Utilit-e Insight Getting

Transcription

1 2018 User Group Meeting June 4-7, 2018 Utilit-e Insight Getting Started with GL, AP, AR By: Amy Kuhlmann & Heather Fineran Date: 6/4/2018 Page: 1

2 Table of Contents Getting Started with the General Ledger... 4 GL Journal Entry Screen... 4 Screen options and customizing your screen... 4 Auto Reverse... 5 Import Button... 6 Recurring Journal Entry Setup... 6 Stores Expense Allocation... 7 Month End/Year End... 8 Common GL Reports... 8 Financials... 8 GL Current Period by Module... 9 Getting Started with Accounts Payable...10 AP Voucher Entry...10 Updating Transportation...10 Updating Work Orders...11 Updating Plant Assets...11 Updating Fixed Assets...11 AP Templates...12 Import Button...12 Sales Tax Frame...13 AP Payment Processing...14 Step 1: Voucher Selection...14 Step 2: Payment Selection...15 Step 3: Process Payments...15 Step 4: Payment Handling (Keep/Void/Delete)...16 AP ACH Payment Setup...16 AP ACH Payment Process...17 Vendor Inquiry...19 Quick Check/Manual Check/Wire Transfers...20 Voiding Checks & Offset Entry...21 Voiding AP Checks...21 Date: 6/4/2018 Page: 2

3 Offset Entry...23 Getting Started with Accounts Receivable...24 Invoice Entry...24 Quote Entry...25 Payment Entry...26 Applying Credits/Zero Payments...27 Recurring Invoices...28 Printing ARO Invoices and Statements...29 Print Invoices...29 Print Statements...29 Sales Code Setup...30 Date: 6/4/2018 Page: 3

4 Getting Started with the General Ledger The General Ledger is the home base for all other subsidiary modules. The GL is used primarily for setup, journal entry, maintaining journal entries, recurring journal entries, allocation processes, and financial reporting. GL Journal Entry Screen This screen is used to enter GL journal entries as well as view and post GL Stores Expense Allocation batches, GL Recurring Entry batches, and GL Allocations. Screen options and customizing your screen The following steps can be used on any grid in any of the modules. The settings are saved per user so you can customize to fit your own needs. The settings save when you close the screen. You can hide or show hidden columns, set default values, or reset defaults to customize your view of the screen. To do this, right click in the header section to show your options. o To hide a column, you would need to right click in the header section of the column you want to hide and select Hide Column. To see hidden columns, right Date: 6/4/2018 Page: 4

5 o o o click anywhere in the header and select Show Hidden Column. To set a default, you would right click in the header section of the field you want to set a default value and select Set Default Value. This will bring up a new window where you can enter the value you want as the default. To remove all customize settings, right click anywhere in the header and select Reset Defaults. To resize the width of the column you would need to place the cursor on the line between the header columns until you see the (double arrow). Left click, hold, and drag left or right to the desired width. The resize will not be visible until you release the left button. You can also double click when the double arrow appears and the column will auto-size width for you. Anytime you see the (magnifying glass) in the header of the grid, you can press the F3 key and get a popup window of available options for that field. Clicking the magnifying glass will not launch the lookup. In any grid, if you want to sort by a specific column, you can simply click the column header and it will first sort from the top down, and if you click again, it will sort the column from the bottom up. Using the VCR buttons in the top left corner can provide help in navigating while in screens. For example, if you want to see the document either before or after the one you are currently on, you would place the focus in the document field and click the left or right blue arrow. To go directly to the first or last document you would click the line with the arrow. Auto Reverse If Yes is selected, it indicates to Insight you want a reversing journal entry automatically created for the batch being entered and designated to the appropriate reversal period. o o o Example: Say there was a batch entered and posted to , which was incorrectly entered and should have been posted to To fix this, the user would need to reverse the incorrect batch and post the reversal to to wash against the original entry. Next, they would re-enter the new correct batch to Using the Auto Reverse option, rather than re-keying two batches as a fix, the user would only key in one batch for the reversal and set the reverse period to be A new batch is created with the debits/credits reversed and is automatically posted to the designated reverse period. Date: 6/4/2018 Page: 5

