a signed contract for services provided by this vendor, in the Contract

Amount field, type the amount of the contract.

NOTE: If you do not have a signed contract for services, leave the entry as 0.00.

Contract amounts appear during vendor inquiry for informational purposes

only and do not affect invoice processing.


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47. In the Notes field, type any applicable notes regarding this vendor.

NOTE: The notes appear during vendor inquiry for informational purposes only and

do not affect invoice processing.

The 1099-S tab only applies to vendors who must file a 1099-S form to report the sale of real

estate to the IRS. This is not commonly used. If you need additional assistance with this tab,

please refer to the End of Year Processing section of this User Guide or contact a csg Support

representative.


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Vendor Inquiry

Vendor inquiry includes the detailed history of all invoices and checks entered into

ClubSelect® Accounts Payable, the current year’s beginning open payable balance, and the

total year-to-date purchases. A drill-down feature connects the invoices and their expense

history to each check.

Reviewing Vendor Information

1. From the menu bar, select Vendors and then select Vendor Inquiry.

The Vendor Inquiry window appears.

2. In the lookup toolbar field, type all or a portion of the vendor’s name or vendor

number and press the Enter key.

The selected vendor information appears.

NOTE: You can also type the vendor number in the search field or click the lookup

icon to view a list of all vendors.


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The Summary tab shows year-to-date totals based on either a calendar or fiscal year basis.

3. Select Calendar to view calendar (Jan – Dec) year-to-date information or Fiscal to

view the GL company fiscal year-to-date information.

NOTE: If your fiscal year ends in December, both Calendar and Fiscal produce the

same results.

4. Use the following table to determine field usage:

Field Description

Open Balance Displays the total of all open invoices for this

vendor.

Total Purchases Displays the total of all invoices for this vendor.

Contract Amount Displays any contract amount entered on the

Vendor Maintenance window.

Last Invoice No. Displays the last invoice number posted for this

vendor.

Last Invoice Amount Displays the last invoice amount posted for this

vendor.

Last Invoice Date Displays the last invoice date posted for this

vendor.

Total Disbursements Displays the total of all checks for this vendor.

Last Check No. Displays the last check number posted for this

vendor.

Last Check Amount Displays the last check amount posted for this

vendor.

Last Check Date Displays the last check date posted for this

vendor.

5. Click the ellipsis buttons to view the detailed information for the corresponding

field.

6. Click the Last Invoice No. or Last Check No. lookup buttons to view a different

invoice or check.


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The Detail tab shows detailed information about the totals generated on the Summary tab.

7. Click the Detail tab.

The Detail tab appears.

8. In the View section, select the items to view:

Purchases – select to view only the invoices for this vendor

Disbursements – select to view only the checks for this vendor

Both – select to view both the invoices and checks for this vendor

9. From the Start Period drop-down list, select the starting period.

10. From the End Period drop-down list, select the ending period.

11. From the Cash Account drop-down list, select a cash account. If this field is blank,

all checks, regardless of cash account, appear.

12. From the AP Type drop-down list, select the AP type.


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13. To display additional invoice details, double-click an invoice from the listing.

The Invoice Detail tab appears.

14. To return to the listing, click the Detail tab.


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15. To display additional check details, double-click a check from the listing.

The Check Detail tab appears.

16. To close the window, click the Exit toolbar button.


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Invoice

Processing


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Invoice Processing

ClubSelect® Accounts Payable offers a variety of invoice entries to accommodate a variety of

invoice situations. Each invoice entry screen is designed to quickly record detailed

information for every invoice.

Another wonderful feature of ClubSelect® Accounts Payable is that you can set up the

software to automatically check for duplicate vendor invoice numbers. This can help track

duplicate invoice number proactively and save you the time and expense of multiple

payments. For additional information on this feature, please refer to the Setup section of this

User Guide.

Preparation for Invoice Entry

Before proceeding with invoice entry, complete this invoice preparation to ensure maximum

data entry and reconciliation efficiency.

Organize by General Ledger period – sort your invoices by the general ledger

accounting period affected by the purchase. Unless it is an installment purchase, a

batch can only affect one general ledger period.

Code and Edit Batch – although you can always look up the vendor number and GL

account reference during data entry, it is much faster if you write the vendor number

and GL account number affected by the transaction on the invoices before data entry

begins. Another useful technique, highlight the invoice number, invoice date, and

total amount so they stand out during data entry.

Compute Control Totals – calculate the total of all the invoices to include in the

batch.


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Invoice Batches

Invoices are recorded in ClubSelect® Accounts Payable in batches and these batches are

automatically assigned a sequential number. All invoice batches appear on the Batch Listing

report, grouped by GL period.

Creating a New Batch of Invoices

1. From the menu bar, select Data Entry and then select Invoice Entry.

The Batch Listing window appears.

2. From the G/L Period drop-down list, select the correct month and year. To change

the year, use the left and right arrows.

All the invoice batches for the selected period appear.

NOTE: You cannot post to permanently closed general ledger periods. If it is

necessary to post to a permanently closed period, contact the GL person so

they can make the appropriate change in ClubSelect® General Ledger.


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3. To start a new batch of invoices, click New.

The Batch window appears.

The Batch Number field is automatically populated and tracked by ClubSelect® Accounts

Payable. There are separate batches for each entry type – regular invoice, recurring invoice,

regular check, quick check, manual check, and voided check.

4. In the Batch Date field, type the date for this batch Use MMDDYY format.

5. In the Default Schedule Date field, type the date invoices are scheduled for payment

for all the vendors set up to use the Batch Schedule Date in the Vendor Maintenance

window.

NOTE: The Default Schedule Date field is ignored for vendors set up with other

schedule and due date calculations.


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6. From the Default Cash Type drop-down list, select the cash type to assign as the

default for use with manual checks posted within the invoice batch.

7. From the Default A/P Type drop-down list, select the A/P type to assign as the

default for use with this batch.

8. To use multiple A/P types within the batch, select Use multiple A/P types in this

batch.

9. From the Batch Type drop-down list, select one of the following:

Regular Invoice – regular invoice entry. This option is discussed in the Regular

Invoice Entry topic of this User Guide.

Recurring Invoice – recurring vendor invoice entry. This option is discussed in

the Recurring Invoices topic of this User Guide.

Assign Quick Checks – assign a quick check to an invoice. This option is

discussed in the Quick Checks topic of this User Guide.

10. From the GL Period drop-down list, select the appropriate General Ledger period for

this batch.

NOTE: All the Control Total fields are optional. Additional fields available are

Vendor Hash Totals, Invoice Hash Totals, and Check Hash Totals. For

additional setup information, please refer to the Setup section of this User

Guide.

11. In the Invoice Amount field, type the control total for the invoices. This is an

optional field.

12. In the Check Amount field, type the control total for manual checks. Regular

invoices are typically entered without manual checks, therefore the manual check

control total is usually zero for regular invoices. This is an optional field.

13. In the Discount Amount field, type the control total for the discounts. This is an

optional field.

14. In the Finance Charge field, type the control total for the finance charges. This is an

optional field.

NOTE: Discounts and finance charges can be entered during invoice entry, or added

later when checks are run. For vendors set up with automatic discounts, the

system adds the discount to the invoice when the invoice is entered. With

this in mind, you may want to enter anticipated discounts as part of the

control totals.


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15. Click OK.

When Regular Invoice is select as the batch type, the Invoice Entry window appears.


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Regular Invoice Entry

When Regular Invoice is selected as the batch type on the Batch window, you are setup for

regular invoice entry. Regular invoices need to be entered into the system as an open

payable. Regular invoices typically increase the GL liability account based on the selected

AP type, and are expensed in the GL period in which they were incurred.

NOTE: When the invoice date is entered, ClubSelect® AP automatically calculates the

due date, schedule date, and any automatic discount. All the calculated fields are

defaults and can be overwritten if necessary.

ClubSelect® AP can automatically expense each invoice to an unlimited number of pre-set

GL accounts defined in a vendor’s file. The automatic distribution can be based on

percentage, actual dollar amounts, or a combination of both. For additional information on

this topic, please refer to the Vendor Maintenance section of this User Guide.

Entering Regular Invoices

1. In the Vendor field, type the beginning of the vendor name or type the vendor

number.

2. Press the Enter key.

A list of matching vendors appears.

3. Select the appropriate vendor from the list.

NOTE: Click the lookup icon to display a list of all your vendors.

Click the ellipsis button to add new vendors during invoice entry.

Click the Address button to view the selected vendor’s address.

4. From the AP Type drop-down list, select the appropriate AP Type for this invoice.

NOTE: AP Types are set up for your club during installation. If you need to set up

additional AP Types, please refer to the Setup section of this User Guide or

contact csg Support for assistance.

5. In the Invoice Number field, type the invoice number.

6. In the Invoice Description field, type a description of the invoice. If the Default

Invoice Description field on the Vendor Maintenance window is populated, the

description appears in this field. The default can be overwritten, if necessary.

NOTE: ClubSelect® AP can automatically copy the invoice description into the GL

account description field in the expense distribution grid. This transfers the

invoice description into the General Ledger as part of the transaction

history. For additional information on this topic, please refer to the Vendor

Maintenance section of this User Guide.


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7. In the Invoice Date field, type the date from the invoice.

