SyteLine: Using Accounts Payable Training Workbook

Transcription

1 SyteLine: Using Accounts Payable Training Workbook SyteLine April 29, 2014 Course code: 01_ _IEN0006_SYT

2 Legal notice Copyright 2014 Infor. Important Notices The material contained in this publication (including any supplementary information) constitutes and contains confidential and proprietary information of Infor. By gaining access to the attached, you acknowledge and agree that the material (including any modification, translation or adaptation of the material) and all copyright, trade secrets and all other right, title and interest therein, are the sole property of Infor and that you shall not gain right, title or interest in the material (including any modification, translation or adaptation of the material) by virtue of your review thereof other than the non-exclusive right to use the material solely in connection with and the furtherance of your license and use of software made available to your company from Infor pursuant to a separate agreement, the terms of which separate agreement shall govern your use of this material and all supplemental related materials ("Purpose"). In addition, by accessing the enclosed material, you acknowledge and agree that you are required to maintain such material in strict confidence and that your use of such material is limited to the Purpose described above. Although Infor has taken due care to ensure that the material included in this publication is accurate and complete, Infor cannot warrant that the information contained in this publication is complete, does not contain typographical or other errors, or will meet your specific requirements. As such, Infor does not assume and hereby disclaims all liability, consequential or otherwise, for any loss or damage to any person or entity which is caused by or relates to errors or omissions in this publication (including any supplementary information), whether such errors or omissions result from negligence, accident or any other cause. Without limitation, U.S. export control laws and other applicable export and import laws govern your use of this material and you will neither export or re-export, directly or indirectly, this material nor any related materials or supplemental information in violation of such laws, or use such materials for any purpose prohibited by such laws. Trademark Acknowledgements The word and design marks set forth herein are trademarks and/or registered trademarks of Infor and/or related affiliates and subsidiaries. All other company, product, trade or service names referenced may be registered trademarks or trademarks of their respective owners.

3 Table of contents About this workbook... iv Course overview... v Course description and agenda... vi SyteLine user interface... viii Lesson 1: Accounts payable setup... 1 Setting up accounts payable accounts in the Chart of Accounts... 2 Setting accounts payable parameters... 3 Setting up bank codes... 7 Setting up shipping codes... 8 Setting up billing terms... 9 Check your understanding Lesson 2: Setting up vendors Entering vendor data Entering vendor document profile data Documenting vendor interactions Querying vendors Specifying accounts payable data for salespersons Check your understanding Lesson 3: Defining accounts payable accounts Defining standard accounts Enabling voucher authorization Setting up inventory adjustment and variance accounts Check your understanding Lesson 4: Generating vouchers Previewing the Vouchers Payable Report Generating vouchers from purchase orders Viewing vouchers on the A/P Vouchers and Adjustments form Check your understanding Lesson 5: Using the auto voucher feature Generating vouchers with the auto voucher feature Check your understanding Lesson 6: Manually creating vouchers Manually creating vouchers Voucher distribution Check your understanding Lesson 7: Creating and generating recurring vouchers Creating recurring vouchers Generating recurring vouchers Check your understanding Lesson 8: Posting vouchers and adjustments Posting vouchers and adjustments Check your understanding Lesson 9: Generating payments Payments overview Generating payments Check your understanding Lesson 10: Manually entering payments Manually entering payments Distributing payments Using quick payment application Check your understanding Lesson 11: Printing, posting, and voiding checks... 75

4 Printing and posting checks Voiding posted payments Viewing posted transaction detail and summary data Using a positive pay file Check your understanding Course summary Course review Appendix A: Accounts payable reports and utilities Reports Utilities Appendix B: Goods and services taxes (GST) for landed costs Including taxes on brokerage fees in landed cost vouchers Appendix C: Letters of credit (LCR) Issuing vendor LCRs ii Course introduction

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6 About this workbook Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and instructive. This Training Workbook is designed to support the following forms of learning: Classroom instructor-led training Virtual instructor-led training This Training Workbook is not intended for self-study or as a product user guide. Activity data You will be asked to complete some practice exercises during this course. Step-by-step instructions are provided in this guide to assist you with completing the exercises. Where necessary, data columns are included for your reference. Your instructor will provide more information on systems used in class, including server addresses, login IDs and passwords. Reference materials SyteLine reference materials are available from the following locations: SyteLine Help menu Infor Xtreme Symbols used in this workbook Hands-on exercise ( Exercise ) Instructor demonstration ( Demo ) Scenario Note For your reference Your notes Question Answer iv Course introduction

7 Course overview Course duration 1 day Learning objectives Upon completion of this course, you will be able to: Audience Describe how to set up accounts payable accounts in the Chart of Accounts. Describe how to set up bank codes, shipping codes, and billing terms. Describe how to set up a vendor, document a vendor s profile, and log vendor interactions. Explain how to define standard accounts and set up inventory adjustment and variance accounts. Describe how to generate a voucher from a purchase order. Describe how to use the auto voucher feature to generate vouchers. Describe how to manually create and distribute vouchers. Describe how to create and generate recurring vouchers. Describe how to post vouchers and adjustments. Describe how to automatically generate payments. Describe how to manually enter and distribute payments. Explain the process for printing and posting checks. Customer User Pre-Sales Consultant Business Consultant Support System requirements SyteLine 9.00 Training Environment Prerequisite knowledge To optimize your learning experience, Infor recommends that you have the following knowledge prior to attending this course: Knowledge of SyteLine foundational concepts and how data is structured and organized in SyteLine Ability to navigate the SyteLine user interface SyteLine: Using Accounts Payable Training Workbook v

8 Course description and agenda This course covers basic SyteLine accounts payable processes, including setting up accounts payable accounts and specifying accounts payable parameters, setting up vendors, creating and posting vouchers, generating and distributing payments, and printing, posting, and voiding checks. This training is for versions: 9.00 and all previous versions. Prerequisites: SyteLine User Interface Part 1 Finding and Working with Forms SyteLine User Interface Part 2 Finding and Displaying Records SyteLine User Interface Part 3 Adding, Editing, and Deleting Records SyteLine User Interface Part 4 Additional Record Management Lesson Lesson title Learning objectives Day Course overview Review course expectations. Day 1 Lesson 1 Accounts payable set up Describe how to set up accounts payable accounts in the Chart of Accounts. Explain how to specify a vendor prefix and set up aging parameters. Describe how to set up bank codes. Describe how to set up shipping codes. Describe how to set up billing terms. Lesson 2 Setting up vendors Describe how to set up a vendor. List reasons for holding a payment. Describe how to document a vendor s profile. Describe how to log vendor interactions. Describe how to query vendors. Describe how to enter data for salespersons. Lesson 3 Lesson 4 Defining accounts payable accounts Generating vouchers Explain how to define standard accounts. Describe how to enable voucher authorization. Describe how to set up inventory adjustment and variance accounts. Describe how to preview the Vouchers Payable Report. Describe how to generate a voucher from a purchase order. Identify the purpose of the A/P Vouchers and Adjustments form. Day 1 Day 1 Day 1 Day 1 Lesson 5 Using the auto voucher feature Identify the auto voucher process flow. Describe how to use the auto voucher feature to generate vouchers. Day 1 vi Course introduction

9 Lesson Lesson title Learning objectives Day Lesson 6 Manually creating vouchers Describe how to manually create vouchers. Describe how to distribute vouchers. Day 1 Lesson 7 Creating and generating recurring vouchers Explain the purpose of recurring vouchers. Describe how to create and generate recurring vouchers. Day 1 Lesson 8 Lesson 9 Lesson 10 Lesson 11 Posting vouchers and adjustments Generating payments Manually entering payments Printing, posting, and voiding checks Describe how to post vouchers and adjustments. List the types of payments and the parts of a payment. Describe how to automatically generate payments. Describe how to manually enter payments. Describe how to distribute payments. Describe how to make prepayments. Describe how to use quick payment application. Explain the process for printing and posting checks. Describe how to void posted payments. Describe how to view posted transaction detail and summary data. Describe how to query transaction details. Describe how to create a positive pay file format, define fields for the file, and generate the file. Day 1 Day 1 Day 1 Day 1 Course summary Review course objectives. Day 1 Appendix A Reports and utilities List the reports and utilities used with accounts payable. Appendix B Landed cost Define landed cost. Identify the forms used with landed cost. Day 1 Day 1 Appendix C Letters of credit (LCR) Describe how to issue vendor LCRs. Day 1 SyteLine: Using Accounts Payable Training Workbook vii

10 SyteLine user interface SyteLine standard user interface elements include the top navigation pane menus and the main toolbar. Navigation pane menus SyteLine navigation pane menus and main toolbar You can browse all available folders through the navigation pane menus and submenus. Hovering your mouse over each of the navigation pane menus allows you to explore the submenus contained beneath. Navigation pane menus and submenus You can pin submenus to the navigation pane. For example, if you know that you will be using the Customer Service submenus frequently, you can display the menus at the top level, by pinning them to the navigation pane. Main toolbar The main toolbar contains icons that allow you to quickly complete commonly used tasks in SyteLine, such as saving data or closing a form. You can position your mouse pointer over an icon on the toolbar to reveal its description and functionality. Keyboard shortcuts Some navigation pane submenus display available keyboard shortcuts that can be used to save multiple steps when completing certain tasks. Keyboard shortcuts viii Course introduction

