Hilsoft Check Writer

Program Guide
Release 1.0
July 2014
Preface .................................................................................................................................... 1
How to Use This Guide ...................................................................................................... 1
Training and Support .......................................................................................................... 1
Your Feedback ................................................................................................................... 1
Chapter 1 Transactions ........................................................................................................ 2
Voucher Entry .................................................................................................................... 2
Find Voucher ...................................................................................................................... 4
Debit Memo Entry .............................................................................................................. 6
Find Debit Memo ............................................................................................................... 8
Recurring Voucher Entry ................................................................................................. 10
Find Recurring Voucher ................................................................................................... 12
Payment Entry .................................................................................................................. 13
Find Payment.................................................................................................................... 15
Direct Check Entry ........................................................................................................... 17
Find Direct Check Entry................................................................................................... 19
Voucher Post .................................................................................................................... 21
Check Post ........................................................................................................................ 22
Check Batch Submit ......................................................................................................... 23
Approval ........................................................................................................................... 25
Check Batch Copy/ Delete ............................................................................................... 26
Check Validator/Uploader ................................................................................................ 27
Chapter 2 Maintenance ...................................................................................................... 28
Voucher Batch .................................................................................................................. 28
Find Voucher Batch.......................................................................................................... 29
Supplier Entry................................................................................................................... 30
Find Supplier .................................................................................................................... 31
Payment Batch.................................................................................................................. 32
Find Payment Batch ......................................................................................................... 33
Tax Codes ......................................................................................................................... 34
Withholding Tax Codes.................................................................................................... 35
Supplier Classes ............................................................................................................... 36
Supplier Types.................................................................................................................. 37
User Entry ........................................................................................................................ 38
Responsibility ................................................................................................................... 40
Payment Terms ................................................................................................................. 41
Approval Document ......................................................................................................... 42
Open/Close Periods .......................................................................................................... 43
Accounting Calendar ........................................................................................................ 44
Calendar Lines.................................................................................................................. 45
Bank Accounts ................................................................................................................. 46
Segment Values ................................................................................................................ 48
COA Generator................................................................................................................. 49
Chapter 3 Reports .............................................................................................................. 50
Aging Details.................................................................................................................... 50
Aging Summary ............................................................................................................... 52
AP Register ...................................................................................................................... 54
Input Tax .......................................................................................................................... 58
Withholding Tax Code List .............................................................................................. 59
Supplier Class List............................................................................................................ 60
Voucher Batch Print ......................................................................................................... 61
Check Batch Print ............................................................................................................. 63
Preface
Welcome to Hilsoft check writer user guide.

This guide assumes you have a working knowledge of the following:

The principles and customary practices of your business area particularly in basic
accounting.
Internet Explorer 6.0+ HTML user interface.

The audiences of this user guide are potential or existing clients of Hilsoft check writer
program.

How to Use This Guide

This guide contains the information you need to understand and use Hilsoft check writer
online. It contains the following:

Chapter 1, Transactions: explains how to make transactions in HWCP.

Chapter 2, Maintenance: explains how to setup the settings of HWCP.
Chapter 3, Reports: explains how to use and generate reports.

Training and Support

We offer training and support as a standard package of Hilsoft Check Writer Program.
We give training and hands-on to our customers. Our team of experienced professionals
provides the help and information you need to keep HCWP working for you.

Your Feedback

Thank you for using HCWP.

We value your comments and feedback. Please email your comments to

support@hilsoftinc.com

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Chapter 1 Transactions
This chapter explains everything you need to know about entering, crediting, and adjusting
vouchers in HCWP.

Voucher Entry

To enter a voucher:

1. Click [Voucher Entry] in the main menu.

2. In the Header Tab,
Select a type for this Voucher in the [Type] combo box. The system will
automatically update voucher details.
Choose supplier for this Voucher in the [Supplier] combo box. Another option to
search for suppliers, Click [ ] to pop-up the enable suppliers in the database then
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 select a supplier. Notice that some fields like Name is automatically populated
depending on how you setup your Supplier in the Supplier Entry window.
Change the Vouchers date if necessary. By default, it is the current date.
Optionally enter an APV. If you did not specify an APV, HCWP will
automatically generate one, based from an internal numbering system.
Enter an Invoice for this bill.
Optionally enter PO number for this bill.
Select whether the Voucher is regular or urgent.

3. In the Miscellaneous Tab, review the Payment Term for this voucher and change if
necessary
4. For expense type: Enter the amount of this voucher. Note that the amount you specify
here may be tax inclusive or exclusive depending on how you setup youre Tax Codes.
Enter the amount accordingly. After entering the amount, a journal representation of this
transaction is automatically populated in the lines. The produced entries are populated
depending on how you setup your Supplier, Supplier Class, Tax Codes, and Withholding
Tax Codes. Review the entries and change if necessary.

Note: You can only adjust the tax and expense account entries but not the AP entry.

5. In the Tax Tab, review the default Tax Code and Withholding Tax Code used for this
voucher and supplier. Adjusting the Tax or Withholding Tax Code will change the
entries as necessary.
6. In the Currency Tab, optionally enter Conversion Date if you want to use the Currency
Maintenance Table rate, or enter Conversion Rate if you want to use user-defined rate.
Use only this conversion if the currency used for this Voucher is other than your
companys functional currency.
7. In the Status Tab, approval status of the voucher is displayed (e.g. approved, rejected,
pending, etc.) If the voucher approval status is rejected, the reason for rejection is
displayed. Also displayed is the vouchers status if posted of not.
8. Audit trail can be found in the Log Tab.
9. Click [Save & Submit] to save the voucher and submit it for approval or posting
depending whether approval is required. Click [Save As Draft] to save the voucher as
draft.
10. Click [Print] to print the voucher. This button will be displayed depending on the
approval setup.
11. Click [Close] to ignore the changes to this voucher. The voucher will not be saved.