8. In the Invoice Amount field, type the amount of the invoice.

9. If applicable, in the GST Tax Amount field, type the amount of the goods and

services tax that appears on the invoice.

NOTE: If the GST Tax Amount field does not appear and it is needed, it must first

be selected in the Control Information file on the General tab. Please refer

to the Setup section of this User Guide for additional information.

10. If applicable, in the Purchase & Use Tax field, type the amount of purchase and use

tax that appears on the invoice.




11. If necessary, modify the calculated date in the Due Date field.

12. If necessary, modify the calculated date in the Schedule Date field.

13. From the Pay Status drop-down list, select the status of this invoice.

14. If necessary, modify the calculated Discount section fields.

15. If necessary, modify the calculated Finance Charge section fields.

If the invoice vendor is set up with pre-defined GL distribution defaults, ClubSelect® AP

calculates the GL distribution. If pre-defined GL distribution is not set up for this vendor, the

GL distribution grid must be completed.

NOTE: Use the GL # description field to describe each invoice expense. This field

information becomes part of the AP history that is available in the General

Ledger.


17. To start the next invoice, click the New toolbar button.

18. Continue to add each invoice using the previous steps.

NOTE: For information on the Prepaid and Manual Check buttons, please refer to the

Special Invoice Situations section of this User Guide.


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19. After all invoices for this batch are entered and saved, click End Batch.

The Invoice Entry Variance window appears.

The control totals values are those numbers previously entered on the Batch window. The

Control Total fields on the Batch window are optional so there may be no value in this

column. If no values are entered on the Batch window, the Variance column displays the

difference between the Control Totals and the Input Totals. This is an expected variance if

you did not enter any Control Totals values on the Batch window.

20. Review the Control Total, Input Totals, and Variance columns to determine any

necessary changes.


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21. Use the following table to determine button usage:

Button Description

Print Click this button to print a listing of all entries

included in this batch.

Edit

Click this button to return to the Invoice Entry

window. You can then modify or delete existing

invoices in this batch or add new invoices.

Post

Click this button to post this batch of invoices.

The results can be immediately viewed in Vendor

Inquiry, the Open Payable and Aging reports, the

Purchase Register, the Batch Listing, and

ClubSelect® General Ledger.

Exit

Click this button to leave this batch of invoices in

the system, but unposted. Unposted batches

appear in the Invoice Batch window, and can be

edited or posted at any time. For example, if you

are interrupted before finishing invoice entry,

you might want to leave the batch unposted.

NOTE: Unposted batches do not appear in the

Vendor Inquiry, the Open Payable report, and


Delete Click this button to delete the ENTIRE batch of

invoices.


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Batch Update

A batch can hold one invoice or hundreds of invoices. The quantity is determined by your

preference. Each batch must be posted, but all the invoice batches are listed on the Batch

Listing report regardless of their posting status.

If you receive an unexpected variance on the Invoice Entry Variance window or if you need

to add new invoices to an existing batch, you have the ability to edit the batch.

Updating an Invoice Batch






3. From the batch listing, select the appropriate batch to update.

NOTE: If the batch to edit is posted, click Unpost.


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4. Click Edit.


5. If necessary, modify the Control Totals section amounts. These are optional fields.


39


6. Click OK.

The Invoice Entry window appears.

7. To modify an existing invoice entry, click the lookup toolbar icon and select All

Records.

8. Select the invoice entry from the list.

9. Modify the record.

10. Click the Save toolbar button to save the changes.

NOTE: To add a new invoice entry, click the New toolbar button and complete

the appropriate information.


40


11. When complete, click End Batch.



Button Description

Print Click this button to print a listing of all entries


Edit

Click this button to return to the Invoice Entry

window. You can then modify or delete existing

invoices in this batch or add new invoices.

Post

Click this button to post this batch of invoices.

The results can be immediately viewed in Vendor

Inquiry, the Open Payable and Aging reports, the

Purchase Register, the Batch Listing, and



41


Button Description

Exit

Click this button to leave this batch of invoices in

the system, but unposted. Unposted batches

appear in the Invoice Batch window, and can be

edited or posted at any time. For example, if you

are interrupted before finishing invoice entry,

you might want to leave the batch unposted.

NOTE: Unposted batches do not appear in the

Vendor Inquiry, the Open Payable report, and


Delete Click this button to delete the ENTIRE batch of

invoices.


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Special Invoice Situations

ClubSelect® Accounts Payable offers specialized screens and procedures to easily enter and

track invoices that involve unique circumstances.

These special invoices include recurring invoices, prepaid invoices, and invoices paid using a

manual check.

Recurring Invoices

A recurring invoice is a series of identical or similar invoices that are automatically posted

across multiple periods. ClubSelect® Accounts Payable allows you to easily set up recurring

vendor invoices which can save you time for such items as mortgage payments or installment

loans.

Creating a Recurring Invoice

1. From the menu bar, select Setup and then select Recurring Payables.

The Recurring Payables window appears.

NOTE: You can also access the Recurring Payables window by clicking the

Recurring button on the Vendor Maintenance window.



43



number.





Click the ellipsis button to add new vendors during this setup process.

6. From the AP Type drop-down list, select the AP type for this recurring payable.




7. In the Invoice Number field, type the invoice number for this transaction.

8. In the Invoice Description field, type a description for this transaction.

9. In the Invoice field, type the invoice day for this transaction. The Invoice Day and

the Months to Post fields combine for the invoice date.

10. In the Due field, type the due day for this invoice. The Due and Months to Post

fields combine for the due date.

11. In the Schedule field, type the schedule day for this transaction. The Schedule and

Months to Post fields combine for the schedule date.

12. In the Times to Post field, type the number of times this invoice is to post to AP.

0 – the invoice is not posted. The invoice remains as part of the recurring invoice

file until you change or delete the entry.

1-9999 – the invoice posts the number of times indicated. Each time the invoice

posts, the Times to Post field automatically reduces by one. When the field

reaches zero, the invoice is no longer posted but remains as part of the recurring

invoice file until you change or delete the entry.

13. In the Amount field, type the total amount of this invoice to be posted each time the

recurring entry is posted. This amount is used to verify that the entire invoice amount

is distributed to the general ledger accounts listed in the grid.

14. In the GL # field, type the general ledger account number for this transaction.

15. The Description field automatically populates with the selected GL account number

description. This default can be overwritten, if necessary.

16. In the Amount column field, type the amount to apply to this general ledger account

number. All entries in the Amount column must total to equal the Amount field.


44


17. If this invoice can be discounted per the parameters assigned in Vendor Maintenance,

select Discount.

18. From the 1099 drop-down list, select the 1099 type for this transaction.

19. In the Months to Post section, select the appropriate months in which this invoice is

to post.


Once the recurring invoice is set up, it must be transferred to an open payable and

incorporated for payment. The frequency of this action is determined by the club’s recurring

invoice needs. Many clubs find it useful to transfer their recurring invoices once a month, at a

fixed time or as the first batch of a new month.

Transferring Recurring Invoices to Open Payables







45





5. For recurring invoice entry, from the Batch Type drop-down list, select Recurring

Invoice.

NOTE: The Default Schedule Date field and Control Totals fields are not

completed for recurring invoices.

6. Click OK.


7. Continue with the normal end batch and post process.


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Prepaid Invoices

A prepaid invoice is an invoice that needs to be set up for a one-time payment, but involves

repeated expenses over a range of periods. For example, an invoice received in January, due

in February, that covers a year’s worth of liability insurance, is likely expensed 1/12th each

month over the course of the year.

Typically, an initial journal entry debits the prepaid asset account and credits accounts

payable. Then a series of journal entries are required in each appropriate period to expense

the prepaid asset. ClubSelect® Accounts Payable and ClubSelect® General Ledger handle

these tasks for you automatically!

ClubSelect® AP and ClubSelect® GL work together and provide a quick and easy method to

manage your prepaid invoices. Prepaid invoices are entered in AP, but they are stored in GL

where an automatic journal entry to expense a portion of the prepaid is produced for each

appropriate period. The controller also has tracking and editing capabilities through GL.

Use the regular invoice entry procedures to enter a prepaid invoice. Use the Prepaid button

to establish the invoice as prepaid.

Entering Prepaid Invoices




47








5. In the Default Schedule Date field, type the date invoices are scheduled for payment

for all the vendors set up to use the Batch Schedule Date in the Vendor Maintenance

window.

NOTE: The Default Schedule Date field is ignored for vendors set up with other

schedule and due date calculations.

6. From the Batch Type drop-down list, select Regular Invoice.

7. In the Invoice Amount field, type the control total for the invoices. This is an

optional field.


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NOTE: Discounts and finance charges can be entered during invoice entry, or added

later when checks are run. For vendors set up with automatic discounts, the

system adds the discount to the invoice when the invoice is entered. With

this in mind, you may want to enter anticipated discounts as part of the

control totals.

8. Click OK.



number.








49


12. From the AP Type drop-down list, select the appropriate AP type for this invoice.





14. In the Invoice Description field, type a description of the invoice.

NOTE: ClubSelect® AP can automatically copy the invoice description into the GL

account description field in the expense distribution grid. This transfers the

invoice description into the General Ledger as part of the transaction

history. For additional information on this topic, please refer to the Vendor

Maintenance section of this User Guide.