11 The following table displays the available shortcut keys and their actions. Shortcut keys Action Navigating Forms Ctrl + F4 Ctrl + O Ctrl + W Ctrl + Tab Close current form. Open Select Form. Open workspaces. Switch view to next open form. Navigating records Ctrl + Home Tab Shift + Tab F8 F7 Ctrl + 1 Ctrl + 2 Editing records F2 Ctrl + N Ctrl + A Ctrl + C Move to first editable field of form. Move to the next field. Move to the previous field. Move to the next record. Move to the previous record. Hide/Show 1st Splitter Pane. Toggles between Detail view and Dual view (i.e., a partial grid displays on the left, and the record details display on the right). Alternatively, select System > View > Hide/Show 1st Splitter Pane. Hide/Show 2nd Splitter Pane. Toggles between Grid view and Dual view (i.e., a partial grid displays on the left, and the record details display on the right). Alternatively, select System > View > Hide/Show 2nd Splitter Pane. Activate the drop-down list. Add new record. Alternatively, select System > Actions > New. Note: The Actions menu is only available when a form is open. Add value for current field. Alternatively, select System > Edit > Add. Copy Ctrl + X Ctrl + V Ctrl + Z Cut Paste Undo. Alternatively, select System > Edit > Undo. SyteLine: Using Accounts Payable Training Workbook ix

12 Shortcut keys Action Editing records, continued Ctrl + D Ctrl + F Delete record. Alternatively, select System > Actions > Delete. Note: The Actions menu is only available when a form is open. Find value for current field. Alternatively, select System > Edit > Find Value for Current Field. Note: This is only accessible for certain field types, such as some drop-down lists. Ctrl + L Display details for current field drill down. Alternatively, select System > Edit > Details for Current Field. Note: This only works for certain field types, such as some drop-down lists. Ctrl + S Filtering records F3 F4 F5 Save changes. Alternatively, select System > Actions > Save. Note: The Actions menu is only available when a form is open. In Filter In Place mode, cancel the filter in place and return to the collection previously displayed. Alternatively, select System > Actions > Filter > Cancel in Place. In Refresh mode, begin filter in place (i.e., clear the collection and go back to Filter In Place mode). Alternatively, select System > Actions > Filter > Begin in Place. In Filter In Place mode, execute in place (i.e., run the filter). Alternatively, select System > Actions > Filter > Execute in Place. In Refresh mode, refresh the current collection. Alternatively, select System > Actions > Refresh. In Filter In Place mode, clear the filter in place. Alternatively, select System > Actions > Filter > Clear in Place. Ctrl + F5 In Refresh mode, refresh the current record. Alternatively, select System > Actions > Refresh current. Ctrl + F2 Ctrl + Q Other In Refresh mode, repeat Find Value in Collection. Alternatively, select System > Edit > Repeat Find. In Refresh or New mode, open associated query form to specify filter criteria. Alternatively, select System > Actions > Filter > By Query. F1 Ctrl + E Ctrl + P Open field level help topic. Toggle design mode on and off. Alternatively, select System > Edit > Design Mode. Print x Course introduction

13 Field types The following tables display the field types available in SyteLine with a brief description: Field type Description Required, system-generated, and read-only fields Standard GUI fields Forms and reports Any field that is required will have a red star A system-generated field will have a green star A field with no border around the data is read-only Check box indicating Yes or No Radio button to select one option from multiple choices Drop-down list to select one option from multiple choices Basic SyteLine elements include forms and reports. Forms provide an organized view to the data stored in the database. Just about everything you do in SyteLine uses a form element. You use different types of forms depending on whether you need to add new information, modify existing information, or view the details of a specific record. Forms are made up of records that contain multiple fields of data. Records consist of a group of related pieces of information. Fields are the basic elements that display the related data pieces and are grouped together to make up a record. When a form displays multiple records, it is referred to as a collection. A collection displays multiple records that have some commonality. Reports are used to organize and present filtered collections of related data. SyteLine: Using Accounts Payable Training Workbook xi

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15 Lesson 1: Accounts payable setup Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to set up accounts payable accounts in the Chart of Accounts. Explain how to specify a vendor prefix and set up aging parameters. Describe how to set up bank codes. Describe how to set up shipping codes. Describe how to set up billing terms. Setting up accounts payable accounts in the Chart of Accounts Setting accounts payable parameters Setting up bank codes Setting up shipping codes Setting up billing terms SyteLine: Using Accounts Payable Training Workbook 1

16 Setting up accounts payable accounts in the Chart of Accounts An account tracks the money spent or earned by business activities, such as: Paying bills Receiving payments Generating payroll checks Purchasing supplies Paying rent Account numbers are needed for all vouchers, adjustments, and payments made via accounts payable. You use the Chart of Accounts form to set up account numbers to use throughout SyteLine to record, track, and report costs. The Chart of Accounts must contain all accounts payable-related account numbers before transaction distributions and postings can occur. The general ledger is tied to other parts of SyteLine through the Chart of Accounts and the journals. The following table displays fields on the Chart of Accounts form and provides a brief description of each: Field Description Account The account number. The account number has a maximum length of 12 alphanumeric characters and cannot include leading spaces Description (this field is not labeled) Account Type A description to identify the account number. This description can be up to forty characters of text and will display on several accounts payable reports and in the general ledger. For example, Supplies Expense Allocation or Petty Cash. The account type determines how an account is categorized. You can select from the following options: Asset Expense Liability Owner's Equity Revenue Statistical Analytical Allocation The type will used in reports and processing throughout the general ledger. For example, the net income amount on financial statements is calculated using the domestic currency amounts for revenue and expense accounts. Account Class Effective Date Obsolete Date Allocations The account class assigned to the account. Account classes are not required, but they can be used by financial reporting tools, if desired. The date you want the account to become active. The date you want the account to become inactive. Defines accounts with percentages via a sub-file. 2 Lesson 1: Accounts payable setup

17 Setting accounts payable parameters Use the General tab of the Accounts Payable Parameters form to specify a vendor prefix and to set aging parameters. Specifying vendor prefixes The vendor prefix is used for alphanumeric numbering of vendors. The prefix is automatically added to the beginning of default vendor numbers for new vendors. If you override the default value, the prefix is not applied. For example, if you enter a prefix of VE in the Vendor Prefix field, the default vendor numbers will be generated as VE00001, VE00002, VE00003, and so on. Note: If you use a prefix, when incrementing vendor numbers, SyteLine will look for the last vendor number that begins with the prefix and ends with a numeric digit and will add a one to it. SyteLine will ignore vendor numbers that contain alphabetic characters after the prefix. If you do not use a prefix, SyteLine will look for the largest numeric vendor number and add a one to it. Setting aging parameters You set aging parameters to be used as the default day range and titles on the A/P Aging Report. Negative numbers represent days until due (the voucher will be due in the future). Positive numbers represent days past due. The selection from the Aging Basis drop-down list on the Accounts tab of the Accounts Payable form determines what the A/P Aging Report is based on; either the due date, the invoice date, or the discount date. Note: Only the AP Aging Report uses these aging report parameters. You should enter parameters on this form to ensure consistency. SyteLine: Using Accounts Payable Training Workbook 3

18 Setting default accounts for system-generated distributions SyteLine uses default accounts for specific types of transactions. Account numbers are often automatically assigned from code and parameters forms. The Accounts tab of the Accounts Payable Parameters form allows you to specify the default accounts to use for system-generated distributions. Note: You can update an account on an accounts payable form even when a parameter is set. The following table displays the fields on the Accounts tab of the Accounts Payable Parameters form and provides a brief description of each: Field Description Accounts Payable Purchases Misc. Charges Sales Tax Expense Discount External Purchases The general ledger account number designated as the default account for accounts payable. Note: The Draft Payable account is for the European Community. Within SyteLine, drafts are treated as a payment type. The general ledger account number designated as the default account for purchases. This is primarily used for purchasing items that do not have records maintained in the Items form, such as supplies. Valid account numbers are maintained in the Chart of Accounts form. Note: SyteLine uses the purchases account you specify on the Vendors form as the purchases default account. If the Purchases field on the form is blank, the system uses the account number you enter on this form as the purchases default account. The general ledger account number designated as the default account for miscellaneous expenses. The general ledger account number designated as the default account for sales tax expenses. The general ledger account number designated as the default account for purchase discounts. The general ledger account number designated as the default account used for purchase order requisitions generated by an external system. On the Purchase Order Requisition Lines form, this account number displays for non-inventory items on the imported purchase order requisition. 4 Lesson 1: Accounts payable setup