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Find Voucher

To find a voucher:

1. Navigate to Main Menu. Click [Find Voucher] in the main menu.

2. Select the Batch Name of the Voucher.
3. Choose a Supplier to add this field to the search criteria and to search for vouchers
issued to this particular Supplier.
4. Enter a Date From and Date To, to add this field to the search criteria and to search
for vouchers issued within this date range.
5. Enter a Document Number From and Document Number To, to add this fields to the
search criteria and to search for vouchers with voucher numbers within this range.
6. Enter a Reference Number, to add this field to the search criteria and to search for
equivalent reference number issued vouchers.
7. Select an Approval Status to add this field to the search criteria and to search for
vouchers that has this Approval Status. There are five types of Approval Status:
a. APPROVED Approved vouchers.

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 b. PENDING Vouchers that are submitted for approval but are pending.
c. N/A Vouchers that does not require approval.
d. DRAFT Vouchers that are Save As Draft.
e. REJECTED Vouchers that are Rejected.
8. Select a Payment Status to add this field to the search criteria and to search for
vouchers that has this Payment Status. Choose PAID if you want to search for
vouchers that are already paid, or choose UNPAID if you want to search for vouchers
that are not yet paid.
9. Select a Currency, to add this field to the search criteria and to search for vouchers
that have this given currency.
10. Select a Posted to add this field to the search criteria and to search for vouchers that
has this posted. Choose YES if you want to search for vouchers that are already
posted, or choose NO if you want to search for vouchers that are not yet posted.
11. Choose the Order you want the list to appear. You can choose an order by supplier
code, by document number or by date (default).
12. Click [Go] to start the search.

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Debit Memo Entry

You can create Debit Memo to reduce the balance due to your suppliers. Vouchers must be
posted before you can create a debit memo against it. Before creating a debit memo, you should
first know the voucher document number associated to the debit memo you are about to create.
You can retrieve the voucher number by clicking [ ] beside the [Voucher Number] to pop-up
the Find Voucher window then select the voucher.

To enter a debit memo:

1. Navigate Main Menu. Click [Debit Memo Entry] in the main menu.
2. In the Header Tab,
Choose a Supplier for this Debit Memo in the [Supplier] combo box. Another
option in finding a supplier for the DM is by clicking [ ] to pop-up Find Supplier
window.
Change the Debit Memos date if necessary. By default it is the current date.

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 Optionally enter a CV Number. If you did not specify a CV Number, HCWP will
automatically generate one, based from an internal numbering system.
Choose a [Voucher Number] of the voucher associated to this debit memo.
Another option in finding a [Voucher Number] for the DM is by clicking [ ] to
pop-up Find Voucher.
Enter an amount to be debited against the referenced voucher. After entering the
amount, a journal representation of this transaction is automatically populated in
the lines. Review the entries and change if necessary.
Enter Description of debit memo.
Select the Batch Name of the Voucher

Note: You can only adjust the tax and expense account entries but not the AP
entry.

3. In the Miscellaneous Tab, check [Void] to void debit memo transaction.

4. In the Status Tab, approval status of the debit memo is displayed (e.g. approved, rejected,
pending, etc.) If the debit memo approval status is rejected, the reason for rejection is
displayed. Also displayed is the memos status if posted of not.
5. Audit trail can be found in the Log Tab.
6. Click [Save & Submit] to save the debit memo and submit it for approval or posting
depending whether approval is required. Click [Save As Draft] to save the debit memo as
draft.
7. Click [Print] to print the debit memo. This button will displayed depending on the set on
the approval document.
8. Click [Close] to ignore the changes to this debit memo. The debit memo will not be
saved.

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Find Debit Memo

To find a debit memo:

1. Navigate to Main Menu. Click [Find Debit Memo] in the main menu.
2. In the Find Voucher window, check Debit Memo to search for debit memo.
3. Choose a Supplier to add this field to the search criteria and to search for debit
memos issued to this particular Supplier.
4. Enter a Date From and Date To, to add this field to the search criteria and to search
for debit memos issued within this date range.
5. Enter a Document Number From and Document Number To, to add this fields to the
search criteria and to search for debit memos with debit memo numbers within this
range.
6. Enter a Reference Number, to add this field to the search criteria and to search for
equivalent reference number issued debit memos.
7. Select a Currency, to add this field to the search criteria and to search for vouchers
that have this given currency.

8
8. Choose the Order you want the list to appear. You can choose an order by supplier
code, by document number.
9. Click [Go] to start the search.

9
Recurring Voucher Entry

Create a recurring voucher for vouchers that come periodically. (E.g. Rent, Telephone Bills,
Association Dues, Insurance and etc.)

To create a recurring voucher:

1. Navigate to Main Menu. Click [Recurring Voucher Entry] in the main menu.
2. In the Header Tab,
Enter Recurring Voucher Name that will be used to identify this Recurring
Voucher.
Optionally enter recurring voucher Description.
Choose the supplier of this recurring voucher in [Supplier] combo box. Another
option in finding a supplier for this recurring voucher is by clicking [ ] to pop-up
Find Supplier window. Notice that some fields like Payment Term, Tax Codes,
and Withholding Tax Codes are automatically populated depending on how you
setup your Supplier in the Supplier Entry window.
Enter the amount of this recurring voucher. Note that the amount you specify
here may be tax inclusive or exclusive depending on how you setup youre Tax
Codes. Enter the amount accordingly. After entering the amount, a journal