16. In the Invoice Amount field, type the amount of the invoice.











19. If necessary, modify the calculated date in the Due Date field.

20. If necessary, modify the calculated date in the Schedule Date field.


22. If necessary, modify the calculated Discount section fields.

23. If necessary, modify the calculated Finance Charge section fields.

24. Complete the GL distribution grid fields. Assign the entire amount of the prepaid

invoice to one prepaid asset account in the G/L chart of accounts.


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25. Click Prepaid.

A Save Invoice dialog box appears.

26. Click OK.

The Invoice Entry- Prepaid Information window appears.

27. In the Number of Periods for Expense Allocation field, type the number of periods

to apply this prepaid invoice.

28. Press the Tab key.

The amount per period calculates.


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29. Accept the system calculation in the Amount per Period field.

30. From the Starting Period drop-down list, select the appropriate GL period and year.

31. In the GL Expense Accounts field, type a GL account name or account number.

NOTE: An unlimited number of expense accounts can be used. The total amount

expensed must equal the calculated amount per period.

32. Click OK.

The Invoice Entry window reappears and the prepaid invoice is saved.

33. As necessary, continue entering invoices and click End Batch to complete the

process.


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Invoices with Manual Checks

Sometimes invoices are paid manually prior to system entry. These invoices are associated

with a manual check. It is very important to record the manual check information with the

invoice to properly account for the cash transaction.

NOTE: Another type of manual check is one in which the check is hand-written after the

invoice has been entered into AP. In this case, enter the manual check without

additional invoice information since you do not want to expense the invoice

again! Please refer to the Manual Checks topic in this User Guide for additional

details on this procedure.

Invoices with manual checks are entered the same way regular invoices are entered, except

that the check information is added before the invoice is saved.

Entering Invoices with Manual Checks




53







4. In the Batch Date field, type the date for this batch in MMDDYY format.

5. From the Batch Type drop-down list, select Regular Invoice.

6. In the Check Amount field, type the control total for the manual check invoices. This

is an optional field.


54


7. Click OK.



number.







11. From the AP Type drop-down list, select the appropriate AP type for this invoice.





55



13. In the Invoice Description field, type a description of the invoice.


15. In the Invoice Amount field, type the total amount of the invoice.












19. Complete the GL distribution grid.


21. Click Manual Check.

The Invoice Entry- Manual Check window appears.


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22. Verify the Cash Type field is correct.

23. In the Check No. field, type the check number of the distributed manual check.

24. Verify the Check Date field is correct.

25. Verify the GL Period field is correct.

NOTE: The GL period for the check cannot be different than the GL period for the

invoice!

26. In the Check Amount field, type the amount of the manual check.

27. If applicable, in the Discount Taken field, type the discount amount applied to the

manual check.

28. If applicable, in the F/C Paid field, type the finance charge applied to the manual

check.

29. Click OK.

The Invoice Entry window reappears.

30. If appropriate, continue to enter invoices with or without manual check information.

31. When complete, click End Batch.

This manual check information appears on the check register for the period.


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Check

Printing


58


Check Printing

ClubSelect® Accounts Payable offers several different check-writing options — regular

computer checks, quick checks, and recording of manual checks written outside the system.

Quick checks are instant checks generated and printed without an invoice. This is very useful

for COD’s and other situations when a check must be cut immediately. After the check

prints, it must be expensed in the system by creating an Assign Quick Check invoice batch.

While the system does not require the expensing to take place immediately (though it is

recommended), AP period end procedures are prevented from running until all quick checks

are assigned.

ClubSelect® AP also allows for manual checks when a hand-written check must be

distributed. They are used to either pay existing invoices or pay new invoices. In both cases,

it is necessary to record that a check was hand-written. When the check pays an existing

invoice, the expense side of AP is already recorded and another invoice is not entered. When

the check pays a new invoice, an invoice must be created with the manual check.

NOTE: Many aspects of the check layout can be modified. If changes are needed after the

initial installation, please refer to the Setup section of this User Guide or contact

csg Support for assistance.

Computer Checks

Computer checks are written based on the criteria set up for each individual check run. These

checks can print to any local or networked printer.

Writing Computer Checks

1. From the menu bar, select Data Entry and then select Computer Checks.

The Print Checks dialog box appears.


59


2. If applicable, from the Cash Type drop-down list, select the appropriate cash type.

NOTE: If you do not have multiple cash types set up in Accounts Payable, the Cash

Type field does not appear.

Cash types are set up for your club during installation. If you need

additional cash types created, please refer to the Setup section of this User

Guide or contact csg Support for assistance.

3. In the Check Date field, type the check date in MMDDYY format. This date is

shown on various reports and displays when referencing the information contained in

the batch.

4. From the GL Period drop-down list, select the appropriate GL period for batch of

checks. This is the period in which the check disbursement is recorded in the General

Ledger.

5. Click Select Invoices.

The Select Open Invoices dialog box appears.


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6. In the Choose By section, select the method for invoice selection. Each method

(except All) allows criteria to match against open invoices:

All – view all the open invoices

Vendor – select a single vendor for this check run

Due Date – select the cutoff date for comparison against the due date of each

open invoice. Use MMDDYY format. The due date is the date the vendor

requests the bill be paid.

Schedule Date – select the cutoff date for comparison against the schedule date

of each open invoice. Use MMDDYY format. The schedule date is the date you

want to pay the vendor, not necessarily when the vendor requests the bill be paid.

Department – select or deselect each department for this check run

A/P Types – select or deselect each accounts payable type for this check run

7. To select only those open invoices with a specific a dollar limit, select Dollar Limit

and include the desired dollar amount criteria.

8. Select Include all possible discounts to include all open invoices with discounts.

Open invoices with either a discount percentage or a discount dollar amount are

included.

9. Click OK.

The Invoice Selection window appears with a list of all open invoices that match the selection criteria.

NOTE: Double-click any column heading to sort the data in the column for quick and

easy data review and verification. Right-click the Pay column to select or unselect

all the listed invoices.


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If the resulting list of invoices is not correct, you can:

Click Criteria to return to the Select Open Invoice window.

Unselect the Pay column for any invoice on the list

Click Add to display the Add Invoices to Check Batch window

To make any changes to any column fields for an open payable in the Invoice Selection

window, the Pay column for that payable must be selected. The Status field must also be set

to Pay to select or deselect the Pay column. If the status is Hold or Dispute, no changes can

be made to that open payable record.

Changes can be made to the due date, schedule date, discount amount, and finance charge

amount. ClubSelect® Accounts Payable also gives you the flexibility to change the Check

Amount values in this window. These changes do not affect the actual open payable amount

of the invoice, only the amount paid against the invoice for this check run.

10. Verify the Status field for each open invoice to be paid is Pay.

NOTE: Click Print Register to view or print a Pre-Check Register listing.

11. When the list of open invoices is correct to pay with this check run, click Print

Checks.

The Check Printer Selection window appears.

12. From the Check Printer drop-down list, select the appropriate printer.


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13. From the Print Checks for drop-down list, select the check signature requirements

for check printing.

All – select to print checks for all selected invoices without regard to check

signature requirements.

Require 1 Signature – select to only print checks for invoices with amounts that

require one signature. This allows you to change the printer paper, if necessary.

Require 2 Signatures – select to only print checks for invoices with amounts that

require two signatures. This allows you to change the printer paper, if necessary.

NOTE: ClubSelect® Accounts Payable gives you the option to automatically require

a second signature. Please review the Setup section of this User Guide or


14. To reprint checks for a specific vendor, in the Starting Vendor field, type the vendor

number of the first check to reprint. This is commonly used for printer or power

failures.

15. Verify the Starting Check # field is correct.

NOTE: ClubSelect® Account Payable tracks the last check number used and

defaults to the next number. If this is incorrect, type the correct check

number.

16. Before loading the pre-printed check forms into the printer, select Test Check and

make sure everything aligns and prints properly. This can save you the expense of

wasted pre-printed forms. Deselect Test Check to print the actual checks.

17. As necessary, in the Horizontal offset field, type the number of inches (usually a

fraction) from the left side of the check the printing should be moved right on the

page. The default is usually 0.00.

To move the check printing to the left on the page, make the number less than 0.00

(or whatever the value currently is) – the value can be a negative number, if

necessary. This usually does not need to be changed.

18. As necessary, in the Vertical offset field, type the number of inches (usually a

fraction such as .05) from the top of the check the printing should be moved down on

the page. The default is usually .05.

To move the check printing up on the page, make the number less than .05 (or

whatever the value currently is) — the value can be a negative number, if necessary.

This usually does not need to be changed.

NOTE: The Preview button is unavailable when Test Check is selected.


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19. Click Print.

The checks print and the Reprint Checks Confirmation dialog box appears.

After all the checks print, you are prompted to reprint the checks. If you need to reprint

checks, select Yes. The Printer Selection dialog box reappears. At that time you can reprint

all the checks or restart from a particular vendor. Be sure to verify the starting check number

before processing the check reprint.

20. If you do not need to re-print the checks, click No.

The Update Batch Confirmation dialog box appears.

NOTE: To record the computer-generated checks to the General Ledger and remove

the invoices from the open payables list, you MUST click Yes to the Update

Batch Confirmation dialog box!

21. Click Yes.

The batch is updated and a dialog box appears.


64


22. Be sure to remove the check stock from the printer!!

23. Click OK.

The Check Summary window appears.

24. To print a check summary report, click Print.

NOTE: To preview the check summary, click Preview.