6 o Original Ref Num field will display the batch number for the original reversing batch. Import Button GL Import is the process of importing journal entry data from an excel spreadsheet specifically designed for Insight. Entries are keyed into the GL Transaction Template Excel file and creates a file that can be imported into the GL Journal Entry screen. This button will open a dialogue box and the user can browse for the file created. Running this process creates a batch with an Unposted status in the GL Journal Entry screen. The batch can be edited, posted or deleted. The import process can be run multiple times. Recurring Journal Entry Setup Recurring journal entries are used to set up journal transactions that need to occur on a regular basis some call this a fixed journal entry. A GL transaction batch will form from the setup once the Generate Recurring Entries process is run. A Recurring Entry can be edited or deleted. An alternative to deleting could be setting the End Generation Period to the GL s current period, or the last period posted. You can set the Recurring Entry up with 0.00 amounts. After processing you can open the Date: 6/4/2018 Page: 6

7 batch in the GL Journal Entry screen and key in the specific amounts needed to complete the entry. This is used when the amount changes and is not a fixed amount. Stores Expense Allocation The Stores Expense Allocation process is used to spread the month-to-date net balance of the General Ledger account for Stores Expense Undistributed to General Ledger accounts where inventory material transactions occurred during the month. Before this process can be run, 2 things must happen. GN module, Account Maintenance screen, you must mark the IN Stores column on GL accounts available to receive dollars from the spread. IN module, Tran Code Maintenance screen, user needs to specify the type of material transactions to include in the calculation. Note: If the intent is to clear the Stores account balance to zero, you should be looking in the GL at the account s End Balance. The amount displayed in the grid of the GL Stores Expense Allocation screen is the net amount of the month s activity, not the month s ending balance for that account. If the amounts are different, the user can edit the amount to allocate in the field on the screen. The process creates a batch On Hold that can be viewed in the GL Journal Entry screen. If the batch is deleted, the process can be run again. Process can be run multiple times within the same period if needed. Date: 6/4/2018 Page: 7

8 Month End/Year End General Ledger will always be the last module closed during your month end processes. Behaves similarly to closing out all other modules it just resets the current open default period for the module. If the GL gets closed, but there is still a prior period adjustment needed, you are still able to back post entries to the prior period. In PCS we call it a soft close. The only exception to this would be when the 12 th period is closed, as other processes happen. When the last period of the year (Period 12) is closed, an automatic process runs behind the scenes and will update the Retained Earnings account for the previous year s net income. o All income and expense account balances clear to 0.00 when the GL is closed at year end. o These accounts have 0.00 beginning balances for the new year. o At year end there is also another automated process that will generate the GL account balances records for the following year whether they have a balance or not. Common GL Reports These GL detail reports could help with drilldown capability into specific data entries where you want to see the effect on the GL. The Trial Balance reports can also be helpful. Financials We have both Form 7 reporting views as well as our standard views for our financial statements. Date: 6/4/2018 Page: 8

9 GL Current Period by Module This report can be used to run at month end and will show you the listing of all modules and their current open periods. It will also show you the number of batches for each module that are left unposted. There are drilldown capabilities in this report that let you double click and will show you the batch IDs. You can t close a module that has unposted batches. They either need to be set to On Hold or deleted. Date: 6/4/2018 Page: 9

10 Getting Started with Accounts Payable The Accounts Payable module is primarily used to setup and maintain vendor contacts, as well as entering and paying vouchers via checks, wire transfers, and ACH payments. AP Voucher Entry The AP Voucher entry screen is used to enter vouchers for payment and make adjustment entries. However, entries made here can also update other modules such as Transportation, Plant Assets, Fixed Assets, Work Orders, and Project Costing. Updating Transportation Example: When you code an AP voucher to a 184 Transportation clearing account, you will be required to enter a TR Unit ID as well as a TR Expense Code. For example, if you are recording a fuel expense for a specific truck, you will enter the TR Unit and enter the expense code for fuel in the voucher. Once the batch is posted, TR will get updated with these fuel costs for the period, as well as the GL. TR will pick up these costs and they will be a part of the TR Allocations spread for the period to clear out the 184 account. Date: 6/4/2018 Page: 10