10
 representation of this transaction is automatically populated in the lines. The
produced entries are populated depending on how you setup your Supplier,
Supplier Class, Tax Codes, and Withholding Tax Codes. Review the entries and
change if necessary.
Review the Payment Term for this voucher and change if necessary.
3. In the Tax Tab, Choose the Tax Code and Withholding Tax Code used for this voucher. .
4. In the Currency Tab, optionally enter Conversion Date if you want to use the Currency
Maintenance Table rate, or enter Conversion Rate if you want to use user-defined rate.
Use only this conversion if the currency used for this Voucher is other than your
companys functional currency.
5. In the Schedule Tab, choose the Reminder Schedule or how often do you want this
voucher to recur, whether daily, weekly, semi-monthly, monthly, etc. Also enter the
Next Run Date or the initial run date.
6. In the Notification tab, enter at least one user to be notified whenever this voucher needs
to be generated.
7. Save your work

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Find Recurring Voucher

To find a recurring voucher:

1. Navigate to Main Menu. Click [Find Recurring Voucher] in the main menu.
2. Insert the name of recurring voucher in Name field.
3. Choose the supplier of this recurring voucher in [Supplier] combo box. Another option in
finding a supplier for this recurring voucher is by clicking [ ] to pop-up Find Supplier
window.
4. Enter the Next Run Date From and Next Run Date To, to add this field to the search
criteria and to search for recurring vouchers issued within this date range.
5. Choose the Order you want the list to appear. You can choose an order by name, next
run date or supplier code.
6. Click [Go] to start the search.
7. Click [Close] to cancel the search.

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Payment Entry

Use Payment Entry to pay the vouchers that you owe to your suppliers.

To enter a bill payment:

1. Navigate to Main Menu. Click [Payment Entry] in the main menu.

2. In the Header Tab,

Choose the batch name in [Batch Name] combo box. Notice that some fields like CV
Number are automatically populated.

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 Choose the supplier in [Supplier] combo box that you want to pay. Another option in
finding a supplier for this bill payment is by clicking [ ] to pop-up Find Supplier
window. Notice that some fields like Supplier Name are automatically populated
depending on how you setup your Supplier and Supplier Types or Supplier Class.
Enter the Date. This is the checks date. By default, it displays the current date.
Check Number will be automatically generated but you can modify as needed.
Optionally enter a Reference Number
Input the Description for this check.

3. In the Miscellaneous Tab, choose a bank account prior to this payment. Optionally click
[Void] to void the error posted transaction. And in this tab displays the total [Amount]
paid.
4. In the Currency Tab, optionally enter a conversion date (to use the currency rate table), or
a conversion rate (to use a user-defined currency rate) in the Foreign Currency tab if you
are using a currency other than your companys functional currency.
5. In the Attachment Tab, optionally the payment entry has an option to set an attachment to
support payment details.
6. In the Status tab, displays approval status of the payment associated with this transaction
and the reason why a bill payment is rejected if its the case. And also displayed if the bill
payment has been posted or not.
7. Audit trail can be found in the Log Tab.
8. Upon selecting a supplier, HCWP automatically displays all payables due to this supplier
in the payment line details. Check all vouchers associated to this payment. You can
change the amount for partial payment.
Note: When using partial payment, be reminded that for data integrity purposes, no user
can apply payment for the remaining balance of the voucher until the previous partial
payment has been posted.
9. Click [Save & Submit] to save the payment and submit it for approval or posting
depending whether approval is required. Click [Save As Draft] to save the payment as
draft.
10. Click [Print Check] to print the check. This button may or may not be visible depending
on the approval setup of your company.
11. Click [Print CV] to print the check voucher for this payment.
12. Click [Journal] to view journals generated by this payment.
13. Check [Void] then Save to void this payment.

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Find Payment

To find payments:

1. Navigate to Main Menu. Click [Find Payment] in the main menu.

2. Select the Batch Name of the desired check.
3. In the Find Check window, select the Check Type and choose PAYMENT.
4. Check [Void] if you want to search for payments that were voided.
5. Select a Bank Account if you want to add this field to the search criteria and to search for
check(s) that you issued using this bank account.
6. Select a Supplier if you want to add this field to the search criteria and to search for
check(s) that you issued to this Supplier.
7. Enter a Date From and Date To, to add this field to the search criteria and to search for
checks issued within this date range.
8. Enter a Number From and Number To, to add this fields to the search criteria and to
search for checks with check numbers within this range.
9. Enter a Document Number From and Document Number To, to add this fields to the
search criteria and to search for checks with check document numbers within this range.
10. Choose whether released or unreleased check(s) to add this field to the search criteria and
to search for released or unreleased check(s). Choose YES if you want to search for
15
 vouchers that are already released, or choose NO if you want to search for vouchers that
are not yet released.
11. Select an Approval Status to add this field to the search criteria and to search for checks
that has this Approval Status. There are five types of Approval Status:

a. APPROVED Checks that are already approved and is ready for posting.
b. PENDING Checks that not yet approved and is not yet ready for posting.
c. N/A Checks that does not require approval.
d. DRAFT Checks that are Saved as Draft.
e. REJECTED Checks that are Rejected.

12. Choose whether posted or un-posted check(s) to add this field to the search criteria and to
search for posted or unposted checks. Choose YES if you want to search for checks that
are already posted, or choose NO if you want to search for checks that are not yet posted.
13. Choose the Order you want the list to appear. You can choose an order by bank account,
supplier code, and check number or by document number.
14. Click [Go] to start the search.

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Direct Check Entry

Use Direct Check Entry to make a cash-basis payment. You may use different currency for
payment.