65


Quick Checks

Quick checks are instant checks the system generates and prints without an invoice. This is

very useful for COD’s and other situations when a check must be cut immediately. After the

check prints, it must be expensed in the system by creating an Assign Quick Check invoice

batch. While the system does not require the expensing to take place immediately (though it

is recommended), AP period end procedures are prevented from running until all quick

checks are assigned. Unassigned quick checks do not appear on the check register, and the

cash is not credited to a GL cash account.

Creating Quick Checks

1. From the menu bar, select Data Entry and then select Quick Check.

The Quick Check window appears.

2. In the Invoice # field, type the invoice number, if available.

3. In the Invoice Description field, type a description for the invoice.

4. In the Invoice Date field, type a date in MMDDYY format.

5. In the Pay to the Order of field, select a vendor using one of the following methods:

Type a vendor number and press Enter.

Type a portion of a vendor name and press Enter to view a list of matching

vendors. Select the vendor from the list.

Click the lookup icon to view a list of all the vendors.

NOTE: Click the Pay to the order of: ellipsis button to access the Vendor

Maintenance window and add a new vendor.


66


6. If applicable, from the Cash Account drop-down list, select the cash type for this

invoice. If you only have one cash type, this field does not appear.

7. In the Date field, type the check date in MMDDYY format.

8. Verify the Check # field is correct. If necessary, type a new check number.

9. In the Amount field, type the net check amount.

The written amount automatically appears above the Pay to the order of field.

10. Click Print Check.

The Check Printer Selection window appears.

11. From the Check Printer drop-down list, select the correct local or network printer.

12. From the Print Checks for drop-down list, select the check signature requirements

for check printing.

All – select to print checks for all selected invoices without regard to check

signature requirements.

Require 1 Signature – select to only print checks for invoices with amounts that

require one signature. This allows you to change the printer paper, if necessary.

Require 2 Signatures – select to only print checks for invoices with amounts that

require two signatures. This allows you to change the printer paper, if necessary.

13. Verify the Starting Check # field information is correct.

14. Before loading the pre-printed check forms into the printer, select Test Check and

make sure everything aligns and prints properly. This can save you the expense of

wasted pre-printed forms. Deselect Test Check to print the actual checks.


67


15. As necessary, in the Horizontal offset field, type the number of inches (usually a

fraction) from the left side of the check the printing should be moved right on the

page. The default is usually 0.00.

To move the check printing to the left on the page, make the number less than 0.00

(or whatever the value currently is) – the value can be a negative number, if

necessary. This usually does not need to be changed.

16. As necessary, in the Vertical offset field, type the number of inches (usually a

fraction such as .05) from the top of the check the printing should be moved down on

the page. The default is usually .05.

To move the check printing up on the page, make the number less than .05 (or

whatever the value currently is) — the value can be a negative number, if necessary.

This usually does not need to be changed.

NOTE: The Preview button is unavailable when Test Check is selected.

17. To view the check on the screen, click Preview.

18. To print the check, click Print.

NOTE: After a quick check prints, it must be assigned before the next end of month

procedure runs.


68


Quick checks need to be associated with invoices before they can be included on the check

reconciliation, check register, and before the End of Period procedure runs. To post a quick

check, go to Invoice Entry and select the batch type Assign Quick Checks. This invoice

batch is the quick check posting and the invoice.

Associating an Invoice with a Quick Check



2. From the G/L Period drop-down list, select the period and year. To change the year,

use the left and right arrows.



69


3. Click New.


4. In the Batch Date field, type the date for this batch. Use MMDDYY format.

5. From the Batch Type drop-down list, select Assign Quick Checks.


70


6. Click OK.

The Quick Check Selection window appears with all the unassigned quick checks.

7. Select the appropriate quick check from the list.

8. Click OK.

The Invoice Entry window appears with the quick check information.


71


9. If necessary, select the appropriate GL number for this transaction.


11. Click End Batch.



Button Description

Print Click this button to print a listing of the entries


Edit Click this button to correct the entries in this

batch.

Post Click this button to post the entries.

Delete Click this button to delete this batch.


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Manual Checks

ClubSelect® AP also allows for manual checks when a hand-written check must be

distributed. They are used to either pay existing invoices or pay new invoices. In both cases,

it is necessary to record that a check was hand-written. When the check pays an existing

invoice, the expense side of AP is already recorded and another invoice is not entered. When

the check pays a new invoice, an invoice must be created with the manual check. Manual

checks are included on all check registers and appear with computer checks in a vendor

inquiry.

Please refer to the Special Invoice Situations – Invoices with Manual Checks section of this

User Guide for the procedure to enter new invoices with manual checks.

Processing Manual Checks that Pay Existing Invoices

1. From the menu bar, select Data Entry and then select Manual Checks.

The Manual Check Batch window appears.

2. In the Default Check Date field, type the check date to appear as the default during

manual check entry.

NOTE: The Default Check Date is also the batch date and appears on various

reports. The default check date can be overwritten for individual checks, as

necessary.

3. If applicable, from the Cash Type drop-down list, select the appropriate cash type for

this manual check. If you only have one cash type, this field does not appear.


73


4. From the GL Period drop-down list, select the appropriate GL period for the check.

The current period automatically appears.

5. In the Check Amount Total field, type the total amount of the check. This is an

optional field.

6. In the Discounts Taken field, type any discount amount applied. This is an optional

field.

7. In the Finance Charge field, type any finance charge amount applied. This is an

optional field.

8. Click OK.

The Manual Check Entry window appears.


74


9. In the Vendor field, select the vendor for the manual check using one of the

following methods:

Type a vendor number and press Enter.

Type a portion of a vendor name and press Enter to view a list of matching

vendors. Select the vendor from the list.

Click the lookup icon to view a list of all the vendors.

All open invoices for the selected vendor appear.

10. In the Check Date field, type the date of the manual check.

11. In the Check Number field, type the check number used for the manual check.

12. In the Check Amount field, type the total manual check amount.

13. In the Pay column, select the invoice(s) the manual check paid.

The Amount Paid, Discount, and F/C columns automatically populate with the appropriate amounts totaling the Balance column amount and cannot be changed.



75


15. Click End Batch.

The Manual Check Variance window appears.


Button Description




batch.




76


Processing Void and Wasted Checks

Occasionally, checks are written incorrectly, or check forms are damaged and cannot be

used. In these instances, you need to void or waste checks. If the check has been recorded as

a disbursement in ClubSelect® Accounts Payable, void the check. Voiding a check creates the

proper general ledger entry that negates the disbursement entry created when the check was

originally written. Wasting a check does not create a general ledger entry, since no

originating entry was made in the general ledger. It does record the check number as being

unused so a proper record of all check numbers are accounted for. Record a waste check if

you discover check forms damaged and unusable, for example a coffee spill.

NOTE: If the check number does not appear on any check summary or disbursement

listing, it is a wasted check. If the check number appears on a check summary or

disbursement listing, the check must be voided.

Voiding a Check

1. From the menu bar, select Data Entry and then select Void Checks.

The Void Check Batch window appears.

2. In the Void Date field, type the date for the void check entry. The void date is also

the batch date.

3. From the Cash Account drop-down list, select the cash type for the original check.

4. From the GL Period drop-down list, select the general ledger period affected by the

void check batch.

5. In the Check Amount Total field, type the total amount of all checks to void in this

batch. This is an optional field.


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6. Click OK.

The Void Check window appears.


78


7. In the Check Number field, type the check number to void.

The check information appears.

NOTE: To view all the checks that can be voided, click the Check Number lookup

icon.

8. To add the void to the batch, click the Save toolbar button.

A dialog box appears.

9. To void the original invoice(s) associated with this check, click Yes. If you do not

want to void the invoice(s), click No.

NOTE: Click No to create an open payable so it can be paid with a different check.

This is done if a check is lost. If a check is sent to the wrong vendor, select

Yes to void the original invoice.


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10. When all the voids are saved to the batch, click End Batch.

The Void Check Variance window appears.


Button Description




batch.




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Wasting Checks

1. From the menu bar, select Data Entry and then select Waste Checks.

The Waste Checks window appears.

2. In the Batch Date field, type the date for the wasted check entry.

3. From the Period drop-down list, select the general ledger period affected by the

wasted checks. The general ledger period is for when the check numbers are

accounted.

4. In the Waste From field, type the first check number in the series to waste.

5. In the Waste To field, type the last check number in the series to waste.

NOTE: If you are only wasting one check, type the same check number in both the

Waste From and Waste To fields.

6. In the Reason For Waste field, type any notes pertaining to the wasted checks.

7. To print a listing of entries included in this batch, click Print.

8. To post the entries in this batch, click Post.

NOTE: To delete this batch and not waste any checks, click Cancel. You cannot

temporarily suspend a batch of wasted checks.


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End of Period

Processing


82


End of Period Processing

ClubSelect® Accounts Payable allows you to run the end of period process multiple times on

any open or closed AP period so the correct information is transferred to the General Ledger.

You can set Accounts Payable to create a period end entry for ClubSelect® General Ledger

by batch or by month. You can also determine the level of purchase and check detail that

passes from AP to GL. Please refer to the Setup section of this User Guide or contact csg

Support for assistance to change these options.

