APGL Module

(Accounts Payable & General Ledger)

APGL Main Menu

MedEasy’s APGL Module is designed to help you accomplish the following:

• Complete the INITIAL SET-UP process to set up vendors
• Manage Accounting Periods
• Manage ACCOUNTS PAYABLE

 

 
 
 
 
 
 

A. CHANGE ACCOUNTING PERIOD

Consult your accounting manager to determine when it is appropriate to change accounting periods. For example, make sure to change the accounting period in the event that you are entering an invoice for a month other than the current accounting period.

To select or change an accounting period, go to the APGL Main Menu, activate FILE menu and select CHANGE ACCOUNTING PERIOD. Click on the desired accounting period, click on the "Change" button, and exit. Note that you may not change to a "Closed" accounting period.

B. CLOSE ACCOUNTING PERIOD

Check with your accounting manager to make sure you are in compliance with your department’s policies and procedures to close out an accounting period.

To close an accounting period:
 
 

• Go to APGL main menu
• Select FILE menu
• Activate CLOSE ACCOUNTING PERIOD
• Click on CLOSE PERIOD button.

 

C. CLOSE FISCAL YEAR

• Go to the APGL main menu
• Select FILE menu
• Activate CLOSE FISCAL YEAR.

• Go to the APGL main menu
• Select FILE menu
• Activate SET UP ACCOUNTING; facility’s fiscal year-end month and day will be picked up from facility information screen. Enter the year of the first accounting period. Once set up, you will not be able to change the accounting period. Contact your MedEasy representative for further information.

 

In this utility, you may set up passwords for the following activities:

• Delete Journal Entries/Checks
• Enter/Delete Journal Entries for Closed Month
• Enter General Ledger Beginning Balances/Close fiscal Year

• Go to APGL main menu
• Select File menu
• Activate SET PASSWORDS
• Enter a password and OK.

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

In order to use the Accounts Payable module, you must set up the system by entering information regarding:

• Vendors
• Items
• Chart of accounts
• Beginning GL balances

 

To populate the VENDORS database:

• Go to the APGL main menu
• Select MAINTAIN
• Activate VENDORS

 

• Click on the NEW button
• Enter a Vendor identification and OK

 
• Wait for MedEasy to display "Vendors" screen
• Complete vendor name, contact information, address, phone number
• Enter the account number as determined by the vendor; this number will appear on all checks to this vendor
• Enter either social security or Employer Id. Number; then choose 1099 type for the vendor from the drop down list. contact your accounting manager for further instructions
• Click on SAVE
• Now enter vendor’s default GL account number. Click on the tool icon to choose an account number from your chart of accounts.

 

Locate the vendor on the screen by clicking on the tool icon next to the "Vendor ID" on the screen to display a list of vendors. Click on the vendor to highlight and then click OK. You can MODIFY vendor information by typing over the existing information on the screen. To Delete, Click on DELETE button. MedEasy will prohibit deletions if you have already transacted with the vendor and an invoice record exists.

Use PREVIOUS or NEXT button to review vendor information
 

B. ITEMS

ITEMS submenu captures a list of all items your facility purchases.

• Go to the APGL main menu
• Select MAINTAIN
• Activate ITEMS to begin entering information

• Click on the NEW button
• Enter an Item identification and OK

• Wait for MedEasy to display "Items" screen
• Enter item description
• Enter price
• Click on SAVE button
• Now enter item’s default GL account number. Click on the tool icon to choose an account number from your chart of accounts.

 

Locate the item on the screen by clicking on the tool icon next to the "Item ID" on the screen to display a list of items. Click on the item to highlight and then click OK. You can MODIFY item information by typing over the existing information on the screen. To Delete, Click on DELETE button. MedEasy will prohibit deletions if you have already transacted with the item.

Use PREVIOUS or NEXT button to review item information
 
 

C. CHART OF ACCOUNTS

Please consult your accounting manager prior to entering a chart of accounts for your facility. A chart of accounts may already be loaded.