To enter a direct check:

1. Navigate to Main Menu. Click [Direct Check Entry] in the main menu.
2. In the Header Tab,

Select a type for this Voucher in the [Type] combo box. The system will
automatically update voucher details.
Choose the Supplier that you want to pay in the [Supplier] combo box. Another
option in finding a supplier for this recurring voucher is by clicking [ ] to pop-up
Find Supplier window. Notice that some fields like Supplier Name are

17
 automatically populated depending on how you setup your Supplier, Supplier
Types or Supplier Class.
Enter the date of the check. By default it displays the current date.
Change the check number if necessary. If you dont enter a check number,
HCWP will automatically generate one for you.
Optionally enter a Reference Number. If you dont enter a reference number,
HCWP will automatically generate one for you.
Enter the amount that you are paying to your supplier. A journal representation of
this transaction will be displayed in the lines. Make sure to verify the entries.
Optionally enter direct check description.

3. In the Miscellaneous Tab, choose a [Bank Account] to be debited for this payment.
4. For expense type: Enter the amount of this voucher. Note that the amount you specify
here may be tax inclusive or exclusive depending on how you setup youre Tax Codes.
Enter the amount accordingly. After entering the amount, a journal representation of this
transaction is automatically populated in the lines. The produced entries are populated
depending on how you setup your Supplier, Supplier Class, Tax Codes, and Withholding
Tax Codes. Review the entries and change if necessary.

Note: You can only adjust the tax and expense account entries but not the AP entry.

5. In the Tax Tab, Choose the Tax Code and Withholding Tax Code used for this voucher.
6. In the Currency Tab, optionally enter a conversion date (to use the currency rate table), or
a conversion rate (to use a user-defined currency rate) in the Foreign Currency tab if you
are using a currency other than your companys functional currency.
7. In the Status Tab, this status will be displayed in the approval status of the check
associated with this transaction and the reason why the voucher is rejected if its the case.
And also displayed if the voucher has been posted or not.
8. In the Log Tab, this log will be displayed in the created by, date created, last modified by,
date last modified, approved/rejected by, date approved/rejected, posted by and date
posted of the debit memo associated with this transaction.
9. Click [Save & Submit] to save the payment and submit it for approval or posting
depending whether approval is required. Click [Save As Draft] to save the payment as
draft.
10. Click [Print Check] button to print the check.
11. Click [CV Print] to print a check voucher.

18
Find Direct Check

To find direct check:

1. Navigate to Main Menu. Click [Find Payment] in the main menu.

2. Select the Batch Name of the desired check.
3. In the Find Check window, select the Check Type and choose DIRECT.
4. Check [Void] if you want to search for direct check(s) that were voided.
5. Select a Bank Account if you want to add this field to the search criteria and to search for
check(s) that you issued using this bank account.
6. Select a Supplier if you want to add this field to the search criteria and to search for
check(s) that you issued to this Supplier.
7. Enter a Date From and Date To, to add this field to the search criteria and to search for
checks issued within this date range.
8. Enter a Number From and Number To, to add this fields to the search criteria and to
search for checks with check numbers within this range.
9. Enter a Document Number From and Document Number To, to add this fields to the
search criteria and to search for checks with check document numbers within this range.

19
10. Choose whether released or unreleased check(s) to add this field to the search criteria and
to search for released or unreleased check(s). Choose YES if you want to search for
vouchers that are already released, or choose NO if you want to search for vouchers that
are not yet released.
11. Select an Approval Status to add this field to the search criteria and to search for checks
that has this Approval Status. There are five types of Approval Status:

a. APPROVED Checks that are already approved and is ready for posting.
b. PENDING Checks that not yet approved and is not yet ready for posting.
c. N/A Checks that does not require approval.
d. DRAFT Checks that are Saved as Draft.
e. REJECTED Checks that are Rejected.

12. Choose whether posted or un-posted check(s) to add this field to the search criteria and to
search for posted or unposted checks. Choose YES if you want to search for checks that
are already posted, or choose NO if you want to search for checks that are not yet posted.
13. Choose the Order you want the list to appear. You can choose an order by bank account,
supplier code, and check number or by document number.
14. Click [Go] to start the search.

20
Voucher Post

This explains how to post accounts payable documents (Voucher and Debit Memo).

To post document(s):

1. Navigate to Main Menu. Click [Voucher Post]

2. In the Voucher Post window, find or filter the documents you want to post. You can
filter the documents according to its supplier, transaction date range, document numbers,
reference number, approval status, or currency. You can further sort the list by Supplier
Code, or Document Number.
3. Click [Select All] button to select all documents in the list.
4. Click [Post] button to post all checked documents
Note: Documents that are already posted cannot be edited anymore so make sure that all
documents that are to be posted are already verified. Posted documents can however be
void-ed and reversed.

21
Check Post
This explains how to post accounts payable documents (Check and Direct Check).

To post document(s):

1. Navigate to Main Menu. Click [Check Post] in the main menu.

2. In the Check Post window, find or filter the documents you want to post. You can filter
the documents according to its batch name, supplier, bank account, transaction date
range, document numbers, reference number, approval status, or currency. You can
further sort the list by Supplier Code, or Document Number.
3. Click [Select All] button to select all documents in the list.
4. Click [Post] button to post all checked documents.
5.
Note: Documents that are already posted cannot be edited anymore so make sure that all
documents that are to be posted are already verified. Posted documents can however be
void-ed and reversed.

22
Check Batch Submit

During Check Entry, users have the option to save the transaction as draft, or save the transaction
and submit the transaction for posting or for approval. Depending on your company check
writing practice, you may always save the vouchers as draft and later do a batch submission.

To submit checks in batch:

1. Navigate to Main Menu. Click [Check Batch Submit] in the main menu.
2. Select the batch name of the uploaded text file in the Batch Name combo box.
3. Enter a Supplier if you want to add this to the search criteria and search for
vouchers/checks of this supplier.
4. Choose Bank Account if you want to add this to the search criteria and search for checks
issued using this bank account. This field is available for Check Batch Submit only.
5. Enter a date range if you want to add this to the search criteria and search for vouchers
created within this date range.
6. Enter a document number range if you want to add this to the search criteria and search
for vouchers/checks that have document numbers between this date ranges.