11 Updating Work Orders If a GL account used in your voucher is checked as Work Order Validate in GL account maintenance, like a or account, the Work Order ID field will flag you and require an entry. You will also need a WO Category. Typically, you would choose the AP category. When the AP batch is posted, the WO will be updated with these new costs from AP. Updating Plant Assets The AP Voucher Entry screen has the capability to update the Plant Assets module with the purchase of CPRs marked as Special Equipment. This is for updating existing CPRs in PA. The following are settings in the Insight Plant Assets module that must be completed to initiate this function. o Class Setup complete the Special Equipment section and fill out defaults. o Asset Maintenance mark the individual Plant Assets CPR (Continuing Property Records) you want designated as Special Equipment and enter the estimated install cost if applicable. Back in AP, when entering a voucher transaction using the same Fund, Sector, and GL Account used in the Special Equipment setup section in PA, a window will appear and require entries. When the AP Batch is posted, Insight will also create a posted batch that can be viewed in the Plant Assets module Transaction Entry screen. Updating Fixed Assets The AP module Voucher Entry screen has the capability to update the Fixed Assets module with the purchase of new individual assets. Before you can use this function, you must first assign a Fixed Asset GL Account in Policy Maintenance in the AP module. (If you are not currently using this, you may need to setup a new GL account.) When entering a voucher using the GL account designated above, a window will appear Date: 6/4/2018 Page: 11

12 for you to make your entry for the new Fixed Asset ID, quantity, etc. When the AP Batch is posted, Insight will also create a posted batch that can be viewed in the Fixed Assets module Transaction Entry screen. AP Templates Templates are a great way to form a master document to use repeatedly when creating an AP Voucher. They can be used for phone bills, insurance payments, payroll tax, and many other recurring AP invoices. Templates can be saved with a set dollar amount if the amount is always the same, or you can save it with a 0.00 amount and then edit it. You can modify and existing template by editing and then saving it. You will get a message asking if you want to overwrite the existing one. You can delete a template at any time. To use an existing template, you would click the Load Template button and select the one you want to use. If you have any information in the grid it will overwrite it so be sure to have a new document started. To save a new template, fill out all the information and select the Save Template button. The template ID will automatically populate. Import Button The Import button in AP Voucher Entry is used to import credit refunds from the PCS Billing application. When you click this button, a Common Dialogue box will open, and you can search for the file created from the Billing application s export process. Running this process creates a batch of refund vouchers with a status On Hold. This process can be run multiple times The import process automatically assigns a Vendor ID to each customer in the file. Insight assigns the Vendor ID s with a leading ZZ as part of the vendor ID and displays as: ZZ The system will increment this number by one for each new customer created. The address information from the customer s Billing application will be used to form the AP vendor information. Date: 6/4/2018 Page: 12

13 Once the AP batch is generated and posted, AP checks can be issued. Sales Tax Frame Used to enter sales or use tax charged as well as non-taxable fees. The sales tax frame only appears if the Policy Maintenance setting for Display Tax Info is set to True. To calculate tax on a line, you must have the taxable box in the grid checked for each line item. Similarly, to allocate the tax amounts to line items, the allocate box in the grid must also be checked. Tax to be allocated is input in the Sales Tax Frame. Taxable Other field is used to enter a charge that IS taxed and needs to be allocated to line items in the grid. Non Taxable Other is used to enter charges that need to be allocated to line items in the grid, however no tax is associated. Example could be handling fee or processing charge. Tax Charged is entered by the user if tax is charged on the Invoice from the vendor. Tax Calculated cannot be edited and is a calculated field based on the Sales Tax Group entered. Tax Adjustment will automatically create a transaction line in the grid for the adjusted amount. It is calculated by taking the Tax Charged minus the Tax Calculated. Tax Difference amount will allocate depending on the Tax Allocation Minimum set in AP Policy Maintenance. If the tax difference falls within the minimums set, no transaction will be created in the grid. NOTE: Sales Tax Groups and Sales Tax IDs are setup in the Accounts Receivable module. Sales Tax IDs are used to create your tax transactions and calculations in other modules. Sales Tax IDs are used to create your Sales Tax Groups. Date: 6/4/2018 Page: 13

14 AP Payment Processing Step 1: Voucher Selection This screen is used to select which vouchers you are wanting to pay. Various filters are available if you are searching for a specific voucher. Be sure to pay attention to the Vouchers with Pay Date on or before mm/dd/yyyy. If you are searching for a voucher to pay and cannot find it- it could be because the pay date is after the date in this box. Date: 6/4/2018 Page: 14