19 Specifying EFT parameters The following table displays the fields on the EFT tab of the Accounts Payable Parameters form and provides a brief description of each: Field Description Format Bank Code Directory User Name User Number Destination ID The format to use when creating EFT files for submission to a third party EFT transmission system, including: Select the format to use when creating Electronic Funds Transfer files for submission to a third party EFT transmission system: ALLEFT BBMEFT CPA - Canadian Payment Association CNAB - National Center for Banking Automation - Brazil, fixed record length of 240 ABAFILE - Australian Bankers Association. There are several versions of this format: ANZ,NAB,WBC CBA HSBC, BANKWEST NACHA - National Automated Clearing House Association SEPA - European Union Note: You can select only one EFT format per site. The bank to whom you are making these types of disbursements. The network path, or the drive and directory, to which EFT output files will be written. For example: C:\Program Files\Infor\Infor\EFTOutput or \\myserver\infor\eftoutput The name of the EFT user. This field is enabled only when the EFT Format is set to ABAFILE. The number of the EFT user. This field is enabled only when the EFT Format is set to ABAFILE. The Automated Clearing House (ACH) identification number of the destination data center or bank. This number can be up to 9 digits. If you enter less than 9 digits, those digits are preceded with zeroes to create a nine-digit number. For example, if you enter "123," the result is Note: This field is only enabled when the EFT format is set to Canadian Payment Association (CPA) or National Automated Clearing House Association (NACHA) on the Accounts Payable Parameters form. Origination ID The eight-digit processing bank routing/transit number or the originating development finance institution (DFI) identification. Note: This field is only enabled when the EFT format is set to National Center for Banking Automation (CNAB), CPA, or NACHA on the Accounts Payable Parameters form. SyteLine: Using Accounts Payable Training Workbook 5

20 Field Company ID Description The company ACH identification number. This is usually a tax identification number, or an agreed-upon control number. Note: This field is only enabled when the EFT Format is set to NACHA on the Accounts Payable Parameters form. Use Default Account Registration Number Last File Last File Date This field is enabled only when the EFT format is CPA. Select this field to use your default EFT account for the deposit of returned funds if the transaction fails or is rejected. This default account was set up by your bank when you signed up for EFT. If you do not want to use the default EFT account for returned funds, clear this field. The system then uses the bank account number on the Bank Reconciliations form, along with the Branch (Transit) specified on the Bank Addresses form, for the bank code specified on the Accounts Payable Parameters form. This field is enabled only when the EFT format is CNAB. Specify the company registration number (Tax ID) supplied by the government. This field contains the last EFT file number that was created in the EFT Directory. For NACHA EFT format, this field contains the last EFT batch number. This field contains the date the last EFT file was created. 6 Lesson 1: Accounts payable setup

21 Setting up bank codes SyteLine maintains a transaction history of all activity against the bank checking accounts your company uses. You can view this information on the Bank Reconciliations form, and also prepare bank reconciliations by tracking what has been recorded by the bank. Checks printed through payroll and accounts payable are automatically recorded, along with checks that have been voided due to a reprint, enabling you to view and reconcile each check. You can manually reconcile transactions to the bank statement or use the Bank Reconciliation Change Utility found in the general ledger module. Each vendor requires a bank code. Bank codes are defined for each bank you do business with. You use the Bank Reconciliations form to set up bank codes. Note: Each bank code requires a general ledger account number. Several bank codes may use the same general ledger cash account. The following table displays various fields on the Bank Reconciliations form and provides a brief description of each: Field Bank Code Bank Name Bank Account Cash Account BIC IBAN Description The bank code of the bank account. The name of the bank or a description of the bank code. The bank account number associated with this bank code. This is for reference only. The number of the general ledger cash account that is used by this bank code. The ISO business identifier code assigned by SWIFT that identifies the financial institution to use for financial transactions for this vendor. On the Vendors form, this field is enabled when: The EFT Format is set to SEPA on the Accounts Payable Parameters form. The payment type is set to EFT for this vendor. The International Bank Account Number for the vendor's account. IBAN is an expanded version of the Basic Bank Account Number (BBAN). It is used internationally to uniquely identify an account at a financial institution. On the Vendors form, this field is enabled when: The EFT Format is set to SEPA on the Accounts Payable Parameters form. The payment type is set to EFT for this vendor. You must add one Check Type record for each bank code that checks are to be printed from. The check number should be one number lower than the first check number to be printed. The system then assigns check numbers for computer-printed checks based on the last check printed. SyteLine: Using Accounts Payable Training Workbook 7

22 Setting up shipping codes Use the Ship Via Codes form to set up shipping codes. Ship Via Codes are required for vendors and are used to reference a method of shipment on an order. 8 Lesson 1: Accounts payable setup

23 Setting up billing terms Use the Billing Terms form to identify and maintain billing terms to be applied to customers and vendors. The billing terms code displays on the Vendors or Multi-Site Vendors form and identifies the default billing terms. Billing terms calculate the following when you provide an invoice date: Due Date - The date an invoice is due to be paid by the customer or vendor. Discount Date - The number of days a customer or vendor has to receive a discount. Discount Percent (if applicable) - The amount of discount the customer or vendor is to receive. Determining due days The following methods can be used to set the invoice due date: Due days Prox due day Multiple due dates (using Due Days or Prox Days) The Use Multiple Due Dates check box must be selected to use this option Advanced terms (using a combination of Due Days and Prox Days) The Advanced Terms check box must be selected to use this option Unless you are using advanced terms, you cannot use the Due Days and Prox Due Day fields at the same time. If you are not using advanced terms and the values in the Due Days and Prox Due Day fields are greater than zero, SyteLine will ignore due days. The following table displays the fields used to determine due days on the Billing Terms form and provides a brief description of each: Field Due Days Prox Due Day Description The number of calendar days that can pass before an invoice becomes due. Due date = invoice date + due days The day of the month following the invoice date on which the invoice becomes due. If the Advanced Terms field check box is cleared, options are For example, if an invoice has a date of 2/15 and the Prox Due Day is set to 20, the due date for that invoice will be 3/20. If the value in the Prox Due Day is greater than the number of days in the next month, the last day of the next month will be used. For example, if an invoice has a date of 1/15 and the Prox Due Day is set to 30, the due date for that invoice will be 2/28. Note: Prox refers to Proximo, which means occurring in the next month. Prox Months Forward The number of months to add to the value in the Prox Due Day field. For example, if an invoice has a date of 2/15, the Prox Due Day is set to 20, and the Prox Months Forward is set to 1, SyteLine will calculate the prox due date of 3/20 and then add a month, resulting in a due date of 4/20. Cutoff Day This field is only used with advanced terms. SyteLine: Using Accounts Payable Training Workbook 9

24 Field Holiday Offset Method Description This selection indicates how you want SyteLine to adjust the due date if the original calculation falls on a holiday as defined in the Holidays form. Selections include: No Offset: Do not make any adjustment to the due date. Bring Forward: Adjust the due date to the first non-holiday date before the holiday. Postpone: Adjust the due date to the first non-holiday date after the holiday Note: The holiday offset is only used when determining the due date. The discount date is calculated without regard for the holiday offset method. Determining discount days The following methods can be used to set discounts: Discount days Prox discount days Note: You cannot use discounts when you use multiple due dates. The following table displays the fields used to determine discount days on the Billing Terms form and provides a brief description of each: Field Discount Days Prox Discount Day Prox Discount Months Forward Description The number of days to take advantage of an early payment. If the payment is within the number of days specified, the percentage of discount can be taken. Discount date = the invoice date + the discount days. If the invoice date is less than the prox discount day, the discount date will be set to the prox discount day of the current month. If the invoice date is less than the prox discount day, the discount date will be set to the prox discount day of the next month. For example: If the invoice date is 10/25 and the Prox Discount Day is set to 20, then the discount date will be 11/20. If the invoice date is 10/10 and the Prox Discount Day is set to 20, then the discount date will be 10/20. Note: If the values in the Discount Days and Prox Discount Day fields are both greater than zero, SyteLine will ignore the Prox Discount Day. The number of months to add to the Prox Discount Day. For example: If the invoice date is 10/25, the Prox Discount day is set to 20, and the Prox Discount Months Forward is set to 1, the discount date will be 12/20. If the invoice date is 10/10 and the Prox Discount day = 20 and Prox Discount Months Forward = 1, then the discount date will be 11/20. Discount Percent The percentage of the sales amount of an invoice that is deducted from the amount owed if payment is made on or before the discount date. For example, to allow a 2% discount for payments made on or before the discount date, enter a 2 in this field. 10 Lesson 1: Accounts payable setup