To access your facility’s CHART OF ACCOUNTS:

• Go to the APGL main menu
• Select MAINTAIN submenu
• Activate CHART OF ACCOUNTS

• Click on the NEW button
• Enter an account number and OK

 

 
 
 
 
 
 
 
 
 
 
 


 
 

• Wait for MedEasy to display "Accounts" screen
• Enter account description
• From the drop down list, choose account type.
• Enter budget amount for the account
• Click on SAVE button
• Now you can choose a "category" and "sub-category" for this account. Click on the tool icon next to those fields.

 

 
 

To create new category, Click on "Add" button. Enter category value (A through Z) and category description. Click on "Save" button.

To modify category description, type over the existing description. The description will be printed on sub total line in income statement report.

To delete category, click on the category record and then click "Delete" button. MedEasy prohibits from deleting if the category is used in your chart of account.

To choose a category, click on the category record and then click "OK".

Sub categories are maintained the same way as categories. Refer to above instructions to set up sub categories for your accounts. Note that you have to first set up categories before you can set up sub categories.
 
 

D. BEGINNING G/L BALANCES

This feature is password protected.

• Go to the APGL main menu
• Click on MAINTENANCE
• Select BEG G/L BALANCES
• Entering Beginning Balances
• Make sure you close the Chart of Accounts screen before attempting to enter beginning balances. Once in BEG G/L Balances screen, the system displays the accounts you created in the Chart of Accounts screen.
• For each account, the system will prompt you to enter either ‘debits’ or ‘credits’ by displaying ‘0.00’ in the appropriate column. Enter account balances; you may either
• Click on an account attribute, namely, number, description or type, then use <enter> key to move the cursor to the appropriate column; or
• Use the mouse to right-click on the leftmost corner of the Debit or Credit column.
• Hit <enter> after each entry. Note ‘Total’ and ‘Trial Balance’ box contents change only after you press <enter> such that the cursor moves to the next line of information
• You will not be able to save new account balances unless ‘Trial Balance’ is equal to zero.

• Make general journal entries
• Enter invoices
• Select invoices for payment
• Effect payments via check

A. GENERAL JOURNAL ENTRIES

Please consult your accounting manager regarding authorization to make journal entries.

• Go to the APGL main menu
• Select TASKS
• Activate GENERAL JOURNAL ENTRIES screen.

 

Creating New Journal Entries

• Click on NEW button to activate the General Journal Entry Screen

 

 
 







• Complete the Date and Reference fields
• Click on the tool icon to select an account number
• Tab over to the Description field to annotate the entry
• Enter a debit/credit; use the HOME key on your keyboard if you encounter difficulty entering numbers in a given field; <enter> or <tab> to the next line
• Similarly, complete the other side of journal entry and <enter>
• Click on SAVE button to save the entry; the system will prompt you to balance the entry if debits and credits are out of balance.

 

• Click the View button
• Click on the desired journal entry you wish to view and OK
• Now you may delete the entire entry ("Del" button next to "View") or delete a line ("Del. JE Line" button) and re-enter new information.
• You can modify every JE field except "Date" and "Reference".
• Click on "Save" button to save your changes.
• Note that deleting the entire JE is password protected.

 

 
 
 
 

You can also:

• View JE for other periods than the current accounting period.
• Click the View button
• At top right corner where showing current accounting period, pick another period. Journal Entries for selected period will be displayed on screen.
• Click on the desired journal entry you wish to view and OK.
• Delete entire JE for closed month.
• Click the View button
• At top right corner where showing current accounting period, pick another period. Journal Entries for selected period will be displayed on screen.
• Click on the desired journal entry you wish to delete and OK
• Click on "Del" button to delete the JE displayed on screen

Note that if the accounting period that the JE belongs to is not closed (Still open, but not the current), you can not delete the JE. You need to change your accounting period.
• Enter JE for closed month.
• Click on New button
• Enter the "Date" in closed accounting period that you want to Enter JE for.
• The system will warn you that "Date is not in current accounting period".
• Ignore the warning.
• Complete the JE
• Once you click on Save button, you will be prompted that you are about to enter JE for closed period and you are required to enter password before you can save the entry.