23
7. Enter a Reference Number if you want to search for vouchers that have this reference
number. This field is available for Voucher Batch Submit only.
8. Enter a Currency if you want to add this to the search criteria and search for
vouchers/checks that used this currency.
9. Choose an order you want the list to appear, whether Supplier Code, or Document
Number for Voucher Batch Submit. Choose an order you want the list to appear, whether
Bank Account, Supplier Code, Check Number, or Document Number for Check Batch
Submit.
10. Enter the number of rows you want listed. For example, if the query result has 50 rows
and you enter 10 in the Max Rows field, you need to click [Next] button 5 times to see
the whole result set. Also, if you want to see the whole result set in one page, you can
choose to enter Query Count Number displayed in the Max Rows.
11. Click [Go] to start the search.
12. Check all rows that you want to print. You can click [Select All] to check all rows.
13. Click [Submit] to submit all checked checks.

24
Approval

Use approval window to review, approve or reject documents. HCWP Approval feature can be
enabled or disabled per document.

To enter an approval:

1. Navigate to Main Menu. Click [Approval] in the main menu.

2. In Approval window, choose the Document you want to view for review and approval.
Documents can be Voucher, Debit Memo, Check, or Direct Check.
3. By default, HCWP displays 20 rows of documents at a time for approval. You can
change this by entering Max Rows or the number of rows you want to view at a time.
4. Click [Select All] button to select all the given documents as Approved.
5. You can check [Approve] or [Reject] to select individual documents to be approved or
rejected.
Note: if you reject a document indicate the reason for rejection.
6. Click [View] button to view each documents to be approve.
7. Click [Approve/Reject] button to approve/reject the document(s).
Note: if a document was rejected, it will be forwarded again to the requester of approval.

25
Check Batch Copy/Delete

Use Check Batch Copy window to transfer direct checks between check batches.

To transfer a check from one batch to another:

1. Navigate to Main Menu. Click [Check Batch Copy/Delete] in the main menu.
2. In the Check Batch Copy window, choose the source check batch. All checks of the
source batch will be displayed in the check line details.
3. Choose the destination check batch.
4. Click all checks that you want to transfer to the destination batch. Click [Select All] if
you want to select all checks of the source batch.
5. Click [Copy] to transfer all checked checks to the destination check batch.
6. Click [Delete] to delete all checked checks.

26
Check Validator/Uploader

To validate checks:

1. Navigate to Main Menu. Click [Check Validator/Uploader] in the main menu.

2. Click [Choose File] and browse the text file you want to validate.
3. Click [Validate] to validate the chosen text file.

To upload checks:

1. Click [Choose File] and browse the text file you want to upload.
2. Click [Upload] to upload the chosen text file.
3. Click [Close] to return to the Main Menu.

27
Chapter 2 Maintenance
This chapter explains everything you need to know about maintaining and setting the HCWP.

Voucher Batch

To create a Voucher Batch:

1. Navigate to Main menu. Click [Voucher Batch] in the main menu.

2. In the Voucher Batch window, enter a Batch name.
3. Optionally enter a Description.
4. Choose a Status whether Open or Closed. Voucher/Payment Batches can either have a
status of Open or Closed. When a Voucher Batch is Open, you can add, modify or delete
vouchers/checks in it. On the other hand, if it is Closed, you will not be able to add,
modify or delete vouchers/checks in it.
5. Choose the Type of Batch you want to create whether Voucher or Debit Memo.
6. Click [Save] if you want save the Batch or click [Voucher] if you want to save the Batch
and proceed with Voucher/Check Entry using this batch.

28
Find Voucher Batch

To find a Voucher/Check Batch:

1. Navigate to Main Menu. Click [Find Voucher Batch] in the main menu.
2. In the Find Voucher/Check Batch window, enter the name of the Voucher/Check Batch if
you want to search only voucher/check with that name.
3. Select whether you want to search for Open or Closed Voucher/Check Batch.
4. Enter a Date Created to search for vouchers/checks created on this date.
5. Choose the order you want the list to appear. You can sort the list by Batch Name, or
Date Created.

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Supplier Entry

To enter a supplier:

1. Navigate to Main Menu. Click [Supplier Entry] in the main menu.

2. Enter the supplier name in [Supplier Code] text box.
3. Enter the supplier name in [Supplier Name] text box.
4. Check the [Enable] check box.
5. Select the class of the supplier in [Class] combo box.
6. Select the bank account in [Bank Account] combo box.
7. Choose IMMEDIATE, 30 Days Net, COA PDC or COD for the payment term.
8. The other fields are optional.

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Find Supplier

To find supplier:

1. Navigate to Main Menu. Click [Find Supplier] in the main menu.

2. Enter the supplier code for the search criteria.
3. Enter the name of the supplier if you want to add this field to the search criteria for
supplier.
4. Select a Type if you want to add this field to the search criteria and to search for supplier.
5. Select a Class if you want to add this field to the search criteria and to search for supplier.
6. Check Enable/Disable to search for enabled/disabled supplier.
7. Click [Go] to search.

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Payment Batch

To create Payment Batch:

1. Navigate to Main Menu. Click [Payment Batch] in the main menu.

2. In the Payment Batch window, enter a Batch name.
3. Optionally enter a Description.
4. Choose a Status whether Open or Closed. Payment Batches can either have a status of
Open or Closed. When a Payment Batch is Open, you can add, modify or delete checks
in it. On the other hand, if it is Closed, you will not be able to add, modify or delete
checks in it.
5. Choose the Type of Batch you want to create whether PAYMENT OR DIRECT.
6. Click [Save] if you want save the Batch or click [Check] if you want to save the Batch
and proceed with Check Entry using this batch.

