AP TRICKS & TIPS Sept. 22, 2010

Transcription

1 New Features in 4.40 Product Update2 1. AP Vendor Electronic Payment AP TRICKS & TIPS Sept. 22, 2010 In AP/Setup/AP Options, you will enable ACH Electronic Payment. Contact your bank for the ACH Interface setup information. Each bank has its own file format requirements. This setup is just like the Payroll Direct Deposit interface setup. 1

2 In Vendor Maintenance, check the Electronic Payment check box and select Electronic Payment from the More drop down menu to setup the Vendor bank information. This is also where the Paperless Delivery Options for the Vendor Remittance Advice is accessed. On this screen, the bank information and payment distribution method is setup for the Vendor. You can also access the Pre-Note Selection and Approval from this screen. Setup for the Paperless Delivery option and addresses is in Vendor Maintenance through the Paperless button on the main screen. 2

3 When you select the Check Printing and Electronic Payment menu option, you will select the payment type. Checks and Electronic Payments can both be done in the same check run. During Check Printing you will specify the Paperless Office Output option for Electronic Delivery of the Remittance Advices. Once the Check Register is updated the ACH file is generated just like you do in Payroll for Direct Deposit and upload the file to your bank. 3

4 2. AP Paperless Office Vendor Remittance Advices Setup for the AP Remittance Advice Paperless Option is in the Paperless Office module/ Setup/Forms Maintenance. On the additional tab you will determine how you would like the AP check copies and remittance advices delivered. (Accounts Payable) Deliver During Check Register Update Select whether to deliver a PDF document during the Accounts Payable Check Register update. Select No to use the Vendor Viewer to deliver the PDF documents. Select Only Electronic Payment Remittance Advices to electronically deliver PDF documents only for electronic payment remittance advices during the Accounts Payable Check Register update. This option is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options. Select Yes to electronically deliver PDF documents during the Accounts Payable Check Register update for checks, extended stubs and, if applicable, electronic payment remittance advices. Checks and their associated extended stub will be delivered as one PDF. 4

5 (Accounts Payable) Watermark for Valid Check Type the text to display as a watermark across a PDF Accounts Payable check (for example, Non- Negotiable). In Electronic Delivery Message Maintenance, the subject line and message can be customized to what you want to be delivered with the remittance advices. 3. Wire Transfer Entry To activate the wire transfer feature, check the option box in AP Options. 5

6 In Manual Check and Payment Entry you will have additional options available for Payment Type. When Wire Transfer is selected, it will automatically assign the check number beginning with W. You will have a Wire Transfer No. field for your reference number of this wire transfer. The rest of the entry is the same as any other manual check entry. 6

7 Existing Features Prior to Assign a Default Check Form Code to a Bank Code/MICR Setup In AP/Setup/Bank Code Maintenance, you can assign a specific Check Form Code to always be used with a specific Bank Code. This is also where the MICR setup is located for MICR check printing. 5. Vendor History by Period A specific MICR font is required to be installed at each workstation that will be printing the MICR checks. This font can be purchased from Adobe. Your bank may also have MICR toner requirements. A new feature with version 4.2 is Vendor History by Period. You can also select to view this history for prior years. A new report, Vendor Purchase History by Period is available on the AP/Reports menu which prints this same information. 7

8 6. Adjusting AP Invoices To adjust an invoice balance, change an invoice date, take an invoice off hold or produce a separate check for an existing invoice, you will enter the Vendor and the original invoice number and you ll see this prompt. Checking the Hold Payment or the Separate Check options will write those changes directly to the invoice record in the Open Invoice file and won t require you to print and update the Invoice Register. Selecting the Adjust button will allow you to change the invoice date, due date or enter an adjustment amount to change the original invoice balance. At the lines screen you can enter the GL account number that the adjustment should post to. Changes on this screen require you to update the Invoice Register. 8

9 7. How to Reverse AP Checks To reverse an existing check, go to Manual Check entry and enter the check number. If the system recognizes this as an existing check, you ll get this prompt. Answer Yes. The next prompt will come up and answer yes to this also. This will place the invoices back as open invoices to be repaid or adjusted. On the lines screen you will see the original invoices paid with this check, along with the invoice amounts as negatives. 9

10 10 If you use Job Cost, an additional Job Cost Distribution Detail screen will require you to distribute the payment reversal to the appropriate job.

11 8. Quick Print AP Checks To Quick Print one check at a time, in Manual Check entry click on the printer icon. This will bring up this screen. Since the check number will be assigned during check printing, the system auto fills this field with *PRNT*. Enter the information on the Header and the Lines screen. You can enter a new invoice on the fly at the lines screen. Once the invoice is entered and the amount has been distributed to the GL accounts and you accept the manual check entry, it will take you to the Manual Check Printing screen. This uses the same check form that AP Check Printing uses. 11

12 9. How to Match Debits and Credits on a Vendor To clear debit and credit balances on a vendor s invoices that net to zero, enter APP+ a number from 1 to 999 in the check no. field. The check amount field will be zero and cannot be changed. On the lines tab, select the debit balance invoice and then the credit balance invoice. The two invoice amounts must net to zero, so that the Check Distribution Balance is zero. Accept and update the Manual Check Register. This will clear these two invoices from the open invoices and they will no longer print on the Aged Invoice Report. 12

13 10. Credit Card Balance Transfers To transfer invoice balances from an original vendor to a Credit Card vendor for payment, you must first designate the Credit Card Vendor in Vendor Maintenance. If this field is not checked, then the balance transfer option won t be available in Invoice Data Entry. The original invoice will have already been entered and updated to the primary vendor. To transfer the primary vendor s invoice balance you will enter the same invoice on the Credit Card vendor. You can use the same invoice number and date and you ll enter the amount you want to transfer to the Credit Card vendor. 13

14 On the lines screen, you won t enter a GL account. You will select the Transfer button to bring up the Purchase Vendor Transfer screen. On this screen you will select the original vendor and invoice that you want to transfer the balance from to the Credit Card Vendor. This is how your lines screen will look after you ve accepted your Transfer screen. Note that there is no GL Account and that the Transfer box is checked. This process only transfers the invoice balance from one vendor to another, so there will be no transactions posted to the General Ledger. 14

15 Once the Invoice Register is updated the original vendor will show a payment associated with that invoice with a check number that starts with C to show that it was paid with a Credit Card Transfer. 11. Vendor Remit To Addresses In Vendor Maintenance on the More Drop Down menu you can set a Remit To Address for each vendor. This address option can be selected during Check Printing. 15

16 In AP options you can set the option to apply changes to the Remit to Addresses. Apply Changes to Remit to Address Select whether to update the remit-to address automatically when the vendor address is changed in Vendor Maintenance, if the two addresses are the same. Select No if you do not want to update the remit-to address automatically. Select Yes to always update the remit-to address automatically when the vendor address is changed. The remit-to address is updated only if it is the same as the vendor address; both addresses must use the same capitalization and spacing. Select Prompt to display a message to change the remit-to address when the vendor address is changed. When printing checks you can opt to use the Remit to Addresses rather than the default Vendor addresses. 16

17 12. Attaching Documents to AP Invoice Entry Memos To use memos you will first need to setup Memo Manager Maintenance for AP Invoices in the Common Information module/main menu. Roles must be assigned and display options set by role. In Invoice Data Entry, you will select the Memo button next to the Invoice No. field 17

18 On this screen, create a memo code and description. At the Attachment field, browse out to select the scanned invoice document you want to attach to this invoice. This attachment will update with the invoice and will be viewable in Invoice History Inquiry. 13. Advanced Lookups Custom lookups can be created within any Masterfile listing, such as Vendor List, Customer List, Inventory Item List, or Employee List. Click on the Custom button. 18

19 You will give your lookup a description and mark if you want this to be your default view. Press enter to activate the Next button. Once this lookup is created, you can always come back into the Wizard and change your settings. On the next screen you can select from the available fields on the left and by using the arrow buttons move data fields to the right or left. Use the Move Up and Move Down buttons to shift fields up or down in sequence. 19

20 Filters can also be applied to customize the specific data you want to see. You will now have a view drop down menu to select the Standard view or the new lookup you ve created. If you opted to make your new view be the default view, you will automatically see your new view at this lookup list screen every time. 20

21 This new listing can be taken to an Excel spreadsheet by clicking on the Excel button at the lower right or it can be printed as just a listing by clicking on the printer icon. Once in Excel, the lists become spreadsheets and can be used calculations, for Mail Merges, etc. 14. Drill Down In Vendor Maintenance, Vendor Inquiry, and Invoice History Inquiry, you can double click on any of the records to bring up the details associated with that invoice. 21

22 On this screen, you can see the invoice amount, date, invoice balance and can drill down to the AP Source Journal to see the GL postings for the batch that this invoice was part of. If a scanned image was attached to an Invoice memo during data entry you will see an active memo button on this screen. Once you click on the Memo button, you will see the memo code with the attachment. Clicking on the View Attachment button will bring up the scanned document attached to the memo. 22

23 The AP Source Journal will show you the GL postings, along with the date and time stamp it was updated and who updated it. On the lines screen, you will see the specific GL account or accounts that the entries for this invoice were posted to. If the invoice has been paid, the Payments screen will show you the payments applied to the invoice. 23