Session 1-3 and 1-4 Sage 300 CRE: Advanced Accounts Payable Lab (Parts 1 and 2) Presented by: Kathy Lewis Kathy Lewis Consulting

Transcription

1 Session 1-3 and 1-4 Sage 300 CRE: Advanced Accounts Payable Lab (Parts 1 and 2) Presented by: Kathy Lewis Kathy Lewis Consulting Kathy@klcvision.com

2 Credits/Revision History Original Author(s): Jeff Gillig, Aronson LLC Revision Date: Sept 13, 2017 Major Updates Include: Update job setup screens for version

3 Session Objectives This session will give you the fundamentals of the newer feature in the accounts payable module. After completing this class you will know how to import invoices, how to manage credit cards, how to process EFT (Electronic Fund Transfer) payments, manage Lien Waivers and setup and use the Subcontractor Compliance features. 3

4 Newer Functionality? Available since inception(?) Import invoices Introduced 9.8 Manage credit cards Introduced 12.1 Electronic payments (EFT) Setup and use Subcontractor Compliance features Manage lien waivers 4

5 Import Invoices Why use? Saves time Improves accuracy It s easy! When? Good for repetitive invoices (monthly, etc.) Alternative to setting up recurring invoices When data is received electronically To enable outside tool integrations 5

6 Opportunities for Importing Invoices Subcontractor requisitions Employee expense reports Supplier activity (like Home Depot) Intercompany invoicing Integration with 3 rd party products Other ideas? 6

7 Import Invoices Workflow Start Create import file Original file (text) Start Import invoices Imported Invoices Fix errors and import rejected invoices Rejected Invoices Reject file (text) New.API After importing, invoices still need to be posted!!! 7

8 Choice of Import File Formats Variable Dynamic format based on AP settings Changes to certain AP settings will impact the import file format Fixed Static format Will not be affected if AP settings are changed Consider using only if Importing to multiple data sets with different AP settings Importing from 3 rd party software Changes are often made to AP settings 8

9 Closer Look at the Variable Format Variable format before making changes in AP Settings Tax and Date Received enabled in AP settings 9

10 Where to Import Invoices? In AP, go to Tools-Import Invoices File to import File to send rejections to Click to preview/print the Variable import file format 10

11 Important Import Invoices Facts Imported from a comma-delimited text tile based on 1 of 2 specified formats Entries are verified and run through a set of business rules ex. Vendor id exists, GL account number exists If rules aren t met, entries are sent to the rejection file The import file is not deleted after importing The system doesn t warn if the file was previously imported, but duplicate invoices will be rejected Cannot import credit card payments that are linked with the new AP functionality 11

12 Hands-on Import Invoice Practice 12

13 Manage Credit Cards Introduced in 9.8 Allows the ability to record individual payments for each issued credit card throughout the monthly billing cycle Can track payments of multiple credit cards for multiple credit card vendors Includes a statement reconciliation tool 13

14 Credit Card Workflow Credit Card Setup and Workflow Setup Setup Credit Card Vendors Setup Credit Cards Workflow Record Payments by Credit Card Reconciliation Verify Monthly Statement Pay Credit Card Vendor Create Invoice (for c.c. vendor) Print Checks or Record Manual Payment 14

15 AP Settings In AP, go to File-Company Settings-AP Settings Sample entry for credit card payments: Dr. expense account Cr. cc payable account Sample entry when credit card statement is recorded: Dr. cc payable account Cr. accts payable account 15

16 Credit Card Vendor Setup Credit cards can only be setup for vendors setup with a type of Credit Card The Vendor Type section becomes grayed out (and cannot be changed) when one or more credit cards are linked to the vendor 16

17 Credit Card Setup In AP, go to Setup-Credit Cards Click to see a list of credit cards (and associated vendor) Click to create a new credit card Credit card vendor this credit card is linked to Name of this credit card 17

18 Additional AP Tasks Use this task to record all of the credit card payments between payment cycles Use this task to reconcile the credit card statement with the previously recorded cc payments and to record the cc invoice to pay the vendor 18

19 Hands-on Credit Card Practice 19

20 Recording EFT payments Timing EFT previously executed? Use Record Manual/Print Quick Checks Need to generate payment(s) file? Use Generate Electronic Payments Can generate a file that can be sent to the bank to pay vendors Similar to direct deposits in PR 20