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Find Payment Batch

To find a Payment Batch:

1. Navigate to Main Menu. Click [Find Payment Batch] in the main menu.
2. In the Find Payment Batch window, enter the name of the Payment Batch if you want to
search only payment with that name.
3. Select whether you want to search for Open or Closed Payment Batch.
4. Enter a Date Created to search for payment created on this date.
5. Choose the order you want the list to appear. You can sort the list by Batch Name, or
Date Created.

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Tax Codes

To create a tax code:

1. Navigate to Main Menu. Click [Tax Codes] in the main menu.

2. Enter the name for the tax code.
3. Optionally enter the description for the tax code.
4. Select the type of the tax code.
5. Enter the tax account for this tax account in the [Tax Account] text box. Another option
to search for tax account, Click [ ] to pop-up the tax accounts in the database then select
a tax account. Notice that some fields like Account Description is automatically
populated.
6. Enter the rate for the tax code. Then check [Enable] check box to enable the tax code.
7. Click [Save] to create the tax code.

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Withholding Tax Codes

Withholding tax codes are automatically generated after uploading of direct checks.

To manually create a withholding tax code:

1. Navigate to Main Menu. Click [Withholding Tax Codes] in the main menu.
2. Enter the name for the withholding tax code.
3. Optionally enter the description for the withholding tax code.
4. Enter the account for this account in the [Account] text box. Another option to search for
account, Click [ ] to pop-up the accounts in the database then select an account. Notice
that some fields like Account Description is automatically populated.
5. Enter the rate for the tax code. Then check [Enable] check box to enable the tax code.
6. Click [Save] to create the tax code.

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Supplier Classes

To create a supplier class:

1. Navigate to Main Menu. Click [Withholding Tax Codes] in the main menu.
2. Enter the name for the supplier class.
3. Optionally enter the description for the supplier class.
4. Select the tax code and withholding tax code for the supplier class.
5. Enter the payable account for this supplier in the [Payable Account] text box. Another
option to search for payable account, Click [ ] to pop-up the payable accounts in the
database then select a payable account. Notice that some fields like Payable Description
is automatically populated.
6. Enter the expense account for this supplier class in the [Expense Account] text box.
Another option to search for expense account, Click [ ] to pop-up the expense accounts
in the database then select an expense account. Notice that some fields like Expense
Description is automatically populated.
7. Check the [Enable] check box to enable the supplier class.
8. Click [Save] to create the supplier class.

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Supplier Types

To create a supplier type:

1. Navigate to Main Menu. Click [Supplier Types] in the main menu.

2. Enter the name for the supplier type.
3. Optionally enter the description for the supplier type.
4. Select the bank account; you can specify default bank account for the supplier type.
5. Check the [Enable] to enable the supplier type.
6. Click [Save] to create the supplier type.

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User Entry

To create a user:

1. Navigate to Main Menu. Click [User Entry] in the main menu.

2. Enter the user name of the user.
3. Enter the name of the user in [Description] text box.

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4. Select the department of the user.
5. Check the [Head] check box if the user is the head of the department.
6. Check the [Inspector] check box if the user is an inspector.
7. Enter the position of the user.
8. Select the district of the user.
9. Enter the password of the user.
10. Confirm the password of the user.
11. Enter the number of days until the password expired.
12. Select the expiry code of the password.
13. Enter the date of the creation of the user.
14. Click [Save] to create the user.
15. After creating the user, click [User Responsibility] to set the responsibility of the user.

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Responsibility

To create a responsibility:

1. Navigate to Main Menu. Click [Responsibility] in the main menu.

2. Enter the name of the responsibility.
3. Optionally enter the description of the responsibility.
4. Enter the date creation of the responsibility.
5. Optionally enter the due date of the responsibility.
6. Click [Save] to create the responsibility.

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Payment Terms

To create a payment term:

1. Navigate to Main Menu. Click [Payment Terms] in the main menu.

2. Enter the name of the payment term.
3. Optionally enter the description of the payment term.
4. Enter the base amount of the payment term.
5. Select he due day of the payment term in [Scheduler Basis].
6. Check [Enable] to enable the payment term.
7. Check the [Enable Discount] to enable discount in the payment term
8. Enter a Discount Account for this payment term in the [Discount Account] text box.
Another option in finding a Discount Account for the PT is by clicking [ ].Notice that
some fields like Account Description are automatically populated.
9. Click [Save] to create the payment term.
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Approval Document

This screen is used to setup approver and requester for each of the transactions. The system can
also set different approvers for different amount limits.

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Open /Close Periods

To open/close periods:

1. Navigate to Main Menu. Click [Open/Close Periods] in the main menu.

2. Select the year.
3. Click [Go].
4. Select the month you want to open/close.

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Accounting Calendar

To create accounting calendar:

1. Navigate to Main Menu. Click [Accounting Calendar] in the main menu.

2. Enter the name of the accounting calendar.
3. Select the period type of the accounting calendar.
4. Optionally enter the description of the accounting calendar.
5. Click [Save] to create the accounting calendar.

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Calendar Lines

To create a calendar line:

1. Navigate to Main Menu. Click [Calendar Lines] in the main menu.

2. Select the Accounting Calendar of the calendar line.
3. Click [Go] generate calendar line(s) per month.

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Bank Accounts

This screen is used to create bank accounts. From this screen, you can set the next sequence for
the check number, as well as the alignment of checks.

