Accounts Payable PARTICIPANT WORKBOOK

Transcription

1 Accounts Payable PARTICIPANT WORKBOOK

2

3 INTEGRATED SOFTWARE SERIES Accounts Payable PARTICIPANT WORKBOOK

4 Version 3 Copyright Interactive Financial Solutions, Inc. All Rights Reserved. Integrated Software Series Accounts Payable Participant Workbook. This workbook, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this workbook are furnished for informational use only, are subject to change without notice, and are provided without any express, statutory, or implied warranties. Interactive Financial Solutions, Inc. assumes no responsibility for any errors or inaccuracies that may appear in this workbook. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are for demonstration purposes only and are not intended to refer to any actual organization. Integrated Software Series is a copyright, Solana is a trademark of, and MRDD Solutions and the MRDD Solutions logo are registered trademarks of Interactive Financial Solutions, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.

5 Contents Accounts Payable Overview... 1 Objectives... 2 Stage 1: Vendors and Invoices... 2 Stage 2: Paying Invoices... 2 Stage 3: Invoice Matchup... 2 Stage 4: Reports... 2 Related Resources... 3 Stage 1: Vendors and Invoices Stage 1 Agenda... 6 Sample Invoices... 7 Invoice Invoice Invoice Lesson 1: Setup Overview Options Terms Check Layouts Exercise 1 Module Setup Lesson 2: Adding Vendors Exercise 2 Add Vendors Lesson 3: Viewing Vendors Exercise 3 View Vendor History Lesson 4: Creating a Vendor Listing Exercise 4 Print Vendor Listing Lesson 5: Invoice Overview Lesson 6: Adding a Regular Invoice Exercise 5 Entering Regular Invoices Lesson 7: Memorizing Invoices Exercise 6 Memorizing Invoices Lesson 8: Recalling a Memorized Invoice Exercise 7 Recalling an Invoice Lesson 9: Adding Recurring Invoices Exercise 8 Adding Recurring Invoices Lesson 10: Finding and Modifying Invoices Exercise 9 Modifying an Invoice Lesson 11: Printing an Invoice Listing Exercise 10 Creating an Invoice Listing i

6 CONTENTS Stage 2: Paying Invoices Stage 2 Agenda Lesson 1: Selecting Invoices for Payment Exercise 1 Select Invoices for Payment Lesson 2: Approving Invoices Exercise 2 Approving Invoices Lesson 3: Printing Multi page Stubs Exercise 3 Print a Multi page Stub Lesson 4: Printing AP Money Transactions Exercise 4 Printing Checks Lesson 5: Creating Electronic File Transfers Exercise 5 Creating an EFT File Lesson 6: Printing the Check Register Exercise 6 Printing the Check Register Lesson 7: Rolling Back Money Transactions Exercise 7 Rolling Back Money Transactions Lesson 8: Voiding Transactions Exercise 8 Voiding a Transaction Lesson 9: Opening/Closing Fiscal Periods Stage 3: Invoice Matchup Stage 3 Agenda Lesson 1: Match Up an Invoice Lesson 2: Matching Up a Debit Memo Exercise 1 Invoice Match Ups Lesson 3: Finding and Printing Invoice Matchups Exercise 2 Invoice Matchup Listing Stage 4: Reports Stage 4 Agenda Lesson 1: Invoice Reports Exercise 1 Running Invoice Reports Lesson 2: Vendor Transaction Reports Exercise 2 Running Transactions Reports Lesson 3: Vendor Distribution Reports Exercise 3 Running the Vendor Distribution Report ii

7 Accounts Payable Overview The Accounts Payable (AP) Module provides the tools necessary to track vendors, pay invoices and allocate costs to the appropriate accounts, subaccounts and cost centers. Multiple payment methods and reports are incorporated into the module giving you the flexibility you need. Time saving features such as memorized and recurring invoices are standard. Each invoice has the potential for unlimited distribution across accounts, subaccounts, and cost centers. The Accounts Payable Module training is broken up into four stages. This staged approach will mimic the actual accounts payable process. Each stage will be scheduled and in conjunction with your daily procedures. Stage 1: Vendors and Invoices Stage 2: Paying Invoices Stage 3: Invoice Matchup Stage 4: Reports 1

8 ACCOUNTS PAYABLE OVERVIEW Objectives Objectives Stage 1: Vendors and Invoices After completing Stage 1 of the Accounts Payable training, you will be able to: Understand the Accounts Payable Module Setup Add and Manage Terms Add and Manage Vendors Add and Manage Invoices Stage 2: Paying Invoices After completing the Stage 2 of the Accounts Payable training, you will be able to: Select Invoices for Payment Approve Invoices Print Checks Create an Electronic Funds Transfer (EFT) File Roll Back Money Transactions Void a Check Open/Close a Fiscal Period Stage 3: Invoice Matchup After completing Stage 3 of the Accounts Payable training, you will be able to: Enter a Debit Memo Matchup an Invoice Stage 4: Reports After completing Stage 4 of the Accounts Payable training, you will be able to: Run Invoice Reports Run Vendor Transaction Reports Run Vendor Distribution Reports 2