• Go to the APGL main menu
• Select TASKS
• Activate ENTER INVOICES

Creating New Invoices

• Click on NEW button to record new supplier invoices

 

 
 








• In the Vendor ID field, click on the down arrow to select a supplier. Hit <tab> or <Enter>
• The default A/P account set up in facility information screen will show on screen. You can change this account by click on tool icon next to "A/P Account" and choose another AP account number
• Enter the invoice date, and due date; the software will fill in the post date which is the same as invoice date. You can change the Post Date by typing over
• "Post Date" have to be in current accounting period and is the date you want to post the invoice to General Ledger. "Invoice Date" is the actual invoice date. (Aged Payable report is based on "Invoice Date"). ; now you are ready to enter invoice information
• Enter quantity for automatic invoice calculation based on an existing unit price
• If you track items, click on the tool icon to select an item or return to ITEMS menu to create a new item; otherwise, leave blank
• If you choose an item from the existing list, MedEasy will fill in item description, general ledger account number, and unit price for the item; otherwise, complete the entry by providing those information.
• Repeat the same procedure to enter all the items on the invoice; if the payable amount is not in dispute, make sure the vendor’s invoiced amount matches the invoice total on the screen
• Use DEL LINE ITEM or ABANDON keys to delete a line or abandon data entry
• Once satisfied with the information, SAVE.

 

• From ENTER INVOICES screen, click on VIEW button to activate all invoices in a given accounting period
• Click on an invoice to view the complete entry
• Click on DEL button to delete the entire invoice
• Click on DEL LINE ITEM button to delete a line item
• Edit amounts or item price by typing over the field
• Complete the changes and click on SAVE button to save the entry.

 

To select invoices for payment:

• Go to the APGL main menu
• Select TASKS
• Activate SELECT FOR PAYMENT

 

 
 
 


 

• All the unpaid invoices will be displayed on the screen.
• If you have not done so, enter the first check number
• Enter check date
• The default A/P cash account set up in facility information screen will show on screen. You can change this account by click on tool icon next to "A/P Account" and choose another cash account number
• To select or deselect an invoice for payment, place the cursor on the line of data and click on the SELECT/DESELECT button
• Once you select an invoice, the amount due will be copied into amount paid column. You can change the amount paid if you do not wish to pay the entire amount due of the invoice by typing over
• You may preview the checks (PREVIEW button) or save and print the checks (Save/Print button)
• CLOSE the screen.

 

To issue/print individual checks:

• Go to the APGL main menu
• Select TASKS
• Activate PAYMENTS
• Click on VIEW to review previous payments; click on NEW to pay an unpaid invoice
• In the Vendor ID field, click on the drop down menu to select a vendor; MedEasy displays a list of unpaid invoices for that vendor

 

 
 








• Use SELECT/DESELECT button to create a check for the invoice
• You have the option to pay either the invoiced amount as it appears on the screen or modify the payment amount in "Amt. Paid" column
• Click on SAVE button; follow MedEasy prompts to print the check
• If you decide to postpone check printing, activate the PAYMENT screen and select VIEW. You have the option to print, void or delete the check(s). Recall that deletions require a password.

 

Where necessary, you may issue a check without first creating an invoice. Essentially, you will repeat the same steps as outlined above. Note that a vendor ID must exist.

The only exception is that you are applying checks against expenses as opposed to an invoice. Refer to the nested screens at the bottom of the payment screen. Make sure you are in the "Apply to Expense Screen" and proceed.
 
 

• Income statement
• Balance Sheet
• General Journal Entry Report
• General Ledger Detail Report
• Trial Balance
• Aged Payable Report
• Invoice Batch Report
• Check Register
• Chart of Account
• Vendor List
• Vendor Ledger
• Print 1099

Income statement
Income statement enables you to examine income and expenses for range of periods, reflecting the difference as a profit or a loss. MedEasy’s income statement sums total for the following:

• Total revenues
• Total operating expense
• Net income from operation
• Total non-operating expense
• Net income after non-operating expense
• Net income

There are columns for current month and year-to-date (YTD) figures, as well as percentage and Per-Patient-Data (PPD). Subtotals for chart of account category and subcategory is also provided. Refer to "Maintain Chart of Account Screen" to learn about setting up categories and sub-categories for your chart of account.

This report also compares income and expenses to the amount budgeted for. Budget amounts are entered through the "Maintain Chart of Account Screen."

A Patient Days Summary Report" is also provided for the same range of periods. This report will inform you of the number of patient days used to calculate PPD column on your income statement report.

Balance Sheet
Balance sheet enables you to examine assets, liabilities, and capital of a your business as of a last date of specific accounting period. MedEasy’s balance sheet sums totals for the following:

• Current Assets
• Fixed Assets
• Other Assets
• Total Assets
• Current Liabilities
• Long Term Liabilities
• Total Liabilities
• Total Capital and Equity
• Total Liabilities and Equity

General Journal Entry Report
This report enables you to examine list of all General Journal Entries for range of periods. The report is sorted by JE transaction date and then the reference and displays the following:

• JE transaction Date
• JE reference
• Account number
• Account description
• JE description
• Debit/Credit Amounts

General Ledger Detail Report
This report enables you to examine General Ledger entries for range of periods. You could print this report for either all accounts or range of accounts. The report is sorted by account number and displays the following:

• Account number
• Account description
• Transaction date
• Reference
• Journal
• Description of journal entry
• Debit/Credit amount
• Running balance

Trial Balance Report
This report enables you to examine the Trial Balance for a period.  The report can be displayed on screen and then printed to a printer or you can print to a text file so that you can import the data into a spreadsheet.  The report is sorted by Account number and displays the following:

• Account Number
• Debit 
• Credit
• Totals

• Vendor ID
• Vendor name
• Invoice number
• Invoice description
• Invoice date
• Due date
• Invoice amount due broken down by aging categories

 

• Batch Number
• Enterydate
• Vendor ID
• Vendor Name
• Invoice Number
• Invoice Date
• Quantity
• Item
• Item Description
• GL Account Number
• Account Description
• Price
• Total
• Invoice Total
• Vendor Total
• Batch Total
• Report Total

Check Register
This report enables you to examine all checks for either range of periods or range of check numbers. The report could be sorted in different ways based on your selection criteria. You could also print summarized or detailed version of this report.

 
Selection by periods: In this selection you can choose the following:
• Sort by Check Number
• Sort by Check Date
• Detailed check register (sorted by check number)
Selection by check number: In this selection you can choose the following:
• Summarized (sorted by check number)
• Detailed (sorted by check number)

Chart of Account
This report enables you to examine list of your chart of accounts. The report could be sorted by account number or grouped by account type and displays the following:

• Account number
• Account description
• Account type
• Budget amount
 

• Vendor ID
• Vendor name
• Vendor address
• Contact person
• Default GL account
• Tax ID
 

• Vendor Id
• Vendor name
• Transaction date
• Reference
• Type of transaction (CDJ or PBJ)
• Debit/Credit amount
• Balance
 

When you choose this option, a list of vendors who are setup for 1099 will be displayed on screen among with the total amount of checks issued to them during the specified year. You can also add any additional amount to their total at this point and select the vendors for whom you wish to print 1099 form.

Note that you should setup 1099 type at "Maintain Vendor Screen".