15 Step 2: Payment Selection This screen is used to review the items selected to be paid. You can delete lines from the grid if you do not want to pay them. This is where payment numbers will get assigned. Step 3: Process Payments This screen is used when you are ready to print checks. Be sure you have checks loaded in the printer and click the Process Payment button. Date: 6/4/2018 Page: 15

16 Step 4: Payment Handling (Keep/Void/Delete) After checks are printed, the AP Payment Handling screen will appear. You should always review checks after they are done printing, and make sure they are all correct before Keeping and Processing. If any of the checks did NOT print or do not look correct, now is the time to handle this on the Keep/Void/Delete screen. Keep the checks all printed correctly. Void The check got jammed in the printer and the check number cannot be used as it is physically destroyed and ruined. You cannot reuse a check number once it has been voided. Delete The check number can be used again. If your checks do not have preprinted check numbers, or you ran out of ink, the check can be salvaged and put thru the printer again. Stub Maximum Documents on Stub is based on a policy setting in AP Policy Maintenance. If the check you are printing exceeds the number of documents you have set in the policy, this box is automatically checked, and you will be given a prompt to Print Remittance that you can click on, and a remittance report will print on plain paper to be sent with the check at the end of your check run. Clicking Process will complete the check run. AP ACH Payment Setup This feature allows you to pay out vendors through a direct fund transfer from the AP module, rather than printing out and mailing checks to your AP vendors. Check Security Rights in System Manager and make sure you have access to the AP Date: 6/4/2018 Page: 16

17 ACH screens needed: ACH Setup, Create ACH Pre-Note, & Create ACH File. Enter your default bank account in Policy Maintenance. It is labeled CM Bank Account ID. This is the bank account that you issue AP checks from. Complete setup in the AP ACH Setup screen this can basically be copied from your Direct Deposit setup in PR. In the Vendor Maintenance screen, indicate Default Payment Type as ACH File and complete the ACH\Electronic Payment section for each vendor who will receive their payment via ACH. AP ACH Payment Process The AP ACH payment process will be similar to how checks are printed and processed, with a few exceptions. When in the Vouchers Selection for Payment screen change the Payment Type to ACH File. Date: 6/4/2018 Page: 17

18 Go through Payment Selection and Process Payments just like you normally would. When processing payments, a remittance stub will be printed in lieu of a check. Click Keep in the Payment Handling screen if the stubs printed correctly (Keep/Void/Delete screen). On the Create ACH File screen, select your batch, and enter your effective date (this will be the date the bank will transmit the funds to the vendor s accounts). Clicking process here will create the file you will upload to your bank. Once the file is created, you will need to go export that file to your bank s website to finish the transfer. **Ask PCS about our Notification feature for AP ACH Vendors. Date: 6/4/2018 Page: 18

19 Vendor Inquiry The Vendor Inquiry screen is used to view vouchers, adjustments, and checks for a vendor. You can choose to search by open vouchers only or all documents within a date range. Date: 6/4/2018 Page: 19

20 Quick Check/Manual Check/Wire Transfers This screen is used to print a single check, record information about a manually written check outside of the system, or record a wire transfer payment. These entries will be included on check register reports and are available for reconciling in the Cash Manager Bank Account Reconciliation screen. A voucher must be entered and posted before a payment can be processed from this screen. Quick check would allow the user to bypass the entire voucher selection, payment selection, and process payments screens. The user can cut just one check. The Manual check option would be used if a vendor stopped in the office, and you physically hand-wrote them a check. You d use the Manual Check option to record this payment. Wire Transfers do not automatically upload anything to your bank that will need to be done outside of PCS. This process just records the payment within the system and marks it with a payment type of WT. The voucher is paid and no longer open. Quick Check and Wire Transfer will automatically be assigned the next available check or wire transfer number. A Manual Check will require a check number be entered. Date: 6/4/2018 Page: 20