9 ACCOUNTS PAYABLE OVERVIEW Related Resources Related Resources The following related documents are available from the Solana Support Web site ( Once you register for an account and log in to the site, you will see a link to Documentation on the left. Accounts Payable User s Guide Getting Started User s Guide System Manager Module User s Guide 3

10 ACCOUNTS PAYABLE OVERVIEW Related Resources 4

11 1 Vendors and Invoices After completing Stage 1 of the Accounts Payable Module training, you will be able to: Understand the Accounts Payable Module Setup Add and Manage Terms Add and Manage Vendors Add and Manage Invoices 5

12 1 Stage 1 Agenda Stage 1 Agenda Stage 1 will cover the following topics. We will discuss this topic: On page: Lesson 1: Setup Overview page Lesson 2: Adding Vendors page Lesson 3: Viewing Vendors page Lesson 4: Creating a Vendor Listing page Lesson 5: Invoice Overview page Lesson 6: Adding a Regular Invoice page Lesson 7: Memorizing Invoices page Lesson 8: Recalling a Memorized Invoice page Lesson 9: Adding Recurring Invoices page Lesson 10: Finding and Modifying Invoices page Lesson 11: Printing an Invoice Listing page

13 1 Sample Invoices Sample Invoices We will use these sample invoices in the lessons and exercises of this module. Invoice 1 7

14 1 Sample Invoices Invoice 2 8

15 1 Sample Invoices Invoice 3 9

16 1 Setup Overview Lesson 1: Setup Overview The Setup submenu of the Accounts Payable Module is where you go to customize the lists and options of the Accounts Payable Module for your organization. The majority of the information in the Setup submenu has already been set up for you. However, as you begin to use the software and your organization s needs change you may need to modify these settings. For more detailed information on setup, refer to Chapter 9 of the Accounts Payable Module User s Guide. Options The Options dialog box lets you set up the default days for your invoice reports, set up your direct deposit information and set up credit card transaction file imports. 1. On the Module menu, point to Accounts Payable and then point to Setup and click Options. You will see the Options dialog box: 10

17 1 Setup Overview The Options dialog box is made up of three tabs: On this tab: You will setup: General Cash Requirement Days Report Columns 1 3 Past Due Aging Days Report Columns 1 3 Discount Account GL Cost Center Combine Invoices on one check/ Maximum number of invoices on one check Check Approval Keep Check Preview Window Open Require Check Date to be on or after system date Invoice Entry: Do not set Post Date to Invoice Date Direct Deposit Information from your financial institution about your bank account that is required for electronic file transfer processing unless you have already completed the ACH Info tab of the Chart of Account dialog box for the associated money account (for details, refer to the General Ledger Module User s Guide). Credit Card Import Information from the electronic file that you receive from your credit card vendor. This allows the system to create an invoice for each credit card transaction and distribute it appropriately. 2. Click Edit. 3. Click on the name of the tab and modify the information as required. 4. Click Save. 11

18 1 Setup Overview Terms You will define and manage the financial terms that appear in the Terms lists within the Accounts Payable Module through the Terms dialog box. To add or modify a term: 1. On the Module menu, point to Accounts Payable and then Setup and click Terms. You will see the Terms dialog box. 2. Click Add or select an existing term from the Find list and click Edit. 3. Enter or modify the information as required. 4. Click Save. Tip You can also add and edit a term on the fly by pressing F7 (to add a term) or highlighting a term and pressing F8 (to modify a vendor) from any Terms list. 12

19 1 Setup Overview Check Layouts You will manage your check and stub layouts through the Check Layouts dialog box. To add or modify a check layout: 1. On the Module menu, point to Accounts Payable and then Setup and click Check Layout. You will see the Check Layout dialog box: 2. Click Add or select an existing layout from the Find list and click Edit (or click Load from File (to import a saved layout)). 3. Enter or modify the layout information as required. 4. Click Save. Exercise 1: Module Setup 1. Review your Options, Terms and Check Layouts. 2. Make any modifications as needed. 13

20 1 Adding Vendors Lesson 2: Adding Vendors The Accounts Payable (AP) Module lets you maintain one complete list of vendor information. Your users will appreciate one place to go for all your vendor information. You will add and manage all your vendor information through the Vendors dialog box. Tip You can either add all your vendors at one time or add your vendors as you enter their invoices. For detailed instructions on managing your vendors, see Chapter 2 of the Accounts Payable Module User s Guide. You can open the Vendors dialog box in two ways: On the Module menu, point to Accounts Payable and click Vendors. As you are entering an invoice, in the Vendor Code box on the Invoices dialog box, press F7 to add a vendor or enter a vendor code (you can press F2 to browse for the code) and then press F8 to modify the vendor. You will see the Vendors dialog box. 14

21 1 Adding Vendors The Vendors dialog box consists of five tabs: On this tab: Main Contact Other You will set up/view: An abbreviation or code to associate with that vendor. The full name of the vendor as it appears on invoices. The vendor s name as you want it to appear in alphabetical lists. The vendor s address, city, state and zip code The vendor s current invoices and payment history Up to two contact names for the vendor. The job title of the associated contact. Up to three vendor phone numbers and addresses Vendor status (active or inactive) Your account number with the vendor The vendor s tax ID Default terms for the vendor Default AP account, GL accounts and cost centers Default 1099 Form ID 1 15