21 Record a previously executed EFT payment In AP, go to Tasks-Record Manual/Print Quick Checks Select EFT Payment Enter a reference for the transaction Other than the above differences, this is the same as recording a manual check 21

22 Need to Generate an EFT File? In AP, go to Setup-Vendors. Enter the vendors bank routing, account number, and account type. Click Prenote only so that the first EFT sent for this vendor will be a test. (The vendor will get a paper check for the first EFT). After the prenote is complete, the Prenote date will have a date and Prenote only will be cleared. 22

23 Enter Vendor Payment Default In AP, go to Setup-Vendors Chose the default Payment type 23

24 Generate Electronic Payments In AP, go to Tasks-Generate Electronic Payments Specify the Effective date and Electronic payment path Will generate a notification file vs. printing checks Each bank may will require a different file format, use Options to modify the file layout 24

25 Closer Look at Generate Electronic Payments - Options Be sure to review the help topic for guidance when setting up the electronic payments file in accordance with your bank ACH requirements 25

26 What does the payment file look like? The format of this file can vary, depending on the options selected in the Generate Electronic Payments-Options window 26

27 Hands-on EFT Practice 27

28 Subcontractor Compliance Introduced in version 12.1 Managed in Subcontractor Compliance Management Use to manage receipt the following Lien waivers Insurance Certified reports Miscellaneous items (user-defined) 28

29 Records of Expectation The compliance functionality is focused on generating and maintaining records of expectation, similar to a check list Generally items will be out of compliance if not marked received in Subcontractor Compliance Management 29

30 Where is Subcontractor Compliance Management? Available in both AP and PJ. PJ AP 30

31 Subcontractor Compliance Management Job filter Vendor filter Compliance type toggle Records of expectation* Status filter *Records of expectation can be both automatically and manually entered 31

32 What Happens if Out of Compliance? Select invoices to pay warning Warning during invoice entry Block payment notification 32

33 How are Compliance Items Created? Can be both automatically and manually entered Generated based on combination of settings located in AP Settings-Compliance Settings Job setup (Job Compliance tab) Vendor setup (Insurance/Compliance tab) Certified Reports Service 33

34 Compliance Settings In AP, go to File-Company Settings-AP Settings Overall subcontractor compliance settings are available in AP Settings New (Subcontractor) compliance settings 34

35 Controlling the Warnings Warnings can be controlled separately for each of these compliance items: Lien Waivers Certified reports Insurance Miscellaneous These are the warnings that can be controlled for each compliance item. Clear the check marks to turn off. 35

36 Lien Waiver Settings Tabs to toggle between the 2 lien waiver types: Conditional Unconditional Neither type are required and each can be set to: Create Do not create Regardless of setting, lien waivers are not created for invoice distributions that are not associated with a job! 36

37 Create Partial Lien Waivers at Invoice posting Lien waiver created when invoice is entered. Amount is before retainage and discounts are deducted. Invoice payment selection Lien waiver created when invoice is selected for payment. Amount is before discounts and after retainage is deducted. Invoice payment Lien waiver created when invoice is paid. Amount is after retainage and discounts are deducted. 37

38 Lien Waiver Through Date Payment date option only available with Unconditional lien waivers Example dates: Invoice date = 3/25/15 Payment date = 4/25/15 Actual check date = 4/15/15 Last day of month for invoice Through date is the last day of the month based on the invoice date. Through date = 3/31/2015. Invoice date Through date is the invoice date. Through date = 3/25/2015. Payment date Through date is the date of payment. Through date = 4/25/2015 (this is not the actual check date!) 38

39 Final Lien Waiver Amount The default amount of the final lien waiver can be either: Invoice amount - or - Revised Commitment total 39

40 Remaining Lien Waiver Settings Default report formats can be specified for both Conditional and Partial lien waivers Select to create lien waivers for all vendors if specified in job setup, regardless of the setting on the vendor 40

41 Certified Report Compliance Setting System compares this date with the certified report week ending dates in Subcontractor Compliance to determine if a compliance warning is necessary 41

42 Vendor Setup Changes Manage requirements/ dates for up to 6 separate insurance types (can also require per commitment) Specify additional misc compliance items Click to enable lien waivers (if not checked, lien waivers will not be created - can be overridden in Job setup and AP settings) 42

43 Job Setup Changes Jurisdiction matching for misc. compliance items Force final compliance review before final payment of commitment Settings by Vendor Type Lien waiver controls Certified report controls 43