25 You cannot use discounts and multiple due dates. When you select the Use Multiple Due Dates check box, all discount fields will be set to zero and deactivated. The following table displays examples of discount dates. Invoice Date Discount Days Prox Discount Day Prox Disc Months Fwd. Discount Date 10/25/ /4/ /25/ /27/ /25/ /10/ /25/ /27/2014 Using multiple due dates Add Discount Days to invoice date Invoice date is < the Prox Discount day Invoice date is > the Prox Discount Day Prox Discount Months Forward is 1 Select the Use Multiple Due Dates check box to activate the use of multiple due dates for a billing terms code. You cannot use discounts and multiple due dates. When you select Use Multiple Due Dates, all discount fields will be set to 0 and deactivated. When using multiple due dates, you must enter the number of days to offset the invoice date from the previous sequence in the Due Days Offset column. The offset day in the first sequence is always equal to zero. If the value in the Due Days field is greater than zero, the due date of the first sequence will equal the invoice date plus due days. The due dates of the subsequent sequences are the invoice date plus due days plus the cumulative offset days. If the value in the Prox Due Day field is greater than zero, the due date of the first sequence will be the Prox due date for the invoice date. The due dates of the subsequent sequences are the prox due date for the date of the invoice date plus the cumulative offsets. For the designated sequence, you must also enter the percentage of the order total that you want to bill in the Percent column. The total percentage for the multiple due date billing terms must equal 100 percent. SyteLine: Using Accounts Payable Training Workbook 11

26 Viewing multiple due dates You can view the list of due dates for an invoice by clicking Multiple Due Dates on the following forms: Invoices, Debit and Credit Memos A/R Posted Transaction Detail A/R Quick Payment Application The following table displays examples of using multiple due dates when the invoice date is 5/5 and the Due Days field is set to 30. Sequence Due Days Offset Final Due Date /5 (5/5 plus 30 days) /5 (5/5 plus 60 days) /3 (5/5 plus 90 days) /1 (5/5 plus 120 days) The following table displays examples of using multiple due dates when the invoice date is 5/5 and the Prox Days field is set to 15. Sequence Due Days Offset Final Due Date /15 (Prox Due Date for 5/5, i.e. 5/5 plus 0 days) /15 (Prox Due Date for 6/4, i.e. 5/5 plus 30 days) /15 (Prox Due Date for 7/4, i.e. 5/5 plus 60 days) /15 (Prox Due Date for 8/1, i.e. 5/5 plus 90 days) Using advanced terms The following table displays the fields used with advanced terms. Field Advanced Terms Prox Due Day Description Select this check box to enable the advanced terms calculation. If this check box is cleared, the Prox Code field will be disabled. You can use advanced terms with due days, prox due day, or multiple due dates. When you select the Advanced Terms check box, your options are 0-30 or 99. Entering 99 instructs SyteLine to set the due date to the last day of the month. Cutoff Day Used with Prox Codes 1 and 3. Prox Code SyteLine uses the invoice date and then calculates a due date using the algorithm for the code entered. You can enter 0, 1, 2, or 3. The algorithm is as follows: 1. Start with the invoice date. 2. Add Prox Months Forward to the invoice date. 3. Adjust the date of step 2 based on the Prox Code. 12 Lesson 1: Accounts payable setup

27 Field Description Advanced Terms Examples a. Prox Code = 0 Add Due Days to the result of step 2 b. Prox Code = 1 If the day of the month from step 2 >= the Cutoff Day, adjust the date to first day of next month Add Due Days c. Prox Code = 2 Adjust the date from step 2 to the end of the month. Add Due Days d. Prox Code = 3 If the day of the month from step 2 >= the Cutoff Day, adjust the date to the first day of next month Adjust the date to the end of the month Add Due Days 4. Using Prox Due Day, calculate the Prox due date for the result of step Adjust the Prox due date for the Holiday Offset Method. The following table displays examples of using advanced terms. Invoice Date Prox Code Due Days Prox Due Day Prox Months Fwd. Cutoff Day Holiday Offset Method Due Date 10/25/ No Offset 11/24/ /25/ No Offset 12/1/2014 Add Due Days to invoice date Invoice day >= Cutoff, Due Date is Start of Next Month plus Due Days 10/25/ No Offset 11/30/ /25/ No Offset 12/30/ /25/ Bring Fwd. 11/5/2014 Due Date is End of Invoice Month plus Due Days Invoice Date >= Cutoff, Due Date is End of Next Month plus Due Days Invoice day falls on or after Cutoff Day, move to next month. SyteLine: Using Accounts Payable Training Workbook 13

28 Invoice Date Prox Code Due Days Prox Due Day Prox Months Fwd. Cutoff Day Holiday Offset Method Due Date 10/25/ Bring Fwd. 11/5/ /25/ Bring Fwd. 11/5/ /25/ Bring Fwd. 12/5/ /25/ Bring Fwd. 11/23/2014 Invoice day falls on or after Cutoff Day, move to next month Invoice day falls on or after Cutoff Day, move to next month Invoice Day falls on or after Cutoff Day, move to next month, and then push to end of next month before adjusting to Prox Due Day. Holiday falls on 11/24/2014, Holiday Offset Method is Bring Forward 10/25/ Postpone 11/25/2014 Holiday falls on 10/25/ No Offset 11/24/ /24/2014, Holiday Offset Method is Postpone Holiday falls on 11/24/2014, Holiday Offset Method is No Offset 10/25/ No Offset 11/24/2014 Holiday falls on 11/24/2014, Holiday Offset Method is No Offset 10/25/ No Offset 12/5/2014 Prox Month Forward is 1 10/25/ No Offset 12/5/2014 Prox Month Forward is Lesson 1: Accounts payable setup

29 Invoice Date Prox Code Due Days Prox Due Day Prox Months Fwd. Cutoff Day Holiday Offset Method Due Date 10/25/ No Offset 12/5/2014 Prox Month Forward is 1. 10/25/ No Offset 1/5/2012 Prox Month Forward is 1. The Cash Only field The Cash Only check box must be selected when a value greater than zero has been entered in the Cash Rounding Factor field on the Tax Parameters form. Select this check box for cash sale only billing terms. When selected, the final invoice will be rounded up or down to the nearest cash rounding factor amount. The special rounding calculation is only performed as regular, credit memo, or adjustment invoices are printed and posted. This rounding is not made anywhere else in the system. It does not apply to progressive billing Invoices, nor is it completed when computing the order total price or the to be invoiced report. Note: By default, this check box is not selected. Demo: Set up accounts payable files Your instructor will demonstrate how to add a bank code and define billing terms. Exercise 1.1: Set up accounts payable files In this exercise, you will set up a bank code for the Bank of Ohio and specify that check numbers should start printing with check 100. You will then add a new billing term with a due date of 30 days and a 6% discount for payments received within 10 days. Exercise Steps 1. Double-click the SyteLine Smart Client icon on the desktop. 2. Log in using the information provided by the instructor. The Infor SyteLine application opens. 3. Select Master Explorer > Modules > Finance > General Ledger > Bank Reconciliations. The Bank Reconciliations form opens. 4. Click Filter In Place on the toolbar to turn off the filter-in-place mode. SyteLine: Using Accounts Payable Training Workbook 15

30 5. Click Create a new object in the current collection on the toolbar. 6. Type BO in the Bank Code field. 7. Type Bank of Ohio in the Bank Name field. 8. Type in the Bank Account field. 9. Select Cash from the Cash Account drop-down list. 10. Verify USD displays in the Currency field. 11. Select Check in the first row of the Type column. 12. Type 99 in the first row of the Transaction column, to replace Click Save modified data and close form (OK) on the toolbar to close the Bank Reconciliations form. 14. Select Master Explorer > Modules > Codes > Billing Terms. The Billing Terms form opens. 15. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 16. Click Create a new object in the current collection on the toolbar. 17. Type 6% in the Code field. 18. Type 6% 10/30 in the blank field next to the Code field. 19. Type 30 in the Due Days field. 20. Type 10 in the Discount Days field. 21. Type in the Discount Percent field. 22. Click Save modified data and close form (OK) on the toolbar to close the Billing Terms form. 16 Lesson 1: Accounts payable setup

31 Check your understanding If you enter a prefix of VE in the Vendor Prefix field on the General tab of the Accounts Payable Parameters form, how will the default vendor numbers be generated? a) 00001VE, 00002VE, 00003VE, and so on b) VE00001, VE00002, VE00003, and so on c) 0000VE1, 0000VE2, 0000VE3, and so on d) VE1, VE2, VE3, and so on You use the Billing Terms form to identify and maintain billing terms to be applied to customers and vendors. List the three items billing terms are used to calculate SyteLine: Using Accounts Payable Training Workbook 17

32 Lesson 2: Setting up vendors Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Describe how to set up a vendor. Describe how to document a vendor s profile. Describe how to log vendor interactions. Describe how to query vendors. Describe how to enter data for salespersons. Topics Entering vendor data Entering vendor document profile data Documenting vendor interactions Querying vendors Specifying accounts payable data for salespersons 18 Lesson 2: Setting up vendors