22 1 Adding Vendors On this tab: Notes You will set up/view: Any notes about the vendor Payment To add a vendor: 1. Bring up the Vendors dialog box. 2. Click Add. 3. Enter the information as required. Tip You can setup a default vendor by entering 12 Z s or ZZZZZZZZZZZZ in the Code box. The next time, you add a new vendor the default information will already be filled in. 4. When you are finished entering information, click Save. Exercise 2: Add Vendors Default payment method (check or EFT) Vendor s bank account/financial institution information for EFT payments. 1. Add a default vendor that has a default AP Account and Default Terms of Due on Arrival. 2. Add the vendors from the three sample invoices. 3. Set up the vendor in invoice #2 for a Payment Type of EFT Prenote. 4. Set up the vendor in invoice #3 for a Payment Type of EFT. 16

23 1 Viewing Vendors Lesson 3: Viewing Vendors To find an existing vendor and view its outstanding invoices or payment history: 1. On the Module menu, point to Accounts Payable and click Vendors. 2. Click Browse or press F2 to find the vendor. 3. Enter your search criteria into one or more of the fields or click List All. Tip The more criteria you enter, the narrower your results list will be. 4. Highlight the vendor from the list and click Select. The information of the selected vendor will populate the Vendors dialog box. 17

24 1 Viewing Vendors 5. Click Invoices to see the vendor s current outstanding invoices. Tip You can also view the vendor s open invoices through the Invoice Transactions dialog box. You will see the Vendor s Invoice History dialog box. Total amount owed to the vendor 6. Click Close to exit the detail window. 18

25 1 Viewing Vendors 7. Click Transactions to view the vendor s open and closed invoices and payment history. You will see the Vendor s Transactions dialog box. Total amount owed to the vendor Exercise 3: View Vendor History View the invoice and transaction history for each of the vendors in the sample invoices. 19

26 1 Creating a Vendor Listing Lesson 4: Creating a Vendor Listing To create a listing of all the vendors setup in the software: 1. On the Module menu, point to Accounts Payable and click Vendors. 2. Click Listing. You will see the Listing dialog box. 3. Select either Address Listing or Detailed Listing and click OK. 20

27 1 Creating a Vendor Listing You will see either the Address or Detailed print preview. Address Listing Detailed Listing 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. Tip You can create mailing labels by exporting the listing to Excel and then using Microsoft Word s mail merge tool. Exercise 4: Print Vendor Listing Create a detailed vendor listing. Create an address vendor listing. 21

28 1 Invoice Overview Lesson 5: Invoice Overview The Accounts Payable (AP) Module gives you time saving features such as memorized and recurring invoices to help streamline data entry. The AP Module also gives you the ability to distribute each invoice to an unlimited number of accounts, subaccounts and cost centers, giving you the flexibility you need. Tip If you are entering your AP beginning balances, enter any outstanding invoices and distribute them to the fund balance/retained earnings account. For detailed instructions on managing your invoices, see Chapter 3 of the Accounts Payable Module User s Guide. You can enter an invoice in one of five ways based on the type of invoice it is: unique invoices (regular invoices) invoices that are similar, but not exactly the same each month (memorized invoices) invoices that are the same every month (recurring invoices) import multiple invoices using the AP Invoices Excel import template credit card transactions 22

29 1 Adding a Regular Invoice Lesson 6: Adding a Regular Invoice To add a regular or unique invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. You will see the Invoice Transactions dialog box. 2. Click Add. You will see the Invoices dialog box. 3. Enter the invoice detail information as required. Click to assign a new batch number to this invoice and have each invoice that follows default to it. It is a good practice to group your invoices using batch numbers. 4. Click New to enter the transaction details. You will see the Money Account Transaction Detail dialog box. 23

30 1 Adding a Regular Invoice 5. Enter the transaction details as required. 6. Click Save. The balance will now be less the distributed amount. 7. Repeat Steps 5 and 6 until the balance is When finished, click Cancel to exit. 9. Click Save to save the invoice. Note The Invoice Amount and the total amounts distributed must be equal before you can save the invoice. If not, you will see the Not Complete dialog box. Click OK and add or modify your distributions until the Invoice Amount and total distribution amount are equal. 10. Click Cancel to exit the Invoices dialog box. 11. Click Close to exit. Exercise 5: Entering Regular Invoices 1. Enter the three sample invoices into the system. 2. On the Module menu, point to General Ledger and click Journal Entries. 3. Enter a date range that includes your invoices and click Refresh. 4. Verify that the invoices you just saved appear and the Origin column shows APINV. 24

31 1 Memorizing Invoices Lesson 7: Memorizing Invoices Once you have entered an invoice, you can memorize it to recall and use as a starting point when entering a similar invoice or memorize it as recurring to eliminate the need to re enter the same invoice information every month. To memorize an invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 3. Highlight the invoice you want to memorize and click View. The invoice s information will populate the Invoices dialog box. 25

32 1 Memorizing Invoices 4. Click Memorize. 5. Enter a description of the invoice in the Description box. Tip When you recall a memorized invoice, all the memorized invoices will appear in the list, not just the ones you created. It is a good practice to create a standard naming convention to make it easier to find the memorized invoice from the list. 6. Select the Memorize as recurring entry box, if the invoice and transaction details won t change each month. 7. Click OK. You will return to the Invoices dialog box. 8. Click OK to exit. You ll return to the Invoice Transactions dialog box. 9. Click Close to exit. Exercise 6: Memorizing Invoices 1. Memorize sample invoice 2. 26