44 Commitment Setup Changes Click to allow final payment (if specified in Job setup) Manage commitment-specific insurance requirements (if specified in Vendor setup) Settings to require lien waivers, certified reports, etc. from secondary vendors Record receipt of pre-lien notices 44

45 Creating Lien Waivers As a general rule, lien waivers records will be created for a particular vendor invoice/payment on a particular job IF In AP Settings, create lien waivers is turned on AND In Job Setup, generate lien waivers is checked and the invoice/payment is greater than the minimum amount specified. AND In Vendor Setup, create lien waivers is checked OR In AP Settings, enable lien waivers for all vendors is checked 45

46 Lien Waivers Example Invoice Distributions Lien waiver records created when invoice paid Check information 46

47 Printing Lien Waivers In AP, go to Reports-Lien Waivers (Optional) Filter by Job and/or Vendor (Required) The default reports allow printing based on Issued from/to date range (Required) Maximum through date Default lien waivers do not allow printing by check range! 47

48 Managing Lien Waivers in Subcontractor Compliance Many of the fields can be changed as necessary by typing directly in the cells in the window below Lien Waiver Types Conditional (partial and final) Unconditional (partial and final) Pre-lien notice If through date is incorrect, change it here 48

49 Vendor Insurance Vendor insurance compliance items are created if, within Vendor Setup Proof of Insurance is checked, but no expiration date is entered OR An expiration date is entered, but it has expired Can be tracked separately by commitment 49

50 Vendor Insurance Setup In AP, go to Setup-Vendors-Insurance/Compliance tab Warning if entered and expired (based on system date) Warning if an invoice is coded to a commitment with a missing or expired expiration date (based on similar settings on commitment setup) Warning if checked and no expiration date is entered Allow printing of checks even if out of compliance 50

51 Managing Vendor Insurance in Subcontractor Compliance Options: Outstanding, Received, Expired, Outstanding or Expired, or All Any changes entered here automatically update either the Vendor or Commitment 51

52 Certified Reports Requires the use of Commitments Requires use and configuration of the Certified Report Service Creates a weekly generated record of expectation if In Job Setup, require certified reports is checked AND In Commitment Setup, the actual start date has a value AND The Certified Report Service is running on the server 52

53 Certified Report Service ON THE SERVER Go to Start-All Programs-Sage-Sage 300 Construction and Real Estate- Reporting and Other Tools-Certified Report Service Setup Turns services on or off (if not enabled, records of expectation will not be created) Service will run once a day at this time Specify a S300 CRE username and password (if security is enabled) 53

54 Trigger to Start Tracking Certified Reports for Jobs Where Required In JC, go to Tasks-Enter Commitments To start generating records of expectation for Certified Reports, enter an Actual Start date Will receive a warning if the job requires certified reports and the commitment Actual Start date is missing 54

55 Managing Certified Reports in Subcontractor Compliance Options: Out of Compliance, In Compliance, or All Options: All, Primary, Secondary 55

56 Miscellaneous Compliance Items User-defined compliance items Configured in Vendor setup includes Vendor and/or Job level compliance Can enforce by jurisdiction Specify final compliance only items Use Custom Descriptions create optional lists 56

57 Misc. Compliance Items Warnings are created if Marked required, but not received OR Item past its expiration Examples Received signed contract? Received completed W-9 form? Received valid state trade license? 57

58 Custom Descriptions Setup In AP, go to File-Company Settings-General-Custom Descriptions User-defined miscellaneous compliance items Examples of Misc Compliance Types Click to modify lists 58

59 Miscellaneous Compliance Items Setup On Vendor Setup-Insurance/Compliance tab, click Misc. Compliance Items Don t warn until Commitment final approval (works only if Require Final.. Approval selected on Job) Must match Jurisdiction on Job for warning, or be Not Specified If Required, will warn if not Received Creates a job record of expectation when a commitment is committed If entered, will warn if expired 59

60 Managing Misc. Compliance Items in Subcontractor Compliance Options: Outstanding, Received, Expired, Outstanding or Expired, or All 60

61 Managing Overall Compliance Picture Explore new compliance reports and inquiries AP-Inquiry-Subcontractor Compliance AP-Reports-Compliance PJ-Inquiry-Subcontractor Compliance PJ-Reports-Compliance Use Sage MyAssistant, Sage MyCommunicator, and/or other notification tools to automatically communicate compliance issues 61

62 Storing Scanned Images Images of the compliance items stored using Document Management can be displayed using this link 62

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