Be sure to complete the end of period process for Accounts Payable before running the end

of period process for General Ledger. If the selected period is already permanently closed in

ClubSelect® General Ledger, you will not be able to close the same period in Account

Payable without making a change in GL. Please contact your club’s GL person for assistance.

NOTE: ClubSelect® Accounts Payable will not allow you to close a period with an

unassigned quick check. Please refer to the Check Printing – Quick Checks

section of this guide for additional details.

In preparation for the period end processing, we recommend you run the following reports

and perform a database backup prior to completing the Period End Procedure:

Batch File Listing

Open Payables Listing

Check Register

Purchase Register

NOTE: For the procedures needed to generate reports, please refer to the Inquiry and

Reports section of this User Guide.


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Running the End of Period Process

1. From the menu bar, select Processing and then select Period End Procedure.

The Period End Procedure window appears.

2. To generate a GL Distribution report, click GL Report.

The GL Distribution Report window appears.

3. To narrow the results, in the Batch Number field, type the batch number on which to

report. This is not a required field.

4. From the G/L Period drop-down list, select the GL period on which to report.

5. Click Print Preview to view the report on the computer screen or click Print to send

the report to the printer.


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6. When complete, click Cancel.

The Period End Procedure window reappears.

7. From the list, select the year and period to close.

8. Click OK.

The period is closed to data entry in Accounts Payable and journal entries are created for General Ledger and a dialog box appears.

NOTE: The AP period is not marked closed until the period is closed in ClubSelect®

General Ledger.

9. Click OK.


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Check Reconciliation

Check reconciliation is an optional feature available in ClubSelect® Accounts Payable, used

to settle the checks issued to each cash type. The reconciliation process includes compiling a

list of outstanding checks. You utilize the check reconciliation process to account for and

remove from the outstanding list, checks presented to your bank, paid and reported to you as

cashed.

NOTE: ClubSelect® Accounts Payable does not include unassigned quick checks on the

check reconciliation.

If the check reconciliation option is not available and you would like to use it, please refer to

the Setup section of this User Guide or contact csg Support for assistance.

Reconciling Checks

1. From the menu bar, select Data Entry and then select Check Reconciliation.

The Check Reconciliation window appears.

2. In the Cleared Amount field, type the total amount for the checks included in this

batch.

3. In the Statement Date field, type the date of the statement on which the checks

appeared.


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4. Click OK.

The unreconciled checks appear.

5. To find a specific check number, click Search.

6. Click the Clr column for each check that has cleared and appears on the bank

statement you are reconciling.

NOTE: To clear a range of checks, click Range and type the starting and ending

check numbers.

7. Verify the Vendor, Check Date, and Check Amount fields for each check matches

the physical check.

8. If the cleared amount is different than the amount suggested in the Cleared Amount

column, update the amount so it equals the amount paid by the bank.

NOTE: If the bank previously cleared a check for an amount other than the amount

for which it was issued, ClubSelect® Accounts Payable displays the check

on the check reconciliation grid until the variance is resolved. Any previous

cleared amount for a check appears in the Previously Cleared column. Any

difference between the amount for which the check was originally issued

and the amount which cleared the bank appears in the Variance column.

Checks are not cleared from the reconciliation grid until the variance equals

zero.


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9. Click End Batch.

The Check Reconciliation Variance window appears.


Button Description




batch.


Exit Click this button to temporarily suspend this

batch. The batch remains unposted.



88



89


Reports


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Reports

ClubSelect® Accounts Payable gives you several reporting options to help you manage your

vendor and accounting information.

Batch Listing

The Batch Listing displays a one-line summary for each batch entered in AP. Batch types

include regular invoices, regular checks, manual checks, quick checks, voided checks, wasted

checks, and recurring invoices.

Accessing Batch Information

1. From the menu bar, select Data Entry and then select Batch Listing.


2. From the G/L Period drop-down list, select a year and period to view.


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3. Click Print.

The Batch File Listing window appears.

4. From the Starting Period Value column drop-down list, select the starting period for

the batch listing.

5. From the Ending Period Value column drop-down list, select the ending period for

the batch listing.


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6. To view the report on the screen, click Print Preview.

The Batch File Listing report appears for the select period range.

7. To print the report to the selected printer, click the Print toolbar button.

8. To close the report preview window, click the Close button.

9. To close the Batch File Listing window, click Exit.

10. To close the Batch Listing window, click the Close button.


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Operating Reports

Operating Reports allow you to preview and print current and prior month activity. The

following operating reports are available at any time:

Open Payables List

Open Payables Aging

Check Register

Purchase Register

Cash Requirements

Purchase & Use Tax

Prepaid Invoice Report

Filtering Tools

Use the following tables as a guide during report filtering.

Applied Filter Operators

Operators instruct the filter how the value is to be read.

Operator Description

= Equals

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

<> Not equal to


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And/Or

The And/Or statement appears at the end of each filter criteria. And/Or allows you to apply

multiple filter criteria and narrow your report results.

Here’s how you can remember which to use for your filter:

Filter Criteria Description

And Both statements must be true for the item to print on

the report.

Or Only one statement must be true for the item to print

on the report.

Generating the Open Payables List

1. From the menu bar, select Reports, Operating Reports, and then Open Payables

List.

The Open Payables Report dialog box appears.

2. To print the report with current period information only, select Print for Current

Period.

The Cutoff Period field is disabled.

3. To print the report with prior period information, select Print for Prior Period. This

report excludes any invoices and checks posted after the selected cutoff period.

4. If Print for Prior Period is selected, from the Cutoff Period drop-down list, select

the desired period and year.


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5. To show the invoice description on the report, select Invoice description.

6. To show the AP type description on the report, select AP Type description.

7. Click OK.

The Open Payables List window appears.


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8. To add a filter to the report, in the Filtering Options section, below the Filters

folder, double-click the appropriate filter.

The filter appears.

9. In the Value column, type the appropriate value by which to filter the report results.

10. Continue to add filters, as necessary.

NOTE: To delete a filter from the grid, click to the left of the filter’s Description

column and press the Delete key.

11. To preview the report on the screen, click Print Preview.

12. To print the report to the selected printer, click Print.

13. Click Exit.

14. Click Cancel.


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Generating the Open Payables Aging

1. From the menu bar, select Reports, Operating Reports, and then Open Payables

Aging.

The Open Payables Aging Report dialog box appears.


Period.






5. From the Aging Date drop-down list, select the date from which to calculate the

aging.


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6. Click OK.

The Open Payables Aging window appears.


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The filter appears.







12. Click Exit.

13. Click Cancel.


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Export an Open Payable Report to Microsoft® Excel

ClubSelect® Accounts Payable gives you the option to export the Open Payables List or the

Open Payables Aging report to Microsoft® Excel.

Exporting an Open Payable Report to Excel

1. Generate the desired Open Payable report and select Print Preview to preview the

report on the screen.

The selected Open Payable report appears.

2. Click the Export toolbar button.

The Export dialog box appears.


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3. From the Format drop-down list, select the Excel option to match your current Excel

version.

4. From the Destination drop-down list, accept the default of Disk file.

5. Click OK.

The Choose Export File dialog box appears.

6. Navigate to the location in which to save this file.

7. In the File name field, type a descriptive name for this export file.

8. Click Save.

The report file is exported to the selected location.


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Generating the Check Register

1. From the menu bar, select Reports, Operating Reports, and then Check Register.

The Check Register dialog box appears.

2. From the Starting Period drop-down list, select the starting period and year for this

report.

3. From the Ending Date drop-down list, select the ending period and year for this

report.

4. From the Cash Types drop-down list, select the cash type for this report. If you only

have one cash type, this field does not appear.

5. To include any inactive vendors in this report data, select Include Inactive Vendors.

6. To preview the report on the computer screen, click Print Preview.

7. To print the report, click Print.


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Generating the Purchase Register

1. From the menu bar, select Reports, Operating Reports, and then Purchase

Register.

The Purchase Register dialog box appears.

2. From the Starting Period drop-down list, select the starting period and year for this

report.

3. From the Ending Date drop-down list, select the ending period and year for this

report.

4. From the Cash Types drop-down list, select the cash type for this report. If you only

have one cash type, this field does not appear.

5. To include any inactive vendors in this report data, select Include Inactive Vendors.

6. To preview the report on the computer screen, click Print Preview.



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Generating Cash Requirements

1. From the menu bar, select Reports, Operating Reports, and then select a Cash

Requirements report.

The Cash Requirements dialog box appears.

2. From the Schedule Date drop-down list, select the date for the report data.

3. Click OK.

The Cash Requirements dialog box appears.

4. From the Printer Location drop-down list, select the appropriate printer.

5. To preview the report, click Preview.



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Generating the Prepaid Invoice Report

1. From the menu bar, select Reports, Operating Reports, and then select Prepaid

Invoice Report.

The Prepaid Invoice Report window appears.


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The filter appears.







7. Click Exit.

8. Click Cancel.


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Employment Development Department Report

The Employment Development Department Report creates a file (INDCONTR) to send to

the California State government and generates an edit listing of the file contents.

This option reports on those independent contractors paid $600 or more per year associated

with a Miscellaneous 1099.

This report can be run multiple times during a month, usually after printing checks.

California law states this report must be submitted within 20 day of making cumulative

payments of $600 or more. The report file is compared against the California list of “Dead-

Beat Dads”.

Generating the Employment Development Department File

1. From the menu bar, select Reports, Operating Reports, and then Create

Employment Development Department file.

The Employment Development Department window appears.

2. In the EDD Employer Account Number field, type the club’s account number. This

number must be exactly eight-characters in length.

3. In the Amount field, accept the default of 600.00.


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4. Click the Path on which file should be built ellipsis button.

The Browse for Folder dialog box appears.

5. Navigate to the location at which to save the file.

6. Click OK.

The selected path appears in the field.


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7. Click OK.

The EDD file is created on the selected path according to the layout defined by the State of California and a report appears.

NOTE: If a file with the same name exists in the specified path, it is overwritten

without warning.

8. To print the report, click the Print toolbar button.

9. To close the report window, click the Close toolbar button.


10. Click Yes.

The Date of last run field is updated with the current system date and the Employment Development Department window closes.


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Vendor Reports

ClubSelect® Accounts Payable gives you various vendor reports to track, research, and

generate information. The reports can also be filtered to narrow the list of report results.

Vendor Detail – displays a listing of all the AP vendors with their address, schedule

information, and 1099 information. This list can be filtered by vendor name or

number to narrow the list of vendors.

Vendor Summary – displays a listing of all AP vendor names and numbers. This list

can be sorted by vendor name or number.

Vendor Phone – displays a listing of the AP vendor contact names and phone

numbers. This list can be filtered by vendor name or number to narrow the list of

vendors.

Labels with Addresses – displays labels with AP vendor addresses. This list can be

filtered by vendor name, number, default 1099 type, or zip code.

Labels without Addresses – displays labels without AP vendor addresses. This list

can be filtered by vendor name, number, default 1099 type, or zip code.

Vendor History – displays the purchase and disbursement (invoice and check)

transactions. This information can be filtered using starting and ending periods

allowing you to generate a specific period report or a yearly report. This list can also

be filtered by vendor name, number, or AP Type.

Department – displays a list of all the departments created in Vendor Maintenance

within ClubSelect® Accounts Payable.

Preset Description – displays the descriptions saved in the Invoice Entry window.


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Filtering Tools

Use the following tables as a guide during report filtering.

Applied Filter Operators

Operators instruct the filter how the value is to be read.

Operator Description

= Equals

< Less than

> Greater than

<= Less than or equal to

>= Greater than or equal to

<> Not equal to

And/Or

The And/Or statement appears at the end of each filter criteria. And/Or allows you to apply

multiple filter criteria and narrow your report results.

Here’s how you can remember which to use for your filter:

Filter Criteria Description

And Both statements must be true for the item to print on

the report.

Or Only one statement must be true for the item to print

on the report.


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Accessing and Filtering Reports

1. From the menu bar, select Reports, Vendor Reports, and then select a report.

For each report, the appropriate Listing window appears.


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The filter appears.







7. Click Exit.


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115


End of Year

Processing


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End of Year Processing

Use the following end of year procedures to generate 1099’s, set up the magnetic media,

print end of year reports, and backup the Accounts Payables data for storage.

Accounts Payable 1099 Procedures

Use these procedures to generate the vendor 1099 information for your club.

Club Address Change

Use this procedure if an address or telephone number change is needed.

Making Changes to the Club’s Address

1. From the menu bar, select Setup and then select Control Information.

The Control Information window appears.


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2. Click the Address tab.

The Address tab appears.

3. Update the fields with the address information to appear on the 1099s.

4. Click Save.


5. Click Yes.


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Print 1099 Edit Listings

Use the following procedures to print an edit listing for each 1099 type or for one vendor

only.

Printing a 1099 Edit Listing for Each 1099 Type

1. From the menu bar, select Vendors, Vendor 1099’s, and then select Print 1099’s.

The Vendor 1099’s dialog box appears.

2. Verify 1099 Edit Listing is selected.

3. Select Include all applicable vendors.

4. From the Type of 1099 drop-down list, select Misc - Miscellaneous.

5. Verify the correct year is in the 1099 Year field.


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6. Click Process.

The 1099 Edit List window appears.



NOTE: As necessary, repeat these steps and generate an edit listing for each type of

1099 in the Type of 1099 drop-down list. (Dividend, Interest, Retired,

Broker & Sale of Membership, Sale of Real Estate, Pending)

9. For each vendor, review the amounts on file compared to the year-to-date

disbursements made for the vendor.


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Printing a 1099 Edit Listing for Only One Vendor


The Vendor 1099’s window appears.

2. Verify 1099 Edit Listing is selected.

3. Select Include only one vendor.

The Vendor lookup field becomes active.

4. Click the Vendor lookup icon and select All Records.

The list of vendor names displays.

5. From the vendor list, select the appropriate vendor.



8. Click Process.

The 1099 Edit List window appears.




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NOTE: As necessary, repeat these steps and generate an edit listing for each type of

1099 in the Type of 1099 drop-down list. (Dividend, Interest, Retired,

Broker & Sale of Membership, Sale of Real Estate, Pending)

11. For the vendor, review the amounts on file compared to the year-to-date

disbursements made for the vendor.

1099 Setup Information

Vendor Maintenance is used to change the 1099 vendor name or federal ID number and setup

a 1099-S which is used to report the sale of real estate to the IRS for a vendor. Please refer to

the Vendor Maintenance section of this User Guide for additional vendor setup information.

Making Changes to the 1099 Vendor Name or Federal ID Number




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2. Click the toolbar lookup icon and select All Records.


4. Click the Add’l Information tab.

The Add’l Information tab appears.

5. Update the fields, as necessary.


7. Click the Exit toolbar button.


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Use the following procedure to set up a 1099-S form used to report the sale of real estate to

the IRS for a vendor.

Creating a 1099-S for a Vendor



2. Click the toolbar lookup icon and select All Records.



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4. Click the 1099-S tab.

The 1099-S tab appears.

5. From the Date of Closing calendar drop-down list, select the sale closing date.

6. In the Address or legal description field, type the address or legal description of the

property that was sold.

7. Select Transferor received property or services if the transferor received property

or services as a result of the sale.

8. In the Buyer’s part of real estate tax field, type the appropriate amount.


10. Click the Exit toolbar button.


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Reclassify 1099’s

Use the following steps if you have changed the vendor 1099 type and need to reclassify the

disbursement amounts to the proper 1099 form.

Recalculating 1099s

1. From the menu bar, select Vendors, Vendor 1099’s, and then select Recalculate

1099’s.

The 1099 Recalculation window appears.


3. In the Base calculations on 1099 Type from section, select one of the following:

Vendor — reclassify the 1099 type based on the type at what the vendor is

currently set.

History — reclassify the 1099 type based on the original setting when the invoice

was created.


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4. To recalculate the 1099 Types for all vendors, select All Vendors.

5. To recalculate the 1099 Types for specific vendors, select Specific Vendors.

The list of available vendors becomes active.

6. If Specific Vendors is selected, select the vendors to recalculate from the list.

7. Click Calculate.

The 1099 Types are recalculated.

8. Click OK.

9. Click Close.


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Change 1099 Amounts

Use the following procedures to make changes to the 1099 amounts.

Making Changes to the 1099 Amounts

1. From the menu bar, select Vendors, Vendor 1099’s, and then select 1099

Maintenance.

The 1099 Amounts Maintenance window appears.

2. In the 1099 Year field, type the appropriate year.

3. In the Vendor field, click the lookup icon and select All Records.

The list of vendor names displays.


5. For each 1099 type, review the calculated amount displayed.

6. If the amount is incorrect, enter the correct amount in the Adjusted Amount column.

7. Click Save.

8. To exit, click the Close button.


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Magnetic Media

Use the following steps if your club submits 1099’s on magnetic media.

Setting Up Magnetic Media



2. Select Use Magnetic Media for 1099’s.

The Transmitter Control Code field activates.

3. In the Transmitter Control Code field, type the five-digit number provided by the

IRS.

4. Click Save.


5. Click Yes.


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Transferring Magnetic Media to Diskette



2. Select Transfer 1099’s to Magnetic Media.

The Magnetic Media section becomes active.


4. In the 1099 Year field, type the appropriate year.

5. In the Minimum Dollar Amount field, type the appropriate amount.

6. If appropriate, select Combined Federal/State.

7. In the Payer Name Control field, type the four-character payer name ID.

8. In the Path for Mag media file field, type the location of the storage media.

9. In the Club Contact person field, type the name of the contact person.

10. In the Contact Phone number field, type the telephone number for the contact

person.


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11. Click Process.


12. Click OK.

The Magnetic Media Transfer Listing prints to your default printer.

NOTE: Repeat these steps and generate diskette for each type of 1099 in the Type of

1099 drop-down list. (Dividend, Interest, Retired, Broker & Sale of Membership,

Sale of Real Estate, Pending)

13. To exit the window, click the Close button.


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Print Custom 1099’s

When processing multiple types of 1099’s on magnetic media, use a separate diskette for

each 1099 type.

This 1099 information is available for additional processing and reporting, even as accounts

payable information is processed for the new year.

Printing Custom 1099’s on Forms



2. Select Print Custom 1099’s on Forms.


NOTE: Be sure to test print the 1099’s on plain white paper to verify the format

and content of the data before printing on the pre-printed forms!

4. Use the pre-printed tax forms supplied by csg.


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5. Click Process.

The 1099 Forms window appears.



NOTE: Repeat these steps and print each type of 1099 in the Type of 1099 drop-

down list. (Dividend, Interest, Retired, Broker & Sale of Membership, Sale

of Real Estate, Pending)

8. When complete, click the Close button.


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Accounts Payable End of Year Procedures

Use these procedures to complete the end of year processing for the accounts payable. These

items must be completed prior to End of Year processing:

Complete the End of Period procedures and close the last period of the fiscal year.

Process the 1099’s. Please refer to the Accounts Payable 1099 Procedures topic of

this User Guide for additional details.

Printing End of Year Reports

The Vendor History, Open Payables List, Check Register, and Purchase Register reports are

recommended, but are not required.

Printing Reports

1. From the menu bar, select Reports, Vendor Reports, and then select Vendor

History.

The Vendor History window appears.


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2. Select the appropriate starting period and ending period for the fiscal year.

3. Click Print.

4. Click OK.

The report generates.

5. From the menu bar, select Reports, Operating Reports, and then select Open

Payables List.

The Open Payables Report dialog box appears.


Period.






9. To show the invoice description on the report, select Invoice description.

10. To show the AP type description on the report, select AP Type description.


135


11. Click OK.

The Open Payables List window appears.

12. Click Print.

The Print dialog box appears.

13. Click OK.

The report prints.

14. Click Exit.

15. Click Cancel.


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16. From the menu bar, select Reports, Operating Reports, and then select Check

Register.

The Check Register window appears.

17. Select the appropriate starting period and ending date.

18. Click Print.

The report prints to the assigned default printer.

19. From the menu bar, select Reports, Operating Reports, and then select Purchase

Register.

The Purchase Register window appears.

20. Select the appropriate starting period and ending date.

21. Click Print.

The report prints to the assigned default printer.


137


Setup


138


Control Information

Control Information is the area that defines the club’s accounts payable requirements. The

control information is initially setup during your installation.

General Accounts Payable Information

The General tab defines the basic accounting information for your club.

Setting Up the General Tab




Field Description

Federal ID Number

Type the federal identification number for

your company. The federal identification

number is used on 1099 forms.

Print GL Summary On Invoice Edit Select to have the General Ledger Summary

print on the Invoice Edit report.


139


Field Description

Use Magnetic Media for 1099’s Select to have the 1099 information

transmitted via computer diskette.

Transmitter Control Code

This field is available when Use Magnetic

Media for 1099 is selected.

Type the five-digit transmitter code from the

Internal Revenue Service for your magnetic

media submission.

Use Canadian GST Logic

Select to use the Goods and Services Tax.

The Goods and Services Tax is only used by

Canadian clubs.

Purchase & Use Tax

Select to use the Purchase and Use Tax.

Purchase and Use Tax is entered on a per

invoice basis.

Use Employment Development

Department option

Select to create a file (INDCONTR) for

distribution to the California State

government. This file reports those

independent contract vendors (generally

individuals rather than corporations) who

have been paid $600 or more per year for

purchases associated with a Miscellaneous

1099.

A menu option appears under Operating

Reports when this checkbox is selected.

Use Auto Discount Select to allow vendor discount information

setup in Vendor Maintenance.

Use Auto F/C Select to allow vendor finance charge

information setup in Vendor Maintenance.

Duplicate Invoice

Select to have the system automatically

check for duplicate invoices. This feature

helps prevent the duplicate entry of invoices.

# of Months

This field is available when Duplicate

Invoice is selected.

Type the number of months to check for

duplicate invoice numbers.


140


Field Description

Duplicate Check

Select to have the system automatically

check for duplicate manual checks. This

feature helps prevent the duplicate entry of

checks when using the manual check feature.

Computer check numbers cannot be

duplicated and they are unaffected by this

checkbox.

# of Months

This field is available when Duplicate

Check is selected.

Type the number of months to check for

duplicate check numbers.

Use Vendor Hash Totals

Select to have the vendor number hash totals

available to verify your vendor number

entries. The hash totals accumulate a total of

all the vendor numbers entered in the batch.

Use Invoice Hash Totals

Select to have the invoice number hash totals

available to verify your invoice number


all the invoice numbers entered in the batch.

Use Check Hash Totals

Select to have the check number hash totals

available to verify your check number


all the check numbers entered in the batch.

Use Batch Controls

Select to use batch controls to verify your

entries. Batch controls accumulate a total of

all the (invoice, check, discount, and finance

charge) amounts as entered in the batch.

3. When complete, click Save.


4. Click Yes.


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Check Information

The Checks tab defines your club’s basic check format information.

Setting Up the Checks Tab



2. Click the Checks tab.

The Checks tab appears.


Field Description

Check Format From the drop-down list, select U.S. or

Canada.

Print Check Number on Check Stub Select to print the check number on the

check stub.


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Field Description

Check Recap Type

From the drop-down list, select one of the

following:

Invoice Detail – prints one line of

information for each general ledger

account affected by this transaction.

Invoice Summary – prints one line of

information for each invoice on the

check.

Check Summary – prints one line of

information for each check printed.

Print Check Stub In Summary or Detail


following:

Detail – prints one line of information

for each general ledger account

affected.

Summary – prints one line of

information for each invoice on the

check.

Print Preset Description From Invoice

Entry

This field is only available when Detail is

selected in the Print Check Stub in

Summary or Detail field.

Select to print the preset description from

invoice entry on the check stub.

If the checkbox is not selected, the general

ledger account number description prints on

the check stub.

Print Micr Encoding on checks Select to print MICR coding on the accounts

payable checks.

Transit Routing Number

This field is only available when Print Micr

Encoding on checks is selected.

Type the bank transit routing number to

appear on the checks.

Bank Account Number

This field is only available when Print Micr

Encoding on checks is selected.

Type the bank account number to appear on

the checks.


143


Field Description

Print Vendor #/Name on Check Stub Select to print the vendor number and name

on the check stub.

Print Vendor’s Customer # on Check

Stub

Select to print the vendor’s customer number

on the check stub.

Require Second Signature on Checks

Select to require a second signature on

checks over a specified amount.

When selected, you can print the checks in

two separate batches, based on check

amount.

Amount for Second Signature

This field is only available when Require

Second Signature on Checks is selected.

Type the lowest check amount that requires

a second signature.



5. Click Yes.


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Interface Information

The Interfaces tab defines how accounts payable information is passed to ClubSelect®

General Ledger.

Setting Up the Interfaces Tab



2. Click the Interfaces tab.

The Interfaces tab appears.


Field Description

G/L Company

From the drop-down list, select the

ClubSelect® General Ledger company with

which this accounts payable company shares

accounting information. This selected GL

company posts the journal entries from

ClubSelect® AP.


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Field Description

Summarize Purchases in Journal Entry


following to define the level of purchase

detail transferred to the General Ledger:

Detail – transfers a general ledger entry

for each and every transaction in AP.

This produces a highly detailed, but

very large transfer file.

For example, every purchase of food

for the month posts as a separate

journal entry.

Summary – transfers a general ledger

entry for each vendor number posting a

transaction. This reduces the size of the

transfer file, and still maintains a good

level of General Ledger detail.

For example, the transactions for each

food distributor posts as a separate

journal entry.

Total – transfers a general ledger entry

for each general ledger account to

which a transaction posts during the

month. This produces the smallest

transfer file, but the General Ledger is

then dependent on AP records for the

composition of the total.

For example, the total food purchases

for the month are consolidated to one

journal entry.

Summarize Checks in Journal Entry


following to define the level of check detail

transferred to the General Ledger:

Detail – produces a cash disbursement

journal entry for each check paid.

Summary – produces a journal entry

for the total disbursements by vendor.

Total – produces a single journal entry

for each cash account affected.


146


Field Description

Suppress Auto Posting to G/L

Select to transfer and post AP journal entries

in ClubSelect® General Ledger when period

end procedures are run in Accounts Payable.

If this is not selected, AP journal entries

transfer and post in ClubSelect® General

Ledger each time a batch of checks or

invoices are updated.

This option works independently of the

Create Period End Entry by field.

Create Period End Entry by


following by which the AP period end

purchase and disbursement journal entries

are created:

Batch – creates a journal entry of AP

information based on each batch of

invoices and/or checks.

Month – creates a journal entry of AP

information based on one batch. All the

batches updated during the month are

unposted and reposted to the General

Ledger as one batch instead of

individual batches.

This option works independently of the

Suppress Auto Posting to G/L field.



5. Click Yes.


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Vendor Number Information

The Vendor No.’s tab defines how the vendor numbers are formatted and assigned in

ClubSelect® Accounts Payable.

Setting Up the Vendor No.’s Tab



2. Click the Vendor No.’s tab.

The Vendor No.’s tab appears.

NOTE: The Vendor No. Format field is set up during the initial installation process

and is unavailable for modification.

3. Select Auto-Assign AlphaNumeric Vendor No.’s to automatically assign vendor

numbers when new vendors are added.

4. In the Vendor No. Increment field, type the number of unassigned vendor numbers

between each auto-assigned vendor number.


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6. Click Yes.

Reconciliation Information

The Reconciliation tab allows you to activate the check reconciliation option within

ClubSelect® Accounts Payable.

Setting Up the Reconciliation Tab



2. Click the Reconciliation tab.

The Reconciliation tab appears.

3. To enable the check reconciliation option for the checks written versus the checks

presented to your bank, select Use Check Reconciliation.


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5. Click Yes.

Address Information

The Address tab defines your club address for the ClubSelect® Accounts Payable.

Setting Up the Address Tab



2. Click the Address tab.

The Address tab appears.

3. In the Club Name field, type the name of your club.

4. In the Address line 1 field, type the club’s street address.


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5. If applicable, in the Address line 2 field, type additional street address information.

6. In the City, State, Zip Code fields, type the club’s city, state, and zip code.

7. In the Telephone # field, type the club’s main telephone number.



9. Click Yes.


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Positive Pay

Positive Pay is a fraud prevention service provided by Union Bank, Northern Trust,

Wachovia and other banks that compares the check number and dollar amount submitted for

payment against your ClubSelect® Accounts Payable “checks issued” file. Exception items

are then reported to you by the bank providing this service.

Setting Up the Positive Pay Tab



2. Click the Positive Pay tab.

The Positive Pay tab appears.

3. To enable the Positive Pay option, select Use Positive Pay.

4. From the Bank file format drop-down list, select the correct bank type.

5. In the Bank Account Number field, type the account number.

6. In the Branch Number field, type the bank branch number. This is an optional field.

7. To create a new “checks issued” file each time checks are processed, select Always

Append to file. If this is not selected, the “checks issued” file is overwritten each

time checks are processed.


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8. To include voided checks in the file, select Include Voided Checks.

9. To include wasted checks in the file, select Include Wasted Checks.

10. To add a reconciliation header, in the Reconciliation Header field, type a header.



12. Click Yes.


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Accounts Payable Types

ClubSelect® Accounts Payable allows you to setup a different AP Type for each accounts

payable liability account in your general ledger company.

This is initially set up during the installation process. If you need to create an additional AP

Type and have questions, please contact csg Support.

Creating New AP Types

1. From the menu bar, select Setup and then select AP Types.

The AP Types window appears.


3. In the Description field, type the name for this AP Type. You may use up to a

maximum of 30 characters.

4. In the G/L Journal No. field, type the associated general ledger journal number.

5. From the Module to Interface drop-down list, select one of the following:

Membership — select if this AP Type represents payments due to another club

under a reciprocal agreement

None — select if this AP Type does not represent a reciprocal agreement

6. If the Module to Interface field is Membership, from the Company to Interface

drop-down list, select the appropriate company. This field is unavailable if None is

selected.

7. If the Module to Interface field is Membership, in the Default Revenue Code field,

type the membership revenue code to which this information is transferred.

This field is unavailable if None is selected.

8. In the G/L Liability No. field, type the general ledger liability account number

affected by accounts payable purchases and disbursements for this AP Type.


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9. In the G/L Discount No. field, type the general ledger account number to which the

discounts taken on the invoices of this AP Type are credited.

10. In the G/L Fin. Charge No. field, type the general ledger account number to which

the finance charges incurred for this AP Type are expensed.

11. In the AP Type Code field, type a one-character alpha-numeric code to represent this

AP Type. This code must be a unique.

12. To save the changes, click the Save toolbar button.



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Cash Types

ClubSelect® Accounts Payable allows you to create different cash accounts for the checks

processed.

Creating a New Cash Type

1. From the menu bar, select Setup and then select Cash Types.

The Cash Types window appears.


3. In the G/L Asset Account field, type the general ledger asset account number

affected by the Accounts Payable disbursement transactions.

NOTE: Only use those general ledger cash account from which Accounts Payable

can make disbursements. Do not include any cash account from which

Accounts Payable is unable or even unlikely to use (specifically, payroll

clearing accounts, investment options, etc). Each AP Type does not need a

separate cash account.

4. The Cash Type Description field is automatically populated with the general ledger

asset account description. If necessary, type a new description for this cash type.

5. From the Default drop-down list, select one of the following:

Manual — select to use this cash account with manual checks

Computer — select to use this cash account with computer checks

Both Computer and Manual — select to use this cash account with both manual

and computer checks


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6. In the Last Check No. Issued field, type the last check number issued to this cash

account. This number is used to prompt you when printing checks. This field is

unavailable if the Default field is Manual.

7. To include this cash type in the “checks issued” file for submission to the bank for

verification, select Use in Positive Pay.

8. To save the changes, click the Save toolbar button.



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General ClubSelect® Setup Features

The ClubSelect® accounting software gives you the ability to maintain certain system

functions. Only users with the applicable security clearances can access these menu options

from the ClubSelect® Main Menu window.

Use the Setup menu option to:

create or maintain individual software users and user groups and assign security

levels and passwords

maintain a login message to appear each time the software is accessed

with the proper licensing and security, setup additional companies within the software

maintain ClubConnect® application drive and path information

Security

You can create or modify a unique ID for each person using the ClubSelect® accounting

software. Having each user with a unique ID and password allows the system to track all the

additions, changes, and deletions to the accounting records by user ID.

Groups can be set up with default security levels to simplify the process of adding individual

users. If a user is assigned to a group, he or she assumes all the security level clearances

assigned to that particular group. Security levels can be modified and individualized for each

user, if necessary.

Groups are most useful if you have a large number of users.

Creating a New Security Group

1. From the ClubSelect® Main Menu window, from the menu bar, select Setup and then

select Security.

The User & Group Setup window appears.


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NOTE: To edit an existing group, select the group name from the Groups section

and click Edit. To delete an existing group, select the group name from the

Groups section and click Delete. The Admin and Read-Only User groups

cannot be deleted.

2. In the Groups section, click New.

The Group Setup window appears.

3. In the Group Name field, type a unique name for this group. The name should

represent the users assigned to the group. This is a required field.

4. In the Group Description field, type a detailed description for this group. This

description should represent the security assigned to the group.

5. Click Save.


Creating a New User


select Security.


NOTE: To edit an existing user, select the user name from the Users section and

click Edit.


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2. In the Users section, click New.

The User Setup window appears.

3. In the User Name field, type the user name for this user. The name can be a

maximum of 20 characters and must be unique. This is a required field.

4. In the Full Name field, type the user’s full name.

5. In the Description field, type a description of this user. For example, this could be the

user’s job title.

6. In the Password field, type the password for this user. The password can be a

maximum of 20 characters.

7. In the Confirm Password field, type the assigned password for this user again.

8. From the Group drop-down list, select a security group to which this user belongs.

Only existing groups appear in the listing.

9. If this user is inactive and should not access the software, select Inactive.

10. Click Save.



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Modifying Security Settings


select Security.


2. From either the User section or the Group section, select the individual user or group

to modify.

The user or group current security information appears in the Security Settings for: section.

3. Click the button to expand the appropriate application.

4. For each security item, select one of the following:

Full Access — grants complete access to the selected screen or process. The user

can process additions, modifications, and deletions.

Read Only — grants view only access to the selected screen or process. The user

is unable to process any additions, modifications, or deletions.

No Access — the user cannot access the selected screen or process. The

information does not appear on the user’s computer screen.

NOTE: To the right of each company line is a Copy Company button. Click to

access the Company Selection dialog box with a list of all available

companies. Select the company(ies) to which the current selected security

applies. Click Copy.



6. Click Yes.



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Messages

ClubSelect® allows you to post a global message for all users when they login.

Maintaining Messages


select Login Messages.

The Login Messages window appears.

2. In the Global Message field, type the message to appear to all users at login. This

field is a total of four lines with 45 characters allowed on each line.

3. Click Save.


4. Click OK.


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ClubConnect® Setup

ClubSelect® allows you to define a drive and path for other ClubConnect® applications so

they are accessible from the ClubSelect® Main Menu window.

Setting Up ClubConnect® Path Information


select ClubConnect Setup.

The ClubConnect Program Setup window appears.

2. For each installed ClubConnect® application, click the browse button.

The Browse dialog box appears.

3. Navigate to the location for the selected application.

4. Click OK.

The selected path appears.



6. Click OK.


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Company Information

You can track and name each separate company you may have and for which you are

licensed. If you only have one company, do not alter this information without assistance from

csg Support.

Creating a New Company


select Company Setup.

The Company Setup window appears.

NOTE: Each application appears with the total number of licenses purchased and the

number of licenses remaining.

2. To create a new company, click New.

The Company Details section becomes active.

NOTE: To edit an existing company, select the company from the list and click Edit

and modify the appropriate fields in the Company Details section.

3. In the Company Number field, type a new two digit company number. This is a

required field.

NOTE: Once the company number is saved, it becomes a read-only field and cannot

be changed.

4. In the Company Name field, type a name for this new company. This is a required

field.

5. In the Address field, type the street address for the company.

6. In the Country field, type the country for the company.

7. In the City/Municipality field, type the city for the company.

8. In the State/Province field, type the state abbreviation for the company.

9. In the Zip/Postal Code field, type the zip code.

10. In the Telephone field, type the telephone number for this company.

11. In the Fax field, type the fax number for this company.


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12. In the Applications section, select the accounting application(s) to which this

company is applicable:

AP — Accounts Payable

AR — Accounts Receivable

GL — General Ledger

NOTE: If one of these applications is not available for selection, this means you do

not have any company licenses remaining for this application. To purchase

additional company licenses, please contact your Account Manager.

13. Click Save.

The new company appears in the Companies section list.

14. When complete, click Close.

Documents

User Guide ® ClubSelect Accounts Payable