33 1 Memorizing Invoices 2. Memorize sample invoice 3 as recurring. 27

34 1 Recalling a Memorized Invoice Lesson 8: Recalling a Memorized Invoice Once the invoice is memorized, you can recall it to use as a starting point for entering a new invoice. To add an invoice using a recalled invoice: 3. On the Module menu, point to Accounts Payable and click Invoices. You will see the Invoice Transactions dialog box. 4. Click Add. You will see the Invoices dialog box. 5. Click Recall. You will see a list of the invoices that have been memorized. 28

35 1 Recalling a Memorized Invoice 6. Highlight the invoice you want to recall and click OK. Note The ID number shown in parenthesis next to each entry refers to the ID number assigned by the software to the original invoice that was used to create the memorized invoice. The details of the memorized transaction will populate the Invoices dialog box. Everything will be the same, except the invoice and post dates will be today s date. 7. Modify the invoice information and distributions as needed. If you want to: Add another distribution Then: 1. Click New. 2. Enter the information as required and click Save. Modify one distribution Remove a distribution 1. Highlight the distribution and click Edit. 2. Modify the distribution as needed and click Save. 1. Highlight the distribution and click Delete. You will see: 2. Click Yes. Modify all the distributions 1. Click Step Edit. The first or highlighted distribution will open. 2. Modify it as needed and click Save. The next distribution will open. 3. Repeat Step 2 until all the distributions have been modified or click Cancel to exit the step edit process. 8. When you are finished, click Save. 29

36 1 Adding Recurring Invoices Exercise 7: Recalling an Invoice Add a new invoice using the memorized invoice you created based on sample invoice 2. Lesson 9: Adding Recurring Invoices Once an invoice is memorized as recurring, you can easily add all your recurring invoices in one easy process. 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Click Add Recurring. You will see a list of all the invoices that have been memorized as recurring. Note The ID number shown in parenthesis next to each entry refers to the ID number assigned by the software to the original invoice that was used to create the memorized invoice. 3. Select or clear the box next to the invoice. In the New Date list, you must select or enter a new date. This date will appear in both the Invoice Date and Post Date boxes of the invoice(s) created. In the Batch list, select or enter a batch number. We recommend you assign the invoices to a unique batch number to make it easier to remove the invoices should a problem arise. In the New Description box, enter a description. The description will appear in the G/L Description box of the invoice(s) created. 30

37 1 Adding Recurring Invoices Note 4. Click Save. The system generates a unique invoice number for each invoice. It will use the original invoice number from the memorized invoice and append the date to it. Exercise 8: Adding Recurring Invoices Add the recurring invoice using the memorized invoice you created based on sample invoice 3. 31

38 1 Finding and Modifying Invoices Lesson 10: Finding and Modifying Invoices To find an invoice and modify the invoice and transaction details: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Select Open Invoices Only to view open invoices or Open/Closed Invoices to view all paid and unpaid invoices. The ID is the number that the software automatically assigns to the invoice. Leave this 0 unless you know the ID number you are looking for. Batch number 0 will pull up all batches. Leave this number 0 unless you are searching for an invoice in a specific batch. 3. Enter your search criteria into one or more of the fields and click Refresh. The more search criteria you enter, the narrower your results list will be. The invoices that match your criteria will appear in the list. 32

39 1 Finding and Modifying Invoices 4. Highlight the invoice you want to modify and click Edit. The invoice s information will populate the Invoices dialog box. 5. Modify the invoice detail fields and transaction details, as needed. 33

40 1 Finding and Modifying Invoices Note You can change the account distributions of an invoice even after it has been paid as long as the accounting period is still open. 6. When finished, click Save. Exercise 9: Modifying an Invoice Modify sample invoice 2 and change the group number to 2. 34

41 1 Printing an Invoice Listing Lesson 11: Printing an Invoice Listing To print an invoice listing: 1. On the Module menu, point to Accounts Payable and click Invoices. You will see the Invoice Transactions dialog box. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 3. Click Print to create a listing of all the invoices in the list. You will see the Invoice Transactions Listing print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. Exercise 10: Creating an Invoice Listing Create an invoices listing that includes all the invoices you entered today. 35

42 1 Notes Notes 36

43 2 Paying Invoices Now that your vendors are set up and your invoices have been entered, the next step in the accounts payable process is to select the vendor invoices you want to pay and then process the payment. After completing Stage 2 of the Accounts Payable Module training, you will be able to: Select Invoices for Payment Approve Invoices Print Checks Create an Electronic Funds Transfer (EFT) file Rollback Money Transactions Void a Check Open/Close Fiscal Periods 37

44 2 Stage 2 Agenda Stage 2 Agenda Stage 2 will cover the following topics. We will discuss this topic: On page: Lesson 1: Selecting Invoices for Payment page Lesson 2: Approving Invoices page Lesson 3: Printing Multi page Stubs page Lesson 4: Printing AP Money Transactions page Lesson 5: Creating Electronic File Transfers page Lesson 6: Printing the Check Register page Lesson 7: Rolling Back Money Transactions page Lesson 8: Voiding Transactions page Lesson 9: Opening/Closing Fiscal Periods page