33 Entering vendor data All accounts payable transactions (vouchers and payments) with a vendor require that a vendor be set up in SyteLine. You enter data for a vendor on the Vendors form. This form allows you to maintain a record for each vendor with whom your company does business. The following table displays the fields in the header area of the Vendors form that are required and provides a brief description of each: Field Description Terms Bank Code Remit To tab The code of terms for the vendor. This code specifies discount rates and due dates for invoice processing. The bank code for the vendor. This code specifies the default bank account against which checks payable to this vendor are drawn. Note: Bank codes are defined on the Bank Reconciliations form. If the Payment Type is EFT, this code defaults from the Accounts Payable Parameters form. The Remit To tab allows you to select a different vendor to send an accounts payable check to if your vendor has different ship-from and remit-to locations. A remit-to vendor must be set up as a separate vendor. Note: All other information, except bank reconciliation information, will use the main vendor s data, not the remit-to vendor. General tab The General tab allows you to enter general information about a vendor, including purchase account information and payment type data. The following table displays fields on the General tab relevant to accounts payable and provides a brief description of each: Field Purchases Description The general ledger account number that should be used on a purchase order as the default expense account for non-inventory items. If left blank, SyteLine will default to the account specified on the Accounts tab of the Purchasing Parameters form. Payment Type The type of payment to be used as the default value for the vendor's accounts payable payments. Selections include: Standard Check - a computer-generated (system-printed) check Manual Check - a handwritten or typed check Wire Transfer - an electronic transfer Standard Draft - a computer-generated (system-printed) draft Incoming Draft - a draft received from the vendor EFT Payment - an electronic funds transfer SyteLine: Using Accounts Payable Training Workbook 19

34 Field Voucher Tolerance Over/Voucher Tolerance Under LCR Required Description If voucher authorization is turned on via the General tab of the Purchasing Parameters form and percentages are specified in the Voucher Tolerance Over and Voucher Tolerance Under fields, these fields will be activated on this form and a voucher will receive a status of failed if it exceeds the parameter settings. Selecting this check box indicates that the vendor requires a letter of credit. Note: For more information, refer to Appendix C: Letters of credit (LCR). Banking tab The Banking tab is only active when you select a payment type of EFT on the General tab. The following table displays fields on the Banking tab relevant to accounts payable and provides a brief description of each. Field Bank Name Transit Transit Reference Description The name of the vendor's bank that will be receiving the EFT funds from your company. This field will only be enabled when the EFT format on the Accounts Payable Parameters form is set to NACHA. On the Vendors or Multi-Site Vendors form, enter the transit routing number of the vendor's bank, to use in Electronic Funds Transfer. This number consists of a four-digit transit number, four-digit ABA number, and a check digit. Enter the 8 digits without separators, for example The system will add the check digit at the end. If a vendor has a blank Remit To Vendor, enter the transit routing number on the vendor's record. If a vendor has a non-blank Remit To Vendor, enter the transit routing number in the Remit To Vendor's record. This field is enabled only when the Payment Type is EFT and the EFT Format for this site (set on Accounts Payable Parameters) is NACHA, CPA, or CNAB. This field is enabled only when the EFT format on the Accounts Payable Parameters form is set to is NACHA, CPA, or CNAB. Specify the depository financial institution (DFI) identification qualifier for the vendor's bank that will be receiving the EFT funds from your company. Values include: 01: National Clearing System, to be used with United States ABA routing and transit numbers 02: BIC or SWIFT code, to be used with Canadian transactions 03: IBAN, which is not used at this time Bank Account Enter the vendor's bank account number associated with this bank code, to use in electronic funds transfers. 20 Lesson 2: Setting up vendors

35 Field Description If a vendor has a blank Remit To Vendor, enter the bank account number on the vendor's record. If a vendor has a non-blank Remit To Vendor, enter the bank account number on the Remit To Vendor's record. This field is enabled only when Payment Type is EFT. Account Type This field allows you to either credit or debit the vendor's savings or checking account. Select either Checking or Savings from the list in this field. Bank Number Account Name IBAN Business Identifier Code (BIC) The EFT bank number (sort code) associated with this bank code. This field is enabled only when Payment Type is EFT. If the EFT Format on the Accounts Payable Parameters form is: ALLEFT or BBMEFT - The Bank Number field uses the mask format ##- ##-##. ABAFILE - The Bank Number field uses the mask format ###-###. Character positions 2 and 3 must equal a valid financial institution number, and character position 4 must be a valid state number. NACHA - The Bank Number field is disabled. Note: If you open Vendors Query and use Bank Number as one of the additional criteria to search on, you must enter the bank number without a mask (for example: ). Enter the vendor's Electronic Funds Transfer bank account name. This field is enabled only when Payment Type is EFT, and it is required only if the EFT Format on the Accounts Payable Parameters form is ABAFILE. This field is disabled if the EFT Format is NACHA. The International Bank Account Number (IBAN) for the vendor's account. IBAN is an expanded version of the Basic Bank Account Number (BBAN). It is used internationally to uniquely identify an account at a financial institution. On the Vendors or Multi-Site Vendors forms, this field is enabled when: The EFT Format is set to SEPA on the Accounts Payable Parameters form. Payment Type is set to EFT for this vendor. The ISO code, assigned by SWIFT, that identifies the financial institution to use for financial transactions for this vendor. On the Vendors or Multi-Site Vendors forms, this field is enabled when: The EFT Format is set to SEPA on the Accounts Payable Parameters form. Payment Type is set to EFT for this vendor. SyteLine: Using Accounts Payable Training Workbook 21

36 Contacts tab The Contacts tab allows you to enter and view information about contacts for the vendor. Selecting the Minority Owned check box allows you to indicate if a vendor is minority owned. Minority types can be managed on the Minority Types form. Taxes tab The taxes tab allows you to enter a vendor s Federal Identification (ID) number. If the vendor has a Federal ID and payments exceed the federal minimum, a 1099 form will be printed for this vendor. Payment Hold tab The Payment Hold tab allows you to flag a vendor and place them on hold, limiting transaction activity. When a vendor is on a payment hold, payment distribution and check printing activity are prohibited, but there are no restrictions on purchase order entry. The following table displays fields on the Payment Hold tab relevant to accounts payable and provides a brief description of each: Field Payment Hold Payment Hold Reason Payment Hold User Payment Hold Date Description When selected, this indicates the vendor is currently on a payment hold. The reason code explaining why the vendor is on a payment hold. Text describing the reason displays to the right of the code. When the Payment Hold check box is selected, this field is required. Note: Reason codes can be managed on the Payment Hold Reasons form by selecting Vendor > General > Files > Payment Hold Reasons. You can also display this form by right-clicking the Payment Hold Reason field and selecting Add. The initials of the user who last specified the payment hold automatically display in this field. User initials are set on the Users form. The date on which payment hold was specified automatically displays in this field. Payment Hist tab The Payment Hist tab allows you to maintain a payment history record for a vendor. The following table displays the fields on the Payment Hist tab relevant to accounts payable and provides a brief description of each. Field Payments Last Description The total domestic currency amount of all payments made to 22 Lesson 2: Setting up vendors

37 Field Calendar Year Description the vendor in the last calendar year. The field is automatically updated during year-end closing from the Payments Calendar YTD field. Note: The accounts payable year-end procedure will reset the value in the Last Yr. field to zero and move the value in the YTD field to the Last Yr. field Payments YTD The total amount of all 1099 payments made to the vendor so far this year. The system updates this field during the posting of vouchers. Payments Last Fiscal Year 1099 Payments Last Year Purchases YTD Last Purchase Date The total domestic currency amount of all payments made to the vendor in the last fiscal year. The field is automatically updated during year-end closing from the Payments Fiscal YTD field. The total amount of all 1099 payments made to the vendor last year. The field is automatically updated during year-end closing. The total amount of all purchases from the vendor so far this year. This field is automatically updated when vouchers are posted. The last date an item was purchased from this vendor. This field is automatically updated when vouchers are posted. These values on the Payment Hist tab also display on the Payment Hold tab. On Time Delivery tab The On Time Delivery tab displays on-time delivery percentages for a selected vendor, to help you determine which vendor to use for future purchases. On-time delivery percentages are calculated for a given month range by comparing the total number of purchase order lines due in that month to the number of those lines received in full by the due date (or partially received lines with a status of Filled/Complete). User Defined tab The User Defined tab allows you to track additional vendor-related information. The user-defined fields and labels can be set up in design mode. Note: This tab is disabled by default. In some previous SyteLine versions, the User Defined tabs on various forms were enabled, but the fields were hidden. Now, the fields are no longer hidden, but the tab is disabled. Your system administrator can enable the tab and then change field labels or hide the fields, as appropriate. Demo: Set up a vendor Your instructor will demonstrate how to set up a vendor. SyteLine: Using Accounts Payable Training Workbook 23

38 Exercise steps Exercise 2.1: Set up a vendor In this exercise, you will enter information for a new vendor, the Ferret Bicycle Company. You will also enter information for the remit-to vendor you want to use for the Ferret Bicycle Company. 1. Select Master Explorer > Modules > Vendor > General > Vendors. The Vendors form opens displaying the Remit To tab. 2. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 3. Click Create a new object in the current collection on the toolbar. 4. Type 35 in the Vendor field. Note: Vendor numbers can be alphanumeric and will use any prefix you have specified in the Vendor Prefix field on the General tab of the Accounts Payable Parameters form. Leaving this field blank allows SyteLine to automatically generate and assign a number to the vendor. 5. Type Ferret Bicycle Company in the blank field to the right of the Vendor field. 6. Type 206 East Fifth Street in the Address [1] field. 7. Type Davenport in the City field. 8. Select IA Iowa from the Prov/ST drop-down list. 9. Type in the Post/ZIP field. 10. Type Sparks in the County field. 11. Select USA from the Country drop-down list. 12. Select 2% 2/10 Net 30 from the Terms drop-down list. 13. Select BK1 Universal Savings from the Bank Code drop-down list. 14. Type N (for new credit) in the Status field. 15. Click the General tab. 16. Select UPS United Parcel from the Ship Via drop-down list. 17. Click the Contacts tab. 18. Type Sharon Neff in the Contact field. 19. Type in the Phone field. 20. Type Mark Martin in the Other field. 21. Click Save on the toolbar. 24 Lesson 2: Setting up vendors

