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Also see Procedures
  1. Enter Creditors Invoices. If integrated with Suppliers Orders, only enter sundry creditors (non-stock invoices: wages, electricity, phone, etc.), the stock invoices are imported from Costed Orders.
  2. Update the Invoices to the Creditors records and the General Ledger.
  3. Select invoices for payment and check Cash Requirements.
  4. Run Remittance Advices and make payments.
  5. Payments update Cash Book and the Creditor's records and the GL.
  6. Present cheques from bank statements.


F3 List and balances.
F4 Contact details.
F5 Name and address details and T for extra text if applicable.
F6 Month and year to date figures and current balance.
Transactions. F8 Set up Details.


Key in Creditor's code and / or Invoice reference
History No.: e.g. 01 for most recently archived invoices.
F3 for list - Enter for details.
Supplier "Order" No. only on invoices imported from Supplier Orders.
Status: space / Entered (not updated), Processed (updated) or Cancelled
Transaction Types: 1 for Invoice or 2 for Credit.
Information displayed includes GL code and text, quantities, GST and totals.


Enter through work file name and change or accept print settings: there's not much point in keeping the print out, so you could save and delete e.g. "P-CRIN".
F5 Batch Header and sF1 System functions: both these functions allow you to turn on various defaults for the duration. They can be overridden while invoicing and revert back to normal when the program is exited.
F2 / Enter to input invoices.

At the next screen:

Enter any further invoice lines, F9 to end input.

Should an error message display Enter and make corrections.

Check GST and Gross totals are correct on the Trailer, Enter to accept - OR Esc and F6 to fix.
If incorrect figures are entered, do NOT just correct the GST at the Trailer; Esc and correct the entry.
N.B Also see Corrections below.


If the Invoice is updated with the wrong amounts, the easiest way to fix this is to make a Credit for the exact same values and re-enter the invoice correctly, taking care of Creditors and GL.

Hold for query: H allows the invoice to be updated but the status is Held for payment. Only applicable to some invoice programs.

At Program Options:
F9 to Process - this is preferable to building up a big batch which may contain errors.
OR Enter for the next Invoice.
OR F6 to immediately return to make a correction (see below), you are prompted to key in the line sequence No.

During input:
F7: Delete the whole Invoice / F2 to confirm.
F6: For the line the cursor is on:
Use the Hot Column to change the value and Enter to accept
F5 to insert a line below
F6 to change any details
N.B. Check the GST when you do this. F7 to delete - F2 to confirm line deletion
Record Sequence box: End, End and key in line number for a long invoice
10 to change the Header (Creditors name etc.)
Use to add up to 9 lines between e.g. lines 30 and 40.
If you get into a real mess, Esc the invoice program and re-enter
Enter through the workfile name then F7 to delete the record and F2 to confirm.
N.B. This will delete any other Unprocessed invoices on the workfile.

To Fix an entered invoice (but NOT updated).
At the Program Options F6 to re-call; F3 to pluck and make any corrections as above.

To Cancel an entered invoice.
At the Program Options sF7 to cancel; F3 to pluck. F2 to confirm.


See sample.


Can be run for a single supplier.
Run Periods 0 to 99 occasionally for Entered invoices to check if there are any un-updated invoices in unexpected periods.

Y to select: Defaults to unprocessed Invoices and Credits.
Change as required - Entered OR Processed OR both.

Print to: see Print Manager.


If required, run a Costings Register first; importing clears the file and you will not be able to print the report.

You may want to update these invoices as a separate Batch for audit purposes. If so, run an Invoice Register (to check for any Unprocessed Invoices) BEFORE importing the Costed Orders, and update if required.

The import defaults should not need to be changed. The costings are imported as Entered invoices.

Accounts can be tagged to suppress importing to Creditors.


N.B. run a Control Report and BACKUP FIRST from menu and OK, a log is printed. If an error occurred during the update it may be necessary to restore the files from the backup - then print another Control report to ensure totals are the same as the first control report.
N.B. Do NOT attempt to restart an update if it stops for any reason. This will create duplications and imbalances. Call Cogito.