45 2 Selecting Invoices for Payment Lesson 1: Selecting Invoices for Payment You can select the invoices you want to pay in three ways: by batch number by vendor by letting the system choose based only on the cutoff date you set (auto select). Before you pay vendors and create the money transactions, you may need to set up or verify the following: An AP money account has been set up. The vendor s payment type is set to the appropriate type: Check, EFT prenote or EFT.* If the vendor s payment type is EFT or EFT prenote, the vendors direct deposit information is correct*. The check related options in the Options dialog box have been set up as needed.* *Once you create money transactions, you will not be able to change these settings. To select invoices for payment: 1. On the Module menu, point to Accounts Payable and click Pay Vendors. You will see the Pay Vendors dialog box. 39

46 2 Selecting Invoices for Payment 2. Enter or select the information below as needed In this field: Check Date Money Account AP Control Account Pay Invoices By Cut Off Date Take Discount if Available Take Credit(s) if available Enter or select: Enter the date you want to appear on the check and post to the General Ledger money account. Note Invoices that have an invoice date after the check date will not be selected. If you have the Require Check Date to be on or after the system date check box selected in the Options dialog box, you will not be able to change the check date to an earlier date. The bank account the invoices will be paid from. Leave this blank, unless you are using divisions and you want to pay the vendors for one of the divisions using the money account for that division. If so, enter the account number of the AP control account for that division. Batch, Vendor(s) or Auto Select The due date of the invoices in that batch that you want to include for payment. Tip Don t forget to add in enough cushion to allow the check to be received or the EFT to be processed before the invoice is actually due. If you want the system to include invoices that are due on or before the cut off date based on the discount date instead of the due date and subtract the discount amount from the check amount. If you want to automatically apply any debit memo(s) to the check. The software will automatically apply the credit only if the full credit amount can be taken. 3. Click Next. If you selected to pay by batch, enter the number of the batch (The batch number must be greater than 0) for the invoices you want to include and click Next. You will see a listing of all the invoices assigned to that batch number that are due on or before the cut off date. 40

47 2 Selecting Invoices for Payment If you selected to pay by vendor, select or clear the box next to the vendor(s) you want to include and click Next. You will see a listing of all the open invoices due before or on the cutoff date for the selected vendors. If you selected auto select, you will see a listing of all the invoices due before or on the cutoff date. The system will automatically select all invoices, except debit memos for payment (unless you selected the Take Credit(s) if available check box, in which case it will select any debit memo that can be fully applied). 4. Make any changes to the invoices selected for payment: 41

48 2 Selecting Invoices for Payment 5. Make any changes to the invoices selected for payment: Highlight the vendor name to see the total amount to be paid to the vendor for all the invoices entered for that vendor. Amount to be paid. If you want to: Then: Pay all the invoices 1. Click Select All. 2. Click Pay Selected. Pay selected invoices Double click the invoice. or 1. Highlight the individual invoices you want to pay. 2. Click Pay Selected. Exclude all invoices 1. Click Select All. 2. Click Clear Selected. Exclude selected invoices Double click the invoice(s). or 1. Highlight specific invoices. 2. Click Clear Selected. 42

49 2 Selecting Invoices for Payment If you want to: Then: Make a partial payment 1. Highlight the invoice you want to make a partial payment to and click Partial. 2. In the Amount To Pay box, enter the amount you want to pay of the invoice. 3. In the Discount box, enter any discount amount, if applicable. 4. Click Save. Tip You can hold SHIFT and click the top and bottom invoice to select consecutive invoices or to select multiple invoices, hold CTRL and click on each invoice. 6. When you are finished selecting invoices, click Pay Listing. You will see the Payables To Pay Report print preview. 7. Print the listing by clicking the Print icon. 43

50 2 Selecting Invoices for Payment 8. Next, click Pay. You will see the Create Checks dialog box. 9. Click Yes to create the checks (or No to cancel). 10. Click OK to close the window. The invoice is now closed. For more detailed information, refer to Chapter 4 of the Accounts Payable Module User s Guide. Exercise 1: Select Invoices for Payment 1. Make a partial payment to vendor 1/invoice Do not pay the second invoice for vendor Create a payment listing. 4. Create the checks. 44

51 2 Approving Invoices 5. Verify that the status of the invoices has moved to C for Closed. Tip Make sure you select Open and Closed invoices. 6. On the Module menu, point to General Ledger and click Journal Entries. 7. Enter a date range that includes the invoices you just selected and click Refresh. 8. Verify that the transactions appear, the Origin column shows APPAY and the Reference Number column is blank. Lesson 2: Approving Invoices Invoices must be approved in order to process them. You can determine whether you want the system to automatically mark them as approved or you if want someone to review and approve the invoices within the software. You set this option up through the Options dialog box. Note Make sure you set the appropriate permissions within the System Manager Module to allow users to approve invoices (or not). Refer to Chapter 2 of the System Manager Module User s Guide for details. For more detailed information, refer to Chapter 5 of the Accounts Payable Module User s Guide. If you are required to approve the invoices and have the permissions to do so, then to approve the invoices: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. You will see the Process Money Transactions dialog box. 2. From the Money Accounts list, select the appropriate bank account. 3. Click Approve AP Money Transactions. You will see the Approve Money Transactions dialog box. 45