21 Voiding Checks & Offset Entry Voiding AP checks would be used in the case where a check was printed to the wrong vendor, the check was lost or damaged, the wrong address was used for the vendor, or the check was printed for the wrong amount. The scenario dictates the entries you ll need to make depending on what you want to happen to the original invoice. Voiding AP Checks We ll start with voiding the check in the Void AP Check screen. You cannot void a check that s been cleared in a bank reconciliation in Cash Manager. a) The Batch Date and Period to Post MUST be in the same month. Do not use a batch date and period prior to when the check was actually written. b) Posting the void check batch does the following: Marks the check number with a VC status in the system. The check number cannot be reused. The voucher(s) that were paid with the check are reopened and made available to be paid (reprinted) again. Reverses the check transactions with a Debit to the Cash account and Credit to the Accounts Payable account. Example: Debit and Credit Date: 6/4/2018 Page: 21

22 This transaction will appear in the bottom grid of the Void AP Checks screen The voucher(s) paid with the check are reopened by Insight. Therefore, you need to decide what you want to happen to these open vouchers. FOR EXAMPLE: Do you want to make a new invoice to reverse these entries, so the vendors balance is 0.00? This could be the case where the wrong vendor was paid. Enter a new voucher (credit voucher) reversing the original voucher s debits/credits Open the AP Offset Entry screen. Make sure the Offset Date is in same month as the Period to Post. Select original voucher and reversal voucher, verify the net amount is 0.00 and click Process. Do you want to add a new invoice to adjust the original amount? The voucher was for the wrong amount. Enter a new voucher for the adjusted amount that when netted with the original voucher, it will equal the amount that should have been paid to the vendor. Do you want to print a new check for the same voucher? This could be a case where the vendor damaged the check and needs a new one. Open Voucher Selection screen, select that voucher for the vendor, assign new check number and print new check. What is the difference if I Void a check during Check Handling or Void a check in the Void Check screen? Check Handling nothing has updated Insight at this point so merely marks the check number with VC type so it can t be used again. A new check can be printed for the same voucher with a new check #. Void Check screen A check was printed and Kept during Check Handling so database tables were updated with the information. A new check can be printed for the same voucher with a new check #, or a reversing voucher made to remove payable for that vendor. (Don t forget the offset entry process in this case.) Should the period/date in the Void Check screen be the same as the original check? The Batch Date for void checks will automatically display the current date and should not be changed. However, always make sure the Period to Post and current date are in the same month. Date: 6/4/2018 Page: 22

23 What is the difference between voiding a check and deleting a check? Voiding a check will burn the check number and it can t be used again in the system, and it will put the voucher back available to be paid. Deleting a check works similarly, but it will allow the user to reuse the check number again. Say you accidentally printed the first check to plain paper. After the check is deleted and processed, it also puts the voucher back available to be paid again using the same check number. How can I void a wire transfer in AP? We now have the option that allows wire transfers to be voided similarly to how checks are voided in the Void AP Checks screen. Note: You ll need to make sure the WT document is still outstanding and not cleared in Cash Manager. Offset Entry If you have two AP vouchers sitting out there that net to zero (one debit and one credit), the user can use the Offset Entry screen to clear the two vouchers against each other, and the system will mark them as paid, assigning them with a dummy paid check number. These vouchers will no longer be available to be reprinted once they are offset. Date: 6/4/2018 Page: 23

24 Getting Started with Accounts Receivable The Accounts Receivable module is used to setup and maintain customers, create customer quotes, enter invoices and payments, generate finance charges, as well as printing ARO statements and invoices. It is also where tax information is setup and maintained. Invoice Entry The Invoice Entry screen is used to enter customer invoices for sales or returns and make adjustments to ARO customer accounts. Detail Button- selecting the Detail button at the bottom of the Invoice Entry screen will display the sales tax amounts calculated for designated transactions. This is a view only screen. To Date: 6/4/2018 Page: 24

25 have tax calculated, you must have the Sales Tax Group selected for the line item. The Sales Tax Group is the second to last field in the grid and will populate based on the Sales Code that is used in the entry. When entering an invoice, there are two types used: Sales and Returns. Sales would be used when you are selling something through AR to a customer, such as lightbulbs, or a water heater. A return would be when and an item is returned to the utility, or if the customer had a credit added to there account. The AR module can update the IN module there is an inventory item being sold or returned through the AR invoice. The Discount Amount field in the Invoice Entry screen automatically displays according to the Terms selected. Insight will calculate the discount amount in the Invoice Entry grid as part of the document amount (unlike AP). The discount amount can be edited by the user if needed, or not used at all. Example: Terms 2% 10 th, Net 30 Days; Insight will calculate 2% (X) the Document Amount = Discount Amount. Quote Entry Date: 6/4/2018 Page: 25