To create a bank account:

1. Navigate to Main Menu. Click [Bank Accounts] in the main menu.

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2. Select the Bank Name of the bank account.
3. Enter the Account Name of the bank account.
4. Enter the Account Number of the bank account.
5. Optionally enter the Description of the bank account.
6. Check [Cash Account] if the bank account is a cash account.
7. Enter the Account Type of the bank account.
8. Select the Account Use of the bank account.
9. Click [Enable] to enable the bank account.
10. Click [Save] to create the bank account.

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Segment Values
This screen is used to create new segments for chart of accounts.

To create a segment value:

1. Navigate to Main Menu. Click [Segment Values] in the main menu.

2. Select the Segment Name for the segment value.
3. Enter the Account Code of the segment value.
4. Enter the Account Description of the segment value.
5. Check [Enable] check box to enable the segment value.
6. Click [Save] to create the segment value.

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COA Generator

This screen is used to generate new chart of accounts through segment values.

To generate COA:

1. Navigate to Main Menu. Click [COA generator] in the main menu.

2. Enter the Effective Date From and To of the COA.
3. Select the currency that will be used for the COA.
4. Check [Enable] to enable the COA.
5. Click [Generate] to generate the COA.

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Chapter 3 Reports
This chapter explains everything you need to know about generating the reports in HCWP.

Aging Details

This reports the unpaid bills and statement charges in accounts payables relative to either the due
date or transaction date. Omega AP has pre-defined aging category namely, 0-30 days, 61-90
days, 91-120 days, and over 120 days. If a bill is overdue, the Aging column shows the number
of days past due.

To generate aging details:

1. Navigate to Main Menu. Click [Aging Detail] in the main menu.

2. In the Aging Details window, enter supplier if you want to view only the aging report of a
particular supplier.

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3. Choose a Supplier Type, if you want to view only aging report of suppliers that falls
under this supplier type.
4. Choose a Supplier Class, if you want to view only aging report of suppliers that falls
under this supplier class.
5. By default, the Date of the report is the current date. Change if necessary.
6. In the Aging By combo box, select Due Date if you want to generate your aging report
relative to the due date or select Voucher Date if you want to generate your aging report
relative to the transaction date.
7. Check Include Paid Vouchers to include in the aging report vouchers that were already
paid.
8. Check Include Unposted to include in the aging report posted and unposted AP vouchers
in the report.
9. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
10. Click Branch Map tab and select branches. The report will only include transactions from
the selected branches.
11. Click [Go] to generate aging report.

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Aging Summary

This report is the same as AR Aging Detail Report, except that it shows a summarized aging
report by Customer.

To generate aging summary:

1. Navigate to Main Menu. Click [Aging Summary] in the main menu.

2. In the Aging Report window, enter customer if you want to view only the aging report of
a particular customer.
3. Choose a Customer Type, if you want to view only aging report of customers that falls
under this customer type.
4. Choose a Customer Class, if you want to view only aging report of customers that falls
under this customer class.
5. By default, the Date of the report is the current date. Change if necessary.
6. In the Aging By combo box, select Due Date if you want to generate your aging report
relative to the due date or select Invoice Date if you want to generate your aging report
relative to the transaction date.

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7. Check Include Paid Invoices to include in the aging report invoices that were already
paid.
8. Check Include Unposted to include in the aging report posted and unposted invoices in
the report.
9. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
10. Click Branch Map tab and select branches. The report will only include transactions from
the selected branches.
11. Click [Go] to generate aging report.

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AP Register

To generate AP Register Report:

1. Navigate to Main Menu. Click [AP Register] in the main menu.

2. In the AP Register report window, enter a supplier if you want to view only Vouchers of
a particular supplier.
3. Choose Supplier Type if you want to view only Vouchers that use this particular Supplier
Type.
4. Choose Supplier Class, if you want to view only Vouchers that use this particular
Supplier Class.
5. Enter a Date Range if you want to view only Vouchers that were created within this date
range.
6. Enter Number From and Number To if you want to view only Vouchers with document
numbers that falls within this range.
7. Check Include Unposted to include posted and unposted Vouchers in the report.

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8. Choose the Order you want the list to appear. You can choose an order by supplier code
or by document number. By default, it is sorted by date.
9. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
10. Click Branch Map tab and select branches. The report will only include transactions from
the selected branches.
11. Click [Go] to generate AP register report.

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Check Register

To generate check register report:

1. Navigate to Main Menu. Click [Check Register] in the main menu.

2. In the Check Register Report window, enter a Supplier if you want to view only checks
issued to Supplier.
3. Choose a Bank Account if you want to view only checks issued using a particular bank
account.
4. Choose a Supplier Type if you want to view only checks issued under a particular
Supplier Type.

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5. Choose a Supplier Class if you want to view only checks issued to Suppliers under a
particular Supplier Class.
6. Enter a Date Range if you want to view only checks that belong to this check date range.
7. Enter Number From and To if you want to view only checks with check numbers that
belong to this range.
8. Enter a Document Number From and Document Number To, to view checks that belong
to this check voucher number range.
9. Check Include Unposted to include posted and unposted checks in the report.
10. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
11. Choose the Order you want the list to appear. You can choose an order by bank account,
supplier code, check number, document number. By default, it is sorted by date.
12. Click Branch Map tab and select branches. The report will only include transactions from
the selected branches.
13. Click [Go] to generate the Check Register report.

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Input Tax

To generate input tax report:

1. Navigate to Main Menu. Click [Input Tax] in the main menu.

2. In the Input Tax Report window, enter a supplier if you want to view only Input Tax
derived from a particular supplier.
3. Enter a Date range to view only Input Tax that were produced and falls under this date
range.
4. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
5. Click Branch Map tab and select branches. The report will only include transactions from
the selected branches.
6. Click [Go] to generate input tax report.

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Withholding Tax Code List

This screen generates the list of withholding tax codes recorded in the system.