52 2 Approving Invoices 4. Click on the invoice you want to approve and select Approved from the Status list that appears. 5. When you are finished, click OK. Exercise 2: Approving Invoices Approve the invoices that have been selected for payment. 46

53 2 Printing Multi page Stubs Lesson 3: Printing Multi page Stubs Sometimes a vendor may have too many invoices and transactions to print on one stub. When this occurs, you can print a multi page check stub. The system will automatically determine if you have any vendors who will need a multi page stub based on the Combine all Invoices on One Check and Maximum Number of Invoices on One Check settings selected on the General tab of the Options dialog box. For more detailed information, refer to Chapter 5 of the Accounts Payable Module User s Guide. Note You must print the multi page stubs, before you print the checks. If not, you will not be able to print the special stub later. To print the special stubs: 1. Click Print Multi Page Stubs. You will see the Multi Page Invoice Stub print preview. 2. Click the Print icon to print the stubs. 3. Click the X in the upper right corner to close the print preview. Exercise 3: Print a Multi page Stub Print any multi page stubs for the approved invoices. 47

54 2 Printing AP Money Transactions Lesson 4: Printing AP Money Transactions For more detailed information, refer to Chapter 5 of the Accounts Payable Module User s Guide. To print checks and stubs for the approved invoices: 1. Click Print AP Money Transactions. 2. Enter the following information as required: In this field: Starting Check Number Check Number Prefix Printed Check Date Override Select or enter: The number of the next check. Any prefix that you want to include before each check number. The date you want to print on the check, if you want it to be different than the date you set in Pay Vendors. This will not change the GL post date or the date that appears in the check register. 48

55 2 Printing AP Money Transactions 3. Next, select the invoices for which you want to print checks. 4. Click Print Checks. If the money account selected is set up in the General Ledger Module Chart of Account dialog box with the Check for Duplicate Check Numbers check box selected (see the General Ledger Module documentation) and the Starting Check Number along with the number of checks to be printed includes any check numbers that have been used in the money account previously, you will see an error message similar to the one below. You will not be able to print the checks until you exit the print preview and enter a Starting Check Number that does not include previously used check numbers. Otherwise, the checks and stubs will open in the Print Checks print preview. 5. Click the Print icon to print the checks and stubs. 6. Click the X in the upper right corner to close the print preview. 7. If all of your checks printed properly, enter 0 and click OK. 49

56 2 Printing AP Money Transactions If your printer jammed or the checks printed incorrectly, enter the number of the first check that didn t print, click OK and repeat Step 5 below through Step 7 on page 50 until the checks have printed properly.! These checks will not be voided in the system; they will be missing check numbers. To avoid this, enter 0 here (even though the checks printed incorrectly) and void the checks. You can then select the invoices again for payment. Exercise 4: Printing Checks 1. Print the checks for the approved invoices. 2. On the Module menu, point to General Ledger and click Journal Entries. 3. Enter a date range that includes these invoices and click Refresh. 4. Verify that the transactions now have a check number in the Reference Number column. 50

57 2 Creating Electronic File Transfers Lesson 5: Creating Electronic File Transfers When you create an EFT file, make sure: The vendor s routing number and account number are set up on the Payment tab of the Vendor dialog box.! Because you have already posted the transactions (through the pay vendors process), you cannot change the vendor s payment type to EFT or modify the vendor s direct deposit information at this time. For more detailed information, refer to Chapter 5 of the Accounts Payable Module User s Guide. To create an EFT file to send to your financial institution for processing: 1. Click Create Electronic File Transfers. 51

58 2 Creating Electronic File Transfers 2. Select the invoices you want to include in the file and click Create EFT. 3. Select or enter the effective date and click OK. The effective date is the day your financial institution will release the funds to your vendors. 4. Click OK. The file is saved to the location designated on the Direct Deposits tab of the Options dialog box. 5. Submit the file to your financial institution for processing. 52

59 2 Creating Electronic File Transfers Exercise 5: Creating an EFT File 1. Create the EFT file now. 2. View Vendor 2 s information and notice the Payment Type has changed from EFT Prenote to EFT. 3. On the Module menu, point to General Ledger and click Journal Entries. 4. Enter a date range that includes your invoice transactions and click Refresh. 5. Verify that the Reference Number column shows EFT for those transactions. 53

60 2 Printing the Check Register Lesson 6: Printing the Check Register The check register will only show those checks and EFTs that have already been processed. To print the check register: 1. Click Print Check Register. 2. Enter or select the begin and the end date that you want to include in the register. 3. Click Print Check Register. You will see the AP Check Register print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. 5. Click the X in the upper right corner to close the print preview. Exercise 6: Printing the Check Register Print the check register for the invoices that were paid. 54

61 2 Rolling Back Money Transactions Lesson 7: Rolling Back Money Transactions The roll back money transactions utility lets you recreate a check payment or an EFT file.! Checks that are rolled back will not be voided in the system; they will be missing check numbers. You can then select the invoice again for payment. 1. On the Module menu, point to General Ledger and click Money Transactions to look up the transaction IDs of the transaction(s) you want to roll back. 2. Select the AP money account from the Account list. 3. Enter a date range that includes the transactions you want to roll back and click Refresh. 4. Write down the ID number or the range of ID numbers of the transactions you want to roll back. If doesn t matter if there are EFTs and Checks within the range. You will select whether you want to roll back the printed checks within the ID range, EFTs within the ID range or both. 5. On the Module menu, point to Accounts Payable, then point to Utilities and click Roll Back Money Transactions. 6. Select the type of transaction you want to roll back: Printed Checks, EFTs or All. 55

62 2 Rolling Back Money Transactions 7. In the ID Range boxes, enter or select the beginning ID and ending ID of the transactions you want to roll back. If you entered a range of IDs above and then select Printed Checks, the utility only rolls back the printed checks within that range. Likewise, if you select EFTs, the utility will only roll back the EFTs within the range. 8. Click OK. 9. Click Yes to roll back the transactions (or No to cancel). The window will automatically close on completion. You can now reprint the checks or recreate the EFT file. Exercise 7: Rolling Back Money Transactions 1. Roll back the check transactions you just printed. 2. On the Module menu, point to General Ledger and click Journal Entries. 3. Enter a date range that includes these invoices and click Refresh. 4. Verify that the Reference Number column is blank for the rolled back transactions. 5. Reprint the checks. 56

63 2 Voiding Transactions Lesson 8: Voiding Transactions If the accounting period is still open, you can go to the General Ledger Module s Money Transactions dialog box to void a check or EFT. 1. On the Module menu, point to General Ledger and click Money Transactions. 2. Select the AP money account from the Account list, enter a date range that includes the transactions you want to void and click Refresh. 3. Find the transaction you want to void and highlight it. 4. Click Void. You will see a confirmation message. Note The message that appears is dependent on the General Ledger options set for voiding transactions. See the General Ledger Module User s Guide. This will reset the invoice status to open so that you can select it for payment and processing again. Exercise 8: Voiding a Transaction 1. Void the check transaction for vendor one. 2. View the invoice status for vendor one s invoice and notice it is set to O for Open again. 57

64 2 Opening/Closing Fiscal Periods Lesson 9: Opening/Closing Fiscal Periods In order to save an invoice the fiscal period for the GL date of the invoice must be defined and open in the General Ledger Module. If not, you will see one of the following error messages when you click Save. To open a fiscal period: 1. On the Module menu, point to General Ledger, and then point to Setup and click Fiscal Periods. 2. Select the fiscal year of the fiscal period you want to open or close from the Find list box. The periods of the fiscal year will populate the Fiscal Periods dialog box. 58

65 2 Opening/Closing Fiscal Periods 3. Click Edit. 4. Highlight the fiscal period you want to open or close and click Edit. [ 5. Select the General Journal Open and Other Open check boxes to open the period. General Journal Open allows/prevents journal entries to be posted in the fiscal period. 59

66 2 Opening/Closing Fiscal Periods Other Open allows/prevents transactions and distributions from other modules (Accounts Payable, Accounts Receivable, Client Billing and Payroll) to be posted in the fiscal period. 6. Click Save. 7. Click Save from the main Fiscal Periods dialog box. For details on defining fiscal periods, refer to the General Ledger Module User s Guide. 60

67 3 Invoice Matchup If it is not your company s policy to delete invoices or an invoice is no longer in an open accounting period, you cannot delete it. Invoice matchup allows you to remove invoices from a closed accounting period. After completing Stage 3 of the Accounts Payable Module training, you will be able to: Enter a Debit Memo Matchup an Invoice Create an Invoice Matchup Listing 61

68 3 Stage 3 Agenda Stage 3 Agenda Stage 3 will cover the following topics. We will discuss this topic: On page: Lesson 1: Match Up an Invoice page Lesson 2: Matching Up a Debit Memo page Lesson 3: Finding and Printing Invoice Matchups page

69 3 Match Up an Invoice Lesson 1: Match Up an Invoice If you have an invoice and it was decided that the invoice should not be paid, then follow the instructions below to remove it. For more detailed information, refer to Chapter 6 of the Accounts Payable Module User s Guide. Note You can matchup multiple debit memos to one invoice. 1. Enter a debit memo by entering an invoice with a negative invoice amount and distribute it to the same distribution accounts as the original invoice. Note To enter a negative number, enter the number and then the minus ( ) sign. 2. On the Module menu, point to Accounts Payable and click Invoice Matchup. You will see the Invoice Matchup dialog box. 63

70 3 Match Up an Invoice 3. Click Add and enter the following information: In this field: Vendor Post Date Matchup Amount Description Enter or select: The vendor code or press F2 to browse for it. The date you want this match up to post to the general ledger. The amount of the invoice. The reason for the matchup. 4. Next, select the invoices you want to match from the Debit Invoice and Credit Invoice tables. Note 5. Click Save. Note You must always select the debit memo from the Debit Invoice table first. To apply multiple debit memos to the same invoice, you must match each one up separately. 64

71 3 Matching Up a Debit Memo Lesson 2: Matching Up a Debit Memo The process for removing a debit memo is the same as that for removing an invoice, except you will need to enter an invoice with a positive invoice amount and distribute it to to the same distribution accounts as the original debit memo. Exercise 1: Invoice Match Ups 1. Create a debit memo against the second invoice you created for vendor Match up the two invoices Lesson 3: Finding and Printing Invoice Matchups For more detailed information, refer to Chapter 6 of the Accounts Payable Module User s Guide. To find an invoice matchup: 1. On the Module menu, point to Accounts Payable and click Invoice Matchup. 2. Enter your search criteria into one or more of the fields and click Refresh. Tip The more search criteria you enter, the narrower your results list will be. 65

72 3 Finding and Printing Invoice Matchups The matchups that match your criteria will appear in the list. 3. Click Print. You will see the Accounts Payable Invoice Matchups print preview. 4. From here, you can print the listing by clicking the Print icon. 5. Click the X in the upper right corner to close the print preview. 6. Click Close to exit the Invoice Matchup dialog box. Exercise 2: Invoice Matchup Listing Create an invoice matchup listing that includes the matchup you just created. 66

73 4 Reports The Accounts Payable Module provides three types of reports to help you efficiently track and manage your expenses. After completing Stage 4 of the Accounts Payable training, you will be able to: Run Invoice Reports Run Vendor Transaction Reports Run Vendor Distribution Reports 67

74 4 Stage 4 Agenda Stage 4 Agenda Stage 4 will cover the following topics. We will discuss this topic: On page: Lesson 1: Invoice Reports page Lesson 2: Vendor Transaction Reports page Lesson 3: Vendor Distribution Reports page

75 4 Invoice Reports Lesson 1: Invoice Reports To run an invoice report, you must first set up the column days for cash requirements and past due aging on the General tab of the Options dialog box. For more detailed information, refer to Chapter 7 of the Accounts Payable Module User s Guide. There are two types of invoices reports: The cash requirements report will show you how much money is needed to pay all the invoices due as of a certain date. The past due aging report will show you which invoices are overdue as of a certain date. To run an invoice report: 1. On the Module menu, point to Accounts Payable, then point to Reports and click Invoice Reports. 2. Select Cash Requirements Format or Past Due Aging. 3. Enter or select the report criteria as follows: In this field: Take Discounts Summary Format Sort Order Aging Date Enter or select: To calculate the amount required based on the discount date of the invoice (instead of the invoice due date) and subtract the discount amount from the total. To create the report in an abbreviated, one line format. The order you want the invoices to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The as of date for the report. 69

76 4 Invoice Reports In this field: Vendor Range AP Control Account Enter or select: The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these boxes blank, the report will include all the vendors. The control account you want to include in the report. 4. Click OK. You will see the report print preview. Standard format Summary format 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. See Chapter 3 of the Getting Started User s Guide for details. Exercise 1: Running Invoice Reports 1. Run the cash requirements invoice report in summary format. 2. Run the past due aging invoice report in detail format. 70

77 4 Vendor Transaction Reports Lesson 2: Vendor Transaction Reports The vendor transaction report will show all of the transactions for a specific date range for a specific range of vendors. You can choose to show invoices only, payments only or both. You can also create a report showing the 1099 information for the selected vendor(s). For more detailed information, refer to Chapter 7 of the Accounts Payable Module User s Guide. 1. On the Module menu, point to Accounts Payable, then point to Reports and click Vendor Transactions. You will see the Vendor Transactions dialog box. 2. Select the transactions you want to include in the report: Invoices Only, Payments Only, Invoices and Payments or 1099 Summary. Note To create a 1099 export summary report, make sure that each vendor s 1099 information is set up on the Other tab of the Vendors dialog box. 3. Enter or select the report criteria as follows: In this field: Date Range Enter or select: The beginning date and ending date to include in the report. Vendor Range AP Control Account The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these blank, the report will include all vendors. The control account you want to include in the report. 71

78 4 Vendor Transaction Reports In this field: Primary Sort Order Secondary Sort Order Enter or select: The order you want the vendors to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The order you want the invoices for each vendor to appear in: Invoice Number or Transaction Date. 4. Click OK. You will see the Vendor Transactions print preview. Invoices Only Payments Only Invoices and Payments 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. See Chapter 3 of the Getting Started User s Guide for details. 6. Click the X in the upper right corner to close the print preview. Exercise 2: Running Transactions Reports Run the invoices and payments report. 72

79 4 Vendor Distribution Reports Lesson 3: Vendor Distribution Reports The vendor distribution report will allow you to create a report that shows where the distributions went for all invoices in the selected date range. For more detailed information, refer to Chapter 7 of the Accounts Payable Module User s Guide. 1. On the Module menu, point to Accounts Payable, then point to Reports and click Vendor Distributions. You will see the Vendor Distributions dialog box. 2. Enter or select the report criteria as follows: In this field: Date Range Vendor Range Sort Order Enter or select: The beginning date and ending date to include in the report. The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these blank, the report will include all vendors. The order you want the vendors to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. 3. Click OK. 73

80 4 Vendor Distribution Reports You will see the Vendor Distributions Report print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. See Chapter 3 of the Getting Started User s Guide for details. 5. Click the X in the upper right corner to close the print preview. Exercise 3: Running the Vendor Distribution Report Run the vendor distribution report. 74