26 The AR Quote Entry screen is used to create a price estimate for products or service to an existing customer. A few things to consider when creating a quote are as follows: A quote can only be created for an active customer as the Customer ID is a required field. Expiration date is automatically populated based on information entered in Policy Maintenance for Days until Quotes expire. However, this date can be changed to meet the needs of any quote. Note: Once a quote has gone past the expiration date, it is no longer available to be used in the Invoice Entry screen. A quote can be used to create an invoice by selecting the Get Quote button on the Invoice Entry screen. The grid will populate using the information entered on the quote. A customer quote can be printed by viewing the quick print report. You can use a quote multiple times by setting the Allow AR Quote to be reused in Policy Maintenance to True. An example of this would be if you had a common invoice that you d quote the same amount for each customer, such as installation of a new water heater. Payment Entry This screen is used to enter and apply customer payments and credits to their account. Date: 6/4/2018 Page: 26

27 For Connect users, all payments typically go through the Cashiering module and can update ARO balances. Unapplied Amount Calculates and displays any remaining payment or credit amount that has not been applied. Payment Amount (-) Total Apply Amt = Unapplied Amount Apply Amount Shows the payment amount being applied to the invoice. Credit Clicking in this field will bring up a new window and allows you to select an existing unapplied credit memo and apply it as a payment. Writeoff The amount you can write off is set in the Policy Maintenance under Maximum Invoice Write Off Amount. Only amounts equal to or less than this policy can be written off. Applying Credits/Zero Payments Zero payments are used to offset normal invoices and credit memos that reverse them. Unless both are paid, they will continue to show on customer inquiry open documents, aging reports, etc. To mark them as paid requires a zero payment. Here are the steps to follow in order to post a zero payment. Create a new payment for the customer/account. The new Credit Available field at the bottom left corner of the screen (shown below) should display the amount of credit the customer has available. Click in the Credit field for the invoice line in the grid. Enter the full credit amount in the Credit to Apply field and click Update Payment. The Credit field should update to show the amount of the credit as shown below. Save, and click Continue on the Payment Method pop-up screen. Post the payment. This will bring the total due on this invoice down to $0.00. This process can be used to apply any credit to any invoice, not just for zero payments. The credit entered can be equal to or less than the remaining credit balance. Date: 6/4/2018 Page: 27

28 Recurring Invoices The Recurring Invoice Maintenance screen is used to setup AR Invoices to be produced at regular intervals (monthly, etc.) for the same customer. You can then process it automatically monthly, quarterly or yearly from the AR Generate Recurring Invoices screen. Typical uses of Recurring Invoices include Retiree Medical Insurance, Attorney Monthly Retainer Fees, etc. Date: 6/4/2018 Page: 28

29 Printing ARO Invoices and Statements Print Invoices The AR Print Invoices screen can be used to print multiple customer invoices that have not been previously printed from the AR Invoice Entry screen. After clicking the Begin Process button, the user will have the option to preview the invoices or print them directly to a printer. NOTE: If the user selects to preview the report, the process still records the Original Print Date in the database signifying it is the original invoice that is being printed. To get an invoice to start aging for a customer, it must be previewed or printed after you post it. This will change the Print Invoice button to Reprint (mm/dd/yyyy) Invoice on the Invoice Entry screen. Print Statements The AR Print Statements screen is used to print a statement report for customers who have an outstanding ARO balance. Only unpaid invoices with a due date equal to or less than the Statement Print Date entered at the top of the screen will display. The AR Policy Maintenance screen Statement Setup section contains filters that can be set to assist in printing Customer Statements. Statement print order: by customer name, customer ID, etc. Print Statements for: positive balances, etc. Date: 6/4/2018 Page: 29

30 Sales Code Setup The Sales Code Maintenance screen is used to setup codes for entering AR invoice transactions. Each AR Invoice Transaction entered will require a Sales Code. The information assigned to the Sales Code in this screen becomes the defaults for the transaction when entered in the AR Invoice Entry screen. Date: 6/4/2018 Page: 30