To generate a list of withholding tax code:

1. Navigate to Main Menu. Click [Withholding Tax Code List] in the main menu.
2. Enter a Name for the withholding tax code list
3. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
4. Select the order of the withholding tax code list
5. Click [Go] to generate Supplier Class List report.

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Supplier Class List

This screen generates the list supplier classes.

To generate list of supplier class:

6. Navigate to Main Menu. Click [Supplier Class List] in the main menu.
7. Enter a Name for the supplier class list
8. Choose the format or view type of the report. You can choose PDF, MS-EXCEL, or
HTML format.
9. Select the order of the supplier class list
10. Click [Go] to generate Supplier Class List report.

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Voucher Batch Print

Use Voucher Batch Print if you want to print vouchers or debit memos by batch. In this case,
you can defer printing of Voucher or Debit Memo documents during entry and then later print
these transactions in batch. You can batch print two types of format namely voucher documents
and edit list. The former is the standard voucher document template, and the latter contains the
same information except that it is printed in a more compressed manner to save paper. Edit list
is ideally used when you want to review the vouchers before submitting it for approval or for
posting.

To print Vouchers or Debit Memos in batch:

1. Navigate to Main Menu. Click [Voucher Batch Print] in the main menu.
2. In the Voucher Batch Print window, search or filter only the vouchers or debit memos
that you want to print.
3. Choose a Batch Name, if you want to add this to the search criteria and search for
voucher or debit memos under this batch.

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4. Choose a Supplier Code if you want to add this to the search criteria and search for
voucher or debit memos under this supplier code.
5. Choose the Bank Account if you want to add this to the search criteria and search or
checks/direct checks issued using this bank account. This field is available only in Check
Batch Print.
6. Check Debit Memo if you want to search for debit memos only. Otherwise vouchers will
be searched.
7. Enter a date range to add this to the search criteria and to search for vouchers or debit
memos that have a transaction date within this date range.
8. Enter a document number range to add this to the search criteria and to search for
vouchers or debit memos with document numbers that falls within this number range.
9. Enter a Reference Number to add this to the search criteria and to search for
vouchers/debit memos that has this reference number.
10. Enter an Approval Status to add this to the search criteria and to search for vouchers or
debit memos that has this approval status.
11. Choose a Currency to add this to the search criteria and to search for vouchers or debit
memos that has this currency.
12. Choose whether to search for Posted or Unposted vouchers or debit memos. Choose
YES for Posted, or NO for Unposted.
13. Choose a Payment Status to add this to the search criteria and to search for
vouchers/debit memos that has this payment status. This field is available Voucher Batch
print only.
14. Choose an order you want the list to appear, whether Supplier Code, or Document
Number for Voucher Batch Print. Choose an order you want the list to appear, whether
by Document Number, Bank Account, Supplier Code, or Check Number for Check Batch
Print.
15. Enter the number of rows you want listed. For example, if the query result has 50 rows
and you enter 10 in the Max Rows field, you need to click [Next] button 5 times to see
the whole result set. Also, if you want to see the whole result set in one page, you can
choose to enter Query Count number displayed in the Max Rows.
16. Click [Go] to start the search.
17. Check all rows that you want to print. You can click [Select All] to check all rows.
18. Click [Print] to print all checked vouchers/debit memos.
19. Click [Edit List] to print all check vouchers/debit memos in the edit list format.

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Check Batch Print

Use Check Batch Print if you want to print checks or direct checks by batch. In this case, you
can defer printing of Checks or Direct Check documents during entry and then later print these
transactions in batch. You can batch print two types of format namely check documents and edit
list. The former is the standard check document template, and the latter contains the same
information except that it is printed in a more compressed manner to save paper. Edit list is
ideally used when you want to review the checks before submitting it for approval or for posting.

To print Checks or Direct Check in batch:

1. Navigate to Main menu. Click [Check Batch Print] in the main menu.
2. In the Check Batch Print window, search or filter only the checks or direct checks that
you want to print.
3. Choose a Batch Name, if you want to add this to the search criteria and search for checks
or direct checks under this batch.

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4. Choose a Supplier Code if you want to add this to the search criteria and search for
checks or direct checks under this supplier code.
5. Choose the Bank Account if you want to add this to the search criteria and search or
checks/direct checks issued using this bank account. This field is available only in Check
Batch Print.
6. Choose Direct (direct check) if you want to search for direct checks only. Otherwise
checks will be searched.
7. Enter a date range to add this to the search criteria and to search for checks or direct
checks that have a transaction date within this date range.
8. Enter a document number range to add this to the search criteria and to search for checks
or direct checks with document numbers that falls within this number range.
9. Enter an Approval Status to add this to the search criteria and to search for checks or
direct checks that has this approval status.
10. Choose a Currency to add this to the search criteria and to search for checks or direct
checks that has this currency.
11. Choose whether to search for Posted or Unposted checks or direct checks. Choose YES
for Posted, or NO for Unposted.
12. Choose an order you want the list to appear, whether Supplier Code, or Document
Number for Voucher Batch Print. Choose an order you want the list to appear, whether
by Document Number, Bank Account, Supplier Code, or Check Number for Check Batch
Print.
13. Enter the number of rows you want listed. For example, if the query result has 50 rows
and you enter 10 in the Max Rows field, you need to click [Next] button 5 times to see
the whole result set. Also, if you want to see the whole result set in one page, you can
choose to enter Query Count Number displayed in the Max Rows.
14. Click [Go] to start the search.
15. Check all rows that you want to print. You can click [Select All] to check all rows.
16. Click [Print CV] to print all checked vouchers/debit memos or checks/direct checks.
17. Click [Edit List] to print all check vouchers/debit memos in the edit list format.

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