An Update may be run any time - the current period is prompted. ALL the entered invoices for the period will be updated. If for any reason you do NOT want a particular invoice updated, you could change the period on the invoice - remember to change it back again.

If an error warning comes up e.g
Processing Trans: COG 4566 WARNING - Missing Header
an invoice is corrupted. The Update will pause, print screen or write down the Creditor's code and No. Then Enter to continue. Call Cogito.
Invoices and Credits are updated to the Creditor's records and to the GL.
The non GST value of each invoice line is posted to the selected GL account (Stock, Phone etc.)
the GST total to the GST Expenses account
Batch Total (GST Inclusive) to the Creditors control account.

If Manually Paid cheques were entered with the invoice, the payment is updated to the Creditor's records but NOT to the GL. Run Post Payments to GL straight after this or as required.

A print out and a Control Report are produced; keep these for your files.


This runs immediately after Invoice Updates and Payments. Also run immediately after the Roll - it will then show the Creditors Opening Balance for the new month.

Run any time for a summary of Creditors totals. The Report runs automatically once selected. Accept or change Print to. Accept Y to print Trial Balance summary.

Various values are shown: totals in the left hand column are for the month / period you are currently in and those in the right hand column include the NEXT month / period if applicable.

CRP10e.g. October (07) November (08)
Opening Balance from last roll e.g September
Purchase 8,534.89 (plus 414.00 to Per 08)
Credit 415.00 (plus 645.00 to Per 08)
Payment 3,427.00 (none to Per 8)
D/Credit -6,096.26 (none to Per 8)
Total Posted (Invoices+Credits+Payments)
Closing Balance (Total Posted + Opening Bal)

Base (invoices less GST) plus Nontaxable invoices
Base + Tax (Total Invoiced)

The Opening balance is the previous period's Closing Balance.
Current and period totals for each transaction type (Invoices, Credits and Payments); the total transactions posted; closing balances; GST and non GST totals are all itemised.

The CLOSING BALANCE in the right hand column should equal the Total value in the Trial Balance and the Creditors account of the Ledger (unless GL Journals have been made into this account). Current Period GST value should equal the GST Expenses account in the GL (unless Journals have been made into this account).

If a warning about balances prints, have your audit trails available so we can assist you in balancing. Do NOT continue on, call us first. See samples.


Run after invoice updates and payments, run at the end of the month before the Roll and keep for your records.

The Total of a complete Trial Balance should equal the closing balance of the Control Report which should also equal the current balance in the creditors account of the General Ledger.

Usually you will have made your invoices due on the 20th of the month - the report puts the totals into the "Future" column until that date. You can, however, change the date to the 20th when running the report this moves these amounts into "Current".

Several formats can be run (see sample): crp04


To select payments you can either:
  1. Automatic Payment Selection:
    Paid by: (Direct credit, Cheque, Both)
    All Transactions with Date Due on or Before: accept or change the date
    Select Creditor Status: S (Normal, Supplier, Vendor, O/seas, else all)
    and / or types: up to four (or else all)
    Y and Enter to confirm. Changes from Not due to Due.
  2. Options 2 and 3 operate in the same way:
    Enter on each line to change the status according to the selected action. A running total displays.
    OR End End to key in a Creditor's code and F3 or Enter.
    OR F6 to change the amount you will pay and / or change the payment method from e.g. cheQe to Direct Credit.
    NB. the column on the far right displays which payment method is to be used.
  3. Query / Release: toggle status between Not due to Held.
  4. Re-calculate total Due: displays total after all changes.
  5. Clear all due - restart: Y and Enter, Changes all Due to Not due, does not change Held status.