39 22. Click Create a new object in the current collection on the toolbar to create a remit-to vendor to use for Ferret Bicycle Company. A new Vendors form displays blank fields. 23. Type R35 in the Vendor field. 24. Type Ferret Bicycle Company in the blank field to the right of the Vendor field. 25. Type P.O. Box 723 in the Address [1] field. 26. Type Orville in the City field. 27. Select OH Ohio from the Prov/ST drop-down list. 28. Type in the Post/ZIP field. 29. Select USA from the Country drop-down list. 30. Select 2% 2/10 Net 30 from the Terms drop-down list. 31. Select BK1 Universal Savings from the Bank Code drop-down list. 32. Click Save on the toolbar. 33. Select 35 Ferret Bicycle Company in the left pane. The form is populated with information for Ferret Bicycle Company. 34. Click the Remit To tab. 35. Select R Ferret Bicycle Company from the Remit to Vendor drop-down list. The fields below are automatically populated with information you just entered for the remit-to vendor. 36. Click Save modified data and close form (OK) on the toolbar to close the Vendors form. SyteLine: Using Accounts Payable Training Workbook 25

40 Entering vendor document profile data Use the Vendor Document Profile form to define how to send report output to vendors. When generating a report for a range of vendors, SyteLine refers to each vendor's document profile, if one exists and is active, to determine how to distribute the report output. The Customer and Vendor Document Profiles forms are subject to record collection caps. For example, if your collection cap is set at 100, and you attempt to send a report to 150 customers, only the first 100 will be processed. The following table displays fields on the Vendor Document Profile form and provides a brief description of each: Field Vendor Method Destination Task Name Description The vendor for whom you want to create a document profile. The method used to deliver the report. Selections include: Printer Fax The destination where the report will be delivered. Depending on the selection from the Method drop-down list, this field displays the fax number, address (or addresses), or printer. The task name. Selections include: A/P Check Printing/Posting - Remittance Advice A/P Draft Printing/Posting - Remittance Advice A/P EFT Posting - Remittance Advice A/P Wire Posting - Remittance Advice Builder Purchase Order Report Change Order Report Purchase Order Report Vendor Voucher/Debit Memo Report 26 Lesson 2: Setting up vendors

41 Documenting vendor interactions Use the Vendor Interactions form to record, track, and manage communication between you and your vendors. This form allows you to log all communication with a vendor, such as payment information, materials received, and any vendor delivery/due date issues. For example, if a vendor promised delivery of an item on a specific date, you would enter this information on this form. You can sort vendor interactions by: Contact date Follow-up date Entry name Topic The following table displays fields on the Vendor Document Profile form and provides a brief description of each: Field Interaction Topic Vendor Status Interaction Date Follow-up Date Description The interaction number. Select an existing interaction number from the drop-down list or leave this field blank to have the system automatically assign an interaction number. The topic for the interaction, such as accounts payable issues or purchasing issues. These topics can act as an issues database for all purchasing or accounts payable personnel, since there can be 9999 lines of user-defined text for each vendor communication record. The vendor for whom you want to create the interaction. The status of the interaction, such as complete. The date of the interaction. This field is automatically populated with the current system date and time by default, but can be changed as necessary. The date to follow up with the contact person. You can run the communications log report each day to determine the vendors that need to be contacted. Permissions can be set in a user s file to prevent or allow access to this file. SyteLine: Using Accounts Payable Training Workbook 27

42 Demo: Log a vendor interaction Your instructor will demonstrate how to log a vendor interaction on the Vendor Interactions form and then run the Vendor Interactions Report for all current log files. Exercise steps Exercise 2.2: Log a vendor interaction In this exercise, you will log the details from a conversation that took place between you and the quality assurance manager, Helen Wait, for vendor 24. This vendor has a bad track record with your company due to their shipments consistently being late and their parts continuously being broken. You will then run the Vendor Interactions Report to view the logged interaction. 1. Select Master Explorer > Modules > Vendor > General > Vendor Interactions. The Vendor Interactions form opens. 2. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 3. Click Create a new object in the current collection on the toolbar. 4. Select 24 Quadra Bicycle Parts from the Vendor drop-down list. 5. Click the calendar icon in the Interaction Date field. A calendar opens. 6. Select <the current date> in the calendar. 7. Click the calendar icon in the Follow-Up Date field. A calendar opens. 8. Select <the date seven days from the current date> in the calendar. 9. Type the following in the blank notes field. Spoke to Helen Wait about late shipments and broken parts. 10. Click Save modified data and close form (OK) on the toolbar to close the Vendor Interactions form. 11. Select Master Explorer > Modules > Vendor > General > Reports > Vendor Interactions Report. The Vendor Interactions Report opens. 12. Select 24 from the Vendor drop-down list. 13. Click Preview. A preview of the report displays in the Report Viewer. 14. Click x in the upper-right corner of the Report Viewer tab to close the Report Viewer. 15. Click x in the upper-right corner of the Vendor Interactions Report tab to close the Vendor Interactions Report. 28 Lesson 2: Setting up vendors

43 Querying vendors The Vendors Query form allows you to create a filter to search for specific vendors. You enter the specific criteria on this form and then click OK or Refresh to display the vendors that match the criteria. On the Primary Criteria tab, you select the vendor and name to search by and on the Additional Criteria tab; you search by additional criteria, such as bank and contact names. The filter can be temporary (existing as long as the query form is open), or it can be saved, to be used again. Note: To print the query results, select Export to File on the toolbar. You can send the results to a comma-separated or a tab-separated file. SyteLine: Using Accounts Payable Training Workbook 29

44 Specifying accounts payable data for salespersons If a salesperson is an outside salesperson, the salesperson must be paid through accounts payable. Any salesperson paid through accounts payable must also be set up as a vendor. On the Salespersons form, the Outside check box must be selected if the salesperson is not an employee and should be paid through accounts payable. Clearing this check box indicates the salesperson is an employee of the company and should be paid through payroll. 30 Lesson 2: Setting up vendors

45 Check your understanding Match each of the following tabs on the Vendors form with its corresponding description. The possible output fields are: Taxes, General, Payment Hist, and Banking. Description Vendors form tab Displays a vendor s Federal ID number Displays a vendor s default payment type Displays a vendor s year-to-date purchases Displays a vendor s transit number List three methods that can be used to distribute report output to vendors You use the form to create a filter to search for specific vendors. a) Vendor Document Profile b) Vendors c) Vendor Interactions d) Vendors Query Any salesperson paid through accounts payable must also be set up as a vendor. On the Salespersons form, what check box must be selected if the salesperson should be paid through accounts payable? a) Portal Reseller b) Outside c) Vendor d) Employee SyteLine: Using Accounts Payable Training Workbook 31

46 Lesson 3: Defining accounts payable accounts Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Explain how to define standard accounts. Describe how to enable voucher authorization. Describe how to set up inventory adjustment and variance accounts. Defining standard accounts Enabling voucher authorization Setting up inventory adjustment and variance accounts 32 Lesson 3: Defining accounts payable accounts

47 Defining standard accounts Use the Accounts tab on the Purchasing Parameters form to define standard accounts for vouchers payable, freight payable, duty payable, brokerage payable, and other accounts. The Vouchers Payable account is a temporary liability account used to track amounts received, but not yet vouchered. The account is credited for the material cost when goods are received, and debited for the material cost when the vendor's invoice is vouchered and posted in accounts payable. Note: You select a valid account number from the Chart of Accounts in this field in order to perform any purchasing functions. The Freight Payable, Duty Payable, and Brokerage Payable accounts are temporary liability accounts to use when duties, freight, and brokerage fees are incurred. The accounts are credited when goods are received and debited when the vendor's invoice is vouchered and posted in accounts payable. SyteLine: Costing The SyteLine: Costing course provides further information about defining accounts. SyteLine: Using Accounts Payable Training Workbook 33

48 Enabling voucher authorization Use the General tab on the Purchasing Parameters form to enable the voucher authorization feature. The following table displays fields used to enable voucher authorization on the General tab of the Purchasing Parameters form and provides a brief description of each. Field Description Voucher Authorization Voucher Tolerance Over Voucher Tolerance Under Selecting this check box turns on the voucher authorization functionality and mandates that someone approve failed vouchers. When you select this check box, SyteLine automatically attaches a status to each voucher as it is created as follows: Matched Authorized Failed This adds visibility when there is a discrepancy between received cost and invoice cost. This field allows you to specify a percentage of which the voucher amount can be over the unit price and still be considered matched. The tolerance factor is used during the Generate A/P Transactions activity when voucher authorization is activated. This field allows you to specify a percentage of which the voucher amount can be under the purchase order amount and still be considered matched. The tolerance factor is used during the Generate A/P Transactions activity when voucher authorization is activated. 34 Lesson 3: Defining accounts payable accounts

