UC Accounting Manual
VI. Accounts Payable Operations
D-371-12 (6/1/72)
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Contents
Page
I.
Introduction
II. Definitions
2
2
A.
B.
C.
D.
V.
6
6
7
7
9
9
10
11
DEFINITIONS
section III-L, but the principal codes are given below. For
each group code, the types of input errors that may require
cancellation or redrawing of a check are also given.
Regular vendors (primarily group 2): For regular vendors,
DPC maintains a file of vendor names and addresses
corresponding to individual vendor numbers; the file is
produced from input documents prepared by accounting offices.
The vendors entered in the regular vendor file are the more
common ones.
When entering individual invoices, keypunchers enter only the
vendor number and the group code; they do not have to enter
the vendor's name. Then, in each check writing, the DPC
program combines the invoices entered under each vendor
number on a single check and prints out the vendor's name
from the regular vendor file.
Frequent error: Wrong vendor number entered by accounting or
keypunch. If the vendor number entered on the invoice has
never been recorded in the regular vendor file, the DPC
program will delete the entry. If the number entered on the
invoice for one vendor actually belongs to another vendor,
DPC will prepare a check payable to the second vendor. If
the second vendor is already receiving payment in the check
writing in which the error occurs, his check will contain the
erroneous payment as an extra item.
Irregular vendors, individual entries combined on one check
(group 4):
For irregular vendors, DPC has no master file; from each
invoice, keypunch must enter the vendor's name as well as the
vendor number. In each check writing, DPC combines on one
check all entries that match exactly on vendor number plus
the first 13 spaces of the vendor name.
Frequent errors:
1) Group 5 invoice (see below) submitted in group 4; the
group 5 invoice will then be combined with any other
invoices from the same vendor whereas a separate check was
required for some reason.
2) Vendor name does not match exactly among several items
submitted for one check writing; in this case, the
accounting office will receive two or more checks where
only one was needed. Usually this is not too important an
error, because the checks can still be used. However, if
some of the entries are credit items, the credits and the
offsetting debits of any one group of items will be
deleted by the DPC program if the net total is a credit
because of a debit item not being properly combined in the
rest of the group. The reason for the deletion is that s
check cannot be written for a negative amount. In this
case, the accounting office will have to cancel or redraw
the check paying the uncombined debit items and resubmit
the debit and credit items together. (This problem can be
alleviated by the use of a multiple coding skirt covering
all items to be combined; in this way, the vendor name is
IV.
TO CANCEL OR TO REDRAW?
There are three circumstances that may require the
cancellation or redrawing of a check:
1) Input error on DPC-produced checks, which can be due to
either coding error in accounting or a keypunch error.
This type of error is discussed in section III above.
2) Check not needed because it was requested in error or
because of a changed situation. This can apply to local
checks as well as DPC checks. Examples would be check
prepared for a duplicate vendor invoice or a scholarship
check prepared for a student who withdraws.
3) Check never cashed. Sometimes the payee simply does not
cash his check. In this case, the check entry is
cancelled or redrawn as specified in chapter C-173-78,
Cash: Unclaimed and Uncashed Checks.
When a transaction must be reversed for any of the above
reasons, the accounting office must decide whether to cancel
VI.
STOP PAYMENTS
Stop payment requests are normally handled by the accounting
office section that cancels or redraws checks. The
accounting office should telephone the stop payment request
to the bank if a check is reported stolen or if there is
otherwise some urgency; otherwise the check could be cashed
before the notice got to the bank. If there is no particular
urgency, a telephone call is not necessary. In any case, a
written stop payment request must always be sent as a
binding, official notice to the bank.
If a replacement check is to be issued, some campuses require
a written verification of stop payment from the bank before
issuing the replacement, while others will rely on a
telephone confirmation. The practice in this matter depends
primarily on the accounting office's relations with the bank,
the bank's reliability, and to some extent on the urgency of
issuing a particular replacement check.
Some banks have a standard form on which stop payment
requests must be submitted. At the campuses where the bank
does not have such a form, the accounting offices have all
developed a form letter for requesting stop payments. Some
accounting offices use a multipart form that serves as a stop
payment request, a DPC cancellation form, and a cancellation
form for the bank reconcilement service.
Exp. #1
Exp. #2
Exp. #3
2
2
2
(total)
42
Exp. #4
42
12324 0
12324 0
12324 0
12324
32.00
27.00
13.00
(72.00)
0
19.84
91.84
Account
Amount
Description
72.00
19.84
91.84
Payee
42
42
12324 0
72.00
12234 01
9.84
91.84
---------------------------------------------------------------At the end of the month, expense account #4 and the balance
sheet clearing account appear as follows:
Expense Account #4
Entry
no. (from
above)
2)
1)
3)
Type
Description
Acme Scientific
Acme Scientific
Ace Supply
entry Amount
32
42
42
19.8419.84
19.84
Acme Scientific
Acme Scientific
32
42
72.0072.00