  6. crl07
    The following reports can be set to your preferences and your bank account number and company name need to be specified for the Bank Schedule.
  7. Print / review Payment summary: runs 8CRP04D2 Cash Required Report.
  8. Produce the Banking Schedule 8CRP04MD: a .csv file (comma separated) specific to your bank. The file needs the creditor's Bank Account number to be set (and optionally DC Ref) and also set Our account code. This file "Bank.txt" can then be uploaded to your bank as per the bank's instructions.
    NB. A Direct Credit batch is treated as a single transaction on your bank statement.
    NB. Direct DeBit payments can go in the same batch but will NOT be printed to Bank.txt.

    Remittance Advices need to be run for Due invoices.
  9. Print remittances 8CRP04R2 for Suppliers who do not supply an email address, but you want to post or fax it to them.
  10. e-mail remittances 8CRP04M2 for Immediate sending: be aware that this will take some time to process.
  11. Post Direct Credit payments to the Ledger.

N.B. If a negative total is selected for an account, this total will print in the "Not Due" column. You cannot make a negative Direct Credit or cheque printing payment BUT it is possible to make a negative manual cheque payment - take care.

If you make a mistake and pay an invoice twice, you will not be able to select the invoice the second time: create a $0 invoice and select against that to make the credit balance.

If you have selected and paid your invoices but the Total is less than expected, go back into the payment selection program and find any "D"ue invoices which were not paid. The usual reason for this is that the Creditor's Payment Method has not been set or the wrong method was used.
You can change this, see Payment Option No. 2. above or there is a Toolkit 8CRX16PB to change the payment methods:


N.B. Make sure you ONLY select Status Due to Due

8CRP04M2 E-mailing Remittance Advices

Make sure your suppliers have an e-mail address and have the Remittance flag set to Immediate for those receiving e-mails, it can be left blank if you will post them. Messages can be attached to emails.

We suggest that you run 8CRP04M2 for ALL suppliers: the report type needs to be eXport. The Immediates will be sent while the program is running and all the PDF remittances and a log, CMLOG.txt, will be saved to your COGMAIL/OUT directory. Now run your print version of remittances for NOT Immediate and post. As part of the End of Month schedules, PDF remittances can be filed in monthly directories for your records, and can be accessed at any time. Remittances can be printed for posting and faxing.


Set-up the printer or Print Manager. Payments update the Creditor's records and the Cheque Register but NOT the General Ledger, this needs to be done afterwards.
F2 or Enter.
OR F5 for Automatic payment
ONLY if your system automatically assigns cheque numbers:
ONLY if you are VERY sure of your selections
and have either NOT written cheques
OR have written them in creditors code order (as per Cash Required)
OR have only one cheque to process.
F6: F7 to delete a line and F2 to confirm
F7 to delete the whole payment and F2 to confirm

F9 to end, the Total is displayed. Enter to accept and F9 to process
(OR sF8 to print without updating to come back to update the workfile later.)
Control Report prompt: Y to clear.
Run a Trial Balance; file the payment print out, Control Report and Trial Balance.
Post the payment to the General Ledger.

Suppliers Statements

These come in by post and email: date stamp and highlight invoices that agree. Once the statements are reconciled they can be filed, otherwise keep them in the wooden folder while costings continue.

Prepare Suppliers for D/C Payments

You will only need to prepare current Creditors: check which accounts have been used recently by running 8CRP04C1 for all Creditors and in Screen 3 - Conditions #4 Active / inactive: set to e.g. 24 months and Active.
When setting up an account for D/C make sure that the following is in place: (also see Creditors Accounts).
You can prepare accounts but leave the Payment method as "Q" until you are ready, keep a track of the accounts you have changed in a spreadsheet and change to "D" as a batch using 8CRX06PM. 8CRP04EB - Direct Credit Export
    Change Payment Method: Q to: D

        List file name....e.g. ccCRPM.CSV
RANGES: Accounts..........          to: zzzzzzzz
        Status Codes......          to: z
        Creditor Types....          to: zzzz
        Buyers............          to: zzzz
        Paid by...........          to: z
        Departments.......          to: zzzz
        Branches..........          to: zzz
        Mail codes........          to: zzzz
   * in "from" field = any value, ? = any character

NOTE: Extreme care must be taken when the .CSV file has been built from Excel - you MUST ensure that NO field (cell) contains a comma. And you must not move or delete columns.
Print detailed list of the D/C details with 8CRP04EB with e.g. a Creditor Address format.


Run 8CRX16PM: this changes the Payment Method flag on invoices for Suppliers with "D"irect credit on their record (as above): set the Status field to "N"ot Paid. Once the "D"irect credit field is set on an account it will automatically flag their invoices as they are costed, but this catches any invoice that has already been Costed. Also see option 2 of Payment Selection where F6 allows you to change the payment type as you go.

Also see Creditors Setups for bank account details etc.


Change or accept print settings. Enter through, total from payments selection Results display - Enter
Y to post payments to the GL.
Direct Credit Range: Enter
Remittance advises are optionally printed.
Postings printout and a Direct Credit Schedule are printed OR may be re-printed.


Prints cheques for Due invoices, updates the Creditors records and the Cheque Register, option to post payments to the General Ledger.

BACKUP and set-up your printer first. See sample.

Print cheques:
Select a Creditor's range or Enter through for all.
Key in the first cheque number, accept or change date and Enter. 7 digit cheque No.s are accepted.
Y to Test line up: prints a dot on the stationery.
Enter again to print cheques if page line up is correct.
Results are displayed Enter to continue.
Y to post payments to the GL.

Reprint: if e.g. your stationery scrunched up during printing.
Key in the cancelled No. range
and the new starting cheque No.
Overprint: if e.g. you had the wrong stationery in the printer.
Key in the cancelled No. range
and the same starting cheque No.


Enter on Monthly roll - this clears the accumulated values on the Control Report.

The roll updates the calendar month date (not the financial period). A warning displays if the month is incorrect, i.e. you have already rolled once for this month or the roll was missed last month. Key in OK if you are sure and rolled while using an early or late date.

N.B. At the end of your financial year, run the Yearly Roll INSTEAD of the Monthly Roll. Select Y and OK to confirm - this resets year to date totals as well.


This differs derpending on your main choice of payment.

Two Periods may be effectively "alive" at any time: e.g. you may enter and update the last invoices and payments of August AND the first invoices and payments of September at the same time.
N.B. take care which period you are posting to.

All procedures, apart from the Rolls, can be performed continuously throughout the month. Your End of Month / close-off date depends on your company's policies. You may close off any time in the current or following month - e.g. you may accept Creditors invoices for August up to the 10th of September before rolling August.

You may pay all accounts on the 20th of the month or one or several invoices throughout the month as cash flow permits and according to trade agreements with your Creditors.


  1. Enter invoices as they arrive and import Suppliers Costings regularly.
  2. Check your totals against Supplier's statements
  3. Run an Invoice Register; check Period, Value, GST and Due Dates.
  4. BACKUP.
  5. Update invoices and Post any generated Manual Payments to GL - file print-outs.
  6. Print a Trial Balance if required, check Total matches Control Closing Balance, and file.
  7. Select invoices for Payment.
  8. Run Cash Requirements Report. Repeat 6 and 7 as necessary.


  1. Print remittance advices if required.
  2. BACKUP. Input and process Payments - file print-out.
  3. Post payments to GL - file print-out.


  1. BACKUP.
  2. Set-up printer.
  3. Print cheques and Direct Credits and post payments to GL. File printouts.


  1. Print and file a Trial Balance. Trial Balance "Total" should match Closing Balance on Control Report, and "Current Balance" in the creditors account in the GL.
  2. Present your payments from your bank statements.
  3. Print a register of Un-presented items.
  4. Print Current Position / Bank Reconciliation for closing bank position and file.
  5. At Close-off date BACKUP - Roll Creditors and General Ledger. Print a Creditors and General Ledger Trial Balance for the end of Period and file.


Add, change and delete Creditors records. Also see Codes and Maintenance .
N.B. Remember that this will impact on Suppliers Orders as well.

Select a creditor - F3 to pluck
F6 to Change
and F9 to save changes.
OR F6 to make more changes
OR Esc to exit without saving.
F7 to Delete
and F2 to Confirm
OR Esc to exit without deleting.
N.B. Do NOT delete a record with a balance.
Key in the code and F4 to Undelete the LAST deleted record only
and only if you have NOT exited from the Maintenance program since it was deleted.

Key in a new code at the prompt then:
F5 to Add the new key code to a blank record.
OR F8 to Copy as the LAST record on screen.
OR Esc to return to Creditor Code prompt without saving.
N.B. F8 will copy balances (not transactions) if SetUp is enabled - accept or clear these.
F3 Pluck for any context sensitive fields on your system, e.g. "Status".
Some fields can be set to defaults of your choice. Not all fields need to be filled.
F9 to End Input and save your data when you have finished or need to exit.
OR F6 to make further changes
Error messages display if you fail to fill in necessary fields or use an invalid code. Press any key and correct.

Contacts and e-mail settings.
E-mail Immed Print CSV Ver No Update
Orders I       N
PFC's   P      
Remittance I        
In the above e.g. Orders are emailed, Pro Forma Credits are printed, and Remittances are emailed.
No Update: Any name and e-mail address can be keyed in during Ordering and reprinting as e-mail with the option of updating Contact 1 on this record. N prevents overwriting of Contact 1's e-mail and name.
Documents to send: Orders (default to contact 1), Remit Adv, PFC's (default to contact 2)



8CRL18C1 Transaction File Maintenance

These records of processed Invoices, Credits and Payments should be accessed by advanced users only - be sure you know what you are doing, there is no Audit Trail for changes - changes are immediately reflected on Creditor's accounts but NOT the Control Report. This can be useful as a lookup for Batch numbers etc. One use that is OK, is changing the payment type of an unpaid invoice, but there is a Toolkit for this.
Enter Account: e.g. COG Date: 01/09/2008 Seq: 0 F3 to lookup
Scroll through screen as normal, Enter to select.
F6 to Change, F7, F2 to Delete or ESC to Ignore
N.B. F4 Undelete does not replace the deleted record.

8CRL19C1 Invoice File Maintenance

Be sure you know what you are doing if you use this, there is no Audit Trail for changes. Unprocessed documents can be deleted but changing Processed Invoices or Credits can cause errors - use the corrections facility.

8CRL84T Invoice File Audit

A useful program to run from time to time to check that all is well with the invoice file. Enter through as it is for a print out of any errors. Shows: Duplicates (though these may be genuine), Imbalances and suggested corrections, and missing parts (invoices have a three record Types - a Header, one or more Details, and a Trailer. If you are concerned about any errors get in touch with COGITO.


See general information on Toolkits.
Branch Buyer Codes
Currency Type
Department Status
Trading Terms Tax Indicator
Payment Method Exchange Rate


Discuss with us first, archiving does not rename older files. Also see Cash Book
Invoices and / or Transactions may be deleted or archived to history files using two separate programs with much the same prompts.


At "Run Type"
A to Archive or
D to Delete.
Arrow down if the history file number is to be changed, Enter to accept
Accept or change the default files to create or add to, Enter.
Select Date range - defaults to set-ups.
Y Only archive if Paid (Transactions - not applicable to Invoices)
Y Only archive if Posted to Ledger (Transactions - not applicable to Invoices)
Account Range
Transaction Code Range: 1 for Invoices, 2 for Credits, 3 for Payments, and 5 for Direct Credits.
Run Number Range (update to Ledger).
Results are displayed.

Next Screen:

Key in a Subject - you may use your own descriptions. Enter ONLY the subjects required (e.g. Account and Status); only these subjects (Creditor, Type and Status) will appear when a report is run using this format.
Reports will try to sort by ALL the selectors you use - set-up different profiles for different selectors.


Key in a Subject No. or arrow up to a subject - you may use your own descriptions.
Enter ONLY the subjects required only these subjects will appear when a report is run using this format.

  1. Summary / Detail (2 fields)
    1. Summary: gives totals only
      Detail: lists each Creditor
    2. Payment Method: Direct credit, Cheque (else both)
    3. space or Local Currency
      or 4x Currency

  2. Purchases / Balances (3 fields)
    1. Month End or Current or end of period:
    2. All accounts or space (default)
      any Balance
      any purchaSe (or Balance)
      any Payment (or Balance)
      any Transaction (or Balance)
      over Limit
      Due Transactions only (i.e. selected for payment)

  3. Overdue for "n" months (1 field)
  4. 1, 2, 3 months
    Or 99 for Credit balances only (not working yet)

  5. Active / Inactive for "n" months (2 fields)
    1. Number of months
    2. Inactive (default) months (weeks)
      Change to Active within above months

  6. Mail Code (4 fields)
  7. Up to four 4-character codes matching mail codes on Creditor Records.
    Allows selection of otherwise disparate groups of creditors.
    N.B. If you choose e.g. two mail codes, the report selects only those Creditors with both.

  8. Discount Code
    Not applicable.

  9. Labels (3 fields)
    1. Number of Labels across your stationery
    2. Number of Labels per creditor
    3. Despatch Reference: Order No.

  10. e-mail selections(4 fields)
  11. e-mail setup prompt
    1. Match Every / None / (Any character): (Every = all conditions must be met)
      When (I,M,U) Csv Prt
    2. Orders
    3. Credits
    4. Remittances
    5. An asterisk "*" in any position will work for any character on the supplier's record,
      but any other character requires an exact match.

  12. Transactions and Payment method (5 fields)
    1. Space or All records or up to 4 of the following:
      Due, Held, Not due, Paid, Unpaid (due, not due, held)
    2. Payment method: cheQue, Direct credit or space for all

See G:\AA\DC\CR-UG.DOC for upgrade notes (29/12/01). Maintenance defaults for adding new Creditors. Processing: Creditors Payment controls:
for payment selections Program Filter Defaults
Cash Requirements 8CRP04D2 C rCRP04D2 CR
Printed Remittances     rCRP04R2 PR
e-mailed remittances     rCRP04M2 EM
Direct Credit bank file 8CRP04MD DC rCRP04MD DC
Process DC payments   rCRL06C2 Auto PL posting
Our Bank Account 060996049460100 (nnn-nnnnnnnnnnn-nnn)
Our Name COGITO SERVICES LTD (on Direct Credits)
For Control Report:      
Trial Balance Summary 8CRP04BS S rCRP04BS S
Print after Payments? Y    
    Remittance message: 4 lines for text message, use bottom lines for better spacing.
    Can change message during run. Only prints on CRP04R2?
  1. Going into bank overnight.

See "P/Ledger Setups" for integration details.

For report grouping.
Suppliers Controls for a fuller version of this.

For report grouping.
A record for each Status.

Key Desc. Type Def. Col. Reverse Status Ref
CRTT01 Purchase I   D   N  
CRTT02 Credit C   C R N  
CRTT03 Payment P Q C R P A or Space
CRTT04 Journal not available          
CRTT05 D/Credit P D C R P A

N.B. Add CRTT05 when upgrading.

Not applicable to Creditors see Suppliers.

Immediate: Pay on Invoice (no credit)
Days: "Qty" is the no. of days' credit allowed (e.g. 30, 60, 90)
Months: "Qty" is the no. of months' credit allowed (e.g. 1, 2, 3)
Day No. If "Months" chosen, pay on this day.
e.g. Type = "M", Qty = 1, Day = 15:
Due on the 15th of the month following the Invoice date

Not used yet

Not used yet

See Suppliers Orders

Should have an 01 (GST) and an 09 (Non GST) Also see DT Tax Codes / Rates.

Two records - an empty branch record and a blank Archive record. Archiving does not rename older files - consider renaming "ccCRI01" to "ccCRI02" first.

Not used yet