49 Setting up inventory adjustment and variance accounts Product codes allow you to group similar types of items and assign each group an identifying code. Use the Product Codes form to set up inventory adjustment and variance accounts for accounts payable. SyteLine uses the inventory adjustment account number for purchase order receiving transactions. The variance accounts are the accounts to which you want to assign variance expenses for a group of items identified by a product code. Setting up the inventory adjustment account Use the Miscellaneous tab on the Product Codes form to set the general ledger account for which you want to assign costs for inventory adjustments for a group of items identified by a product code. When there is a difference in the cost of the items received into inventory and the invoice/voucher cost, the difference is accounted for when the total quantity of the line item has been vouchered. When voucher authorization is activated, the voucher that is created will have a status of failed. The following is an example entries used with actual costing. Actual costing: Inventory Adjustment account Receipt: INV 12 V/P 12 Voucher: V/P 10 Difference: V/P 2 A/P 10 INV. ADJ 2 Setting up the variance account Use the Variance tab on the Product Codes form to set the general ledger account for which you want to assign variance expenses for a group of items identified by a product code. When voucher authorization is activated, the voucher that is created will have a status of failed. If there is a cost difference for a noninventory item, the difference goes back to the expense account on the purchase order. The following is an example entries used with standard costing. Standard costing: Purchase Price variance account Receipt: INV 12 V/P 12 Voucher: V/P 10 A/P 10 Difference: V/P 2 PPV 2 SyteLine: Using Accounts Payable Training Workbook 35

50 Check your understanding Which of the following temporary liability accounts is used to track amounts received, but not yet vouchered? a) Freight Payable b) Duty Payable c) Vouchers Payable d) Brokerage Payable On which form do you enable the voucher authorization feature? a) Product Codes b) Vendors c) Purchasing Parameters d) Accounts Payable Parameters When the following check box is selected on the General tab of the Purchasing Parameters form, SyteLine automatically attaches a status of Matched, Authorized, or Failed to each voucher as it is created. a) Vendor Required on PO b) Voucher Tolerance Over c) Voucher Tolerance Under d) Voucher Authorization 36 Lesson 3: Defining accounts payable accounts

51 Lesson 4: Generating vouchers Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to preview the Vouchers Payable Report. Describe how to generate a voucher from a purchase order. Identify the purpose of the A/P Vouchers and Adjustments form. Previewing the Vouchers Payable Report Generating vouchers from purchase orders Viewing vouchers on the A/P Vouchers and Adjustments form SyteLine: Using Accounts Payable Training Workbook 37

52 Previewing the Vouchers Payable Report The Vouchers Payable Report displays purchase orders that have been received, but not yet vouchered. This report displays data for each date a purchase order line item is received. After a purchase order is vouchered in full, it will no longer display on the report. This report can be useful in determining the invoices that are expected from each vendor. Demo steps Demo: Preview the Vouchers Payable Report Your instructor will demonstrate how to preview the Vouchers Payable Report. 1. Select Master Explorer > Modules > Finance > Accounts Payable > Reports > Vouchers Payable. The Vouchers Payable report opens. 2. Leave all default selections on the form. 3. Click Preview. The report displays in the Report Viewer. 4. Scroll to the end of the report to display the total. 38 Lesson 4: Generating vouchers

53 Generating vouchers from purchase orders You can generate vouchers using the following methods: Automatically, using the Generate A/P Transactions form or the auto voucher feature Manually, using the Vouchers and Adjustments form Recurring, using the A/P Recurring Voucher Generation activity When generating vouchers from purchase orders, you can automatically generate them using the Generate A/P Transactions form. This form is used to record information from a vendor s invoice for material received through purchasing. The records you work with on this form are received purchase order lines that have been processed via the Purchase Order Receiving form. The value in the Material field on the top portion of the form must be equal to the value in the Total field before a voucher can be generated. When material has been received or returned through purchasing, you can create vouchers and adjustments on this form. After the voucher is created, it will be in the A/P Vouchers and Adjustments batch holding file until posted. General tab On the General tab, you can enter the vendor's invoice number in the Vendor Invoice field. This number will print on the remittance of the check. The date that displays in the Invoice Date field defaults to the current date and the terms that display in the Terms field are pulled from the vendor data that has been set up in SyteLine. PO Selection tab The PO Selection tab allows you to select the purchase orders that you want vouchered for this vendor. You can select a purchase order from the Filter by PO drop-down list and click the Select button to display only those purchase order lines for the selected purchase order. The grid on the PO Selection tab contains all possible records for a vendor, including noninventory items. In SyteLine 9.00, the expense account entered on the PO line for a noninventory item will now display here. Because it was expensed at the time of receipt, it cannot be updated. If an item has a vendor contract set up, it will display in the Vendor Item field on this tab. Additional Material Selection tab The Additional Material Selection tab allows you to choose between generating vouchers from purchase orders, from goods receiving notes (GRNs), or from Electronic Data Interchange (EDI) invoices. When you select the Generate from PO option, you should enter the range of purchase orders in the Starting PO and Ending PO fields and the starting and ending purchase order lines/releases in the Starting Line/Release and Ending Line/Release fields. The selected purchased orders will display on the bottom of the tab. Demo: Generate vouchers Your instructor will demonstrate how to receive purchase order lines and generate a voucher using the Generate A/P Transactions activity. SyteLine: Using Accounts Payable Training Workbook 39

54 Exercise steps Exercise 4.1: Generate vouchers In this exercise, you will receive all lines for purchase orders 57, 58, and 59. You will then use the Generate A/P Transactions form to generate one voucher for purchase order 57 and one voucher for purchase orders 58 and Select Master Explorer > Modules > Vendor > Purchase Orders > Activities > Purchase Order Receiving. The Purchase Order Receiving form opens. 2. Select 57 Rough Riders Bike Supply from the PO Number drop-down list. 3. Select the check boxes for both line items listed. 4. Click Receive. An Infor SyteLine Purchase Order Receiving dialog box displays indicating two pending purchase order receiving transactions were posted. 5. Click OK. 6. Select 58 Quadra Bicycle Parts from the PO Number drop-down list. 7. Select the check boxes for both line items listed. 8. Click Receive. An Infor SyteLine Purchase Order Receiving dialog box displays indicating two pending purchase order receiving transactions were posted. 9. Click OK. 10. Select 59 Quadra Bicycle Parts from the PO Number drop-down list. 11. Select the check box for the line item listed. 12. Click Receive. An Infor SyteLine Purchase Order Receiving dialog box displays indicating one pending purchase order receiving transaction was posted. 13. Click OK. 14. Click Close form, cancelling unsaved changes on the toolbar to close the Purchase Order Receiving form. 15. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > Generate A/P Transactions. The Generate A/P Transactions form opens with the General tab displayed. 16. Select vendor 23 Rough Riders Bike Supply from the Vendor drop-down list. 17. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 18. Verify the Voucher option is selected. 19. Type in the Vendor Invoice field. 20. Click the PO Selection tab. 21. Select the two line items listed for purchase order Lesson 4: Generating vouchers

55 22. Type in the Material field. Note: The Total and Material fields must be equal before a voucher can be generated. 23. Click Generate. An Infor SyteLine Generate A/P Transactions dialog box displays indicating the [Generate] will be performed. 24. Click OK. An Infor SyteLine Generate A/P Transactions dialog box displays the voucher number that was generated. 25. Click OK. The voucher is moved to the Vouchers and Adjustments file, where updates can be made if necessary. 26. Click Filter In Place on the toolbar. 27. Select vendor 24 Quadra Bicycle Parts from the Vendor drop-down list. 28. Click Filter In Place on the toolbar. 29. Click the General tab. 30. Type in the Vendor Invoice field. 31. Click the PO Selection tab. 32. Select the three line items listed for purchase orders 58 and Type in the Material field. 34. Click Generate. An Infor SyteLine Generate A/P Transactions dialog box displays indicating the [Generate] will be performed. 35. Click OK. An Infor SyteLine Generate A/P Transactions dialog box displays the voucher number that was generated. 36. Click OK. The voucher is moved to the Vouchers and Adjustments file, where updates can be made if necessary. 37. Click Close form, cancelling unsaved changes on the toolbar to close the Generate A/P Transactions form. SyteLine: Using Accounts Payable Training Workbook 41

56 Viewing vouchers on the A/P Vouchers and Adjustments form The Vouchers and Adjustments file is a batch holding file, where vouchers and adjustments can be updated, to a limited extent, before they are posted to the journal. Vouchers and adjustments can also be deleted from this file, as long as they were not generated from a purchase order. Demo: Display vouchers on the A/P Vouchers and Adjustments form Your instructor will demonstrate how to display vouchers on the A/P Vouchers and Adjustments form. Exercise steps Exercise 4.2: Display vouchers on the A/P Vouchers and Adjustments form In this exercise, you will display the vouchers you created for Rough Riders Bike Supply and Quadra Bicycle Parts on the A/P Vouchers and Adjustments form. 1. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and Adjustments. The A/P Vouchers and Adjustments form opens. 2. Click Filter In Place on the toolbar to turn off the filter-in-place mode. The left pane is populated with all vouchers and adjustments. 3. Select invoice in the left pane. The A/P Vouchers and Adjustments form is populated with the voucher information for Rough Riders Bike Supply. 4. Select invoice in the left pane. The A/P Vouchers and Adjustments form is populated with the voucher information for Quadra Bicycle Parts. 5. Click Close form, cancelling unsaved changes on the toolbar to close the A/P Vouchers and Adjustments form. 42 Lesson 4: Generating vouchers

57 Check your understanding After a purchase order is vouchered in full, it will no longer display on the Vouchers Payable Report. a) True b) False Which of the following methods can be used to generate vouchers in SyteLine? Select all that apply. a) Automatic generation using the Generate A/P Transactions form b) Automatic generation using the auto voucher feature c) Manual generation using the Vouchers and Adjustments form d) Recurring generation using the A/P Recurring Voucher Generation activity On which of the following forms can vouchers and adjustments be updated before they are posted to the journal? a) The Generate A/P Transactions form b) The A/P Vouchers and Adjustments form c) The A/P Recurring Voucher Generation form d) The Purchase Order Receiving SyteLine: Using Accounts Payable Training Workbook 43

58 Lesson 5: Using the auto voucher feature Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Identify the auto voucher process flow. Describe how to use the auto voucher feature to generate vouchers. Topics Generating vouchers with the auto voucher feature 44 Lesson 5: Using the auto voucher feature

59 Generating vouchers with the auto voucher feature In addition to automatically generating vouchers using the Generate A/P Transactions form, you can also automatically generate vouchers using SyteLine s auto voucher feature. The following diagram displays the auto voucher flow: After the voucher is created, it will be in the A/P Vouchers and Adjustments form until posted. Vendors form Auto voucher flow The auto voucher feature is first defined at the vendor level. On the General tab of the Vendors form, the following fields are used to specify auto vouchering settings for a vendor: Auto Voucher Select this check box to indicate that the selected record is vouchered automatically upon receiving the order. This field is used in conjunction with the Auto Voucher Method field. Auto Voucher Method The method to use for auto vouchering. Prompt Selecting this method displays a Purchase Order Receiving Auto Voucher form upon receiving the order. You then have the ability to enter a vendor invoice number, freight amount, and other information about the voucher. Automatic Selecting this method indicates the system should automatically create a voucher upon receiving an order. With this selection, you will not have an opportunity to enter a vendor invoice number, freight amount, and other information about the voucher. Note: When the Auto Voucher check box is selected, you must select an option from the Auto Voucher Method drop-down list. Purchase Orders You have an opportunity to override the option for using the auto voucher feature at the purchase order level. On the Purchase Orders form and the Purchase Orders Quick Entry form, you can accept the auto voucher settings that default from the Vendors form or change it. Purchase Order Receiving At the Purchase Order Receiving form, the voucher is either automatically generated or you are prompted to generate the voucher. This depends on your selection from the Auto Voucher Method drop-down list on the Vendors form. If you selected the automatic auto voucher method for a vendor, the voucher will be automatically generated from the Purchase Order Receiving form. If you selected the prompt auto voucher method for a vendor, the Purchase Order Receiving Auto Voucher form opens when receiving purchase orders for that vendor and allows you to add the vendor invoice number, freight, and miscellaneous charges. SyteLine: Using Accounts Payable Training Workbook 45

60 Vouchers and Adjustments On the A/P Vouchers and Adjustments form, a read-only Auto Vouchered field indicates whether the order was automatically vouchered during purchase order receipt. Demo: Use the auto voucher feature Your instructor will demonstrate how to use the auto voucher feature to create a voucher. Exercise steps Exercise 5.1: Use the auto voucher feature In this exercise, you will turn on the prompt auto voucher method for Brunswick Hardware. You will then create and receive a purchase order for Brunswick Hardware in order to use the prompt auto voucher feature. 1. Select Master Explorer > Modules > Vendor > General > Vendors. The Vendors form opens displaying the Remit To tab. 2. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 3. Select Asian Electronics, LTD. in the left pane. The data for the Asian Electronics, LTD vendor displays on the form. 4. Click the General tab. 5. Verify the Auto Voucher check box is selected. 6. Verify Prompt displays in the Auto Voucher Method field. 7. Click Save modified data and close form (OK) on the toolbar to close the Vendors form. 8. Select Master Explorer > Modules > Vendor > Purchase Orders > Activities > Purchase Order Receiving. The Purchase Order Receiving form opens. 9. Select 60 Asian Electronics, LTD. from the PO Number drop-down list. 10. Select the check boxes for the two line items listed. 11. Click Receive. The Purchase Order Receiving Auto Voucher form opens. 12. Type in the Vendor Invoice field. 13. Click Save modified data and close form (OK) on the toolbar to close the Purchase Order Receiving Auto Voucher form. An Infor SyteLine Purchase Order Receiving dialog box displays indicating two pending purchase order receiving transactions were posted. 14. Click OK. 46 Lesson 5: Using the auto voucher feature

61 15. Click Save modified data and close form (OK) on the toolbar to close the Purchase Order Receiving form. 16. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and Adjustments. The A/P Vouchers and Adjustments form opens. 17. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 18. Verify the two vouchers you just created for Asian Electronics, LTD display in the left pane. 19. Click Close form, cancelling unsaved changes on the toolbar to close the A/P Vouchers and Adjustments form. SyteLine: Using Accounts Payable Training Workbook 47

62 Check your understanding Which of the following forms can be used to specify auto voucher settings? Select all that apply. a) Vendors form b) Purchase Orders form c) Purchase Order Receiving form d) A/P Voucher and Adjustments form Use numbers 1-4 to label the steps below and place them in the proper order to generate a voucher using the auto voucher feature. View the voucher on the A/P Voucher and Adjustments form. Accept the auto voucher settings on the Purchase Orders form. Enable the Auto Voucher feature on the Vendors form. Allow SyteLine to automatically generate the voucher or generate the voucher when prompted on the Purchase Order Receiving form. 48 Lesson 5: Using the auto voucher feature

63 Lesson 6: Manually creating vouchers Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to manually create vouchers. Describe how to distribute vouchers. Manually creating vouchers Voucher distribution SyteLine: Using Accounts Payable Training Workbook 49

64 Manually creating vouchers If a purchase order was not generated for items/services received from a vendor, the voucher can be manually entered on the A/P Vouchers and Adjustments form. Entering the voucher on this form is, in effect, setting up a credit to accounts payable. The following table displays various fields relevant to manually creating vouchers on the Vouchers and Adjustments form and provides a brief description of each. Field Vendor Description The vendor for whom the voucher is being generated. Voucher Invoice Invoice Date Distrib. Date PO Posted from PO Auto Vouchered Invoice Amt Non-Disc Amt The voucher number. This field will be automatically populated upon saving the voucher. The invoice number. The invoice date. Invoices will age from the vendor's invoice date. The general ledger date. The purchase order number that authorized this purchase. When selected, this option indicates a voucher was posted from a purchase order. When cleared, this option indicates a voucher was entered manually. This field is read-only and indicates whether the order was automatically vouchered during purchase order receipt. The total amount to be paid to the vendor. Of the total invoice amount, the portion of which a discount is not available. When the voucher is entered through the Generate A/P Transactions form, this will default to the total of the miscellaneous charges, freight charges, and sales tax. If the voucher authorization feature is turned on, the vouchers that are manually added on this form will default to a status of failed, but can be overridden. The Voucher Transaction Report is a useful report that displays a list of all unposted vouchers. 50 Lesson 6: Manually creating vouchers

65 Voucher distribution Use the Voucher/Adjustment Distribution form to specify how to distribute transactions to multiple general ledger accounts. You can distribute to general ledger accounts using the following methods: By manually entering the distributions. To do this, click the Distribution button on the A/P Vouchers and Adjustments form. By automatically generating the distribution records. This option uses the general ledger accounts that are set up on the Accounts Payable Parameters form and in the tax files. To do this, click the Distribution Generation button on the A/P Vouchers and Adjustments form. By posting the vouchers to accounts payable. To do this, click the A/P Voucher Posting button on the A/P Vouchers and Adjustments form. Exercise steps Demo: Manually create and distribute a voucher Your instructor will demonstrate how to manually create and distribute a voucher. Exercise 6.1: Manually create and distribute a voucher In this exercise, the Columbus Power Company laid new power lines for your company and sent a bill for the full amount of $1, for this one time only job. You will manually create a voucher for the full amount and then manually add the distribution to the Utilities Expense account. 1. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and Adjustments. The A/P Vouchers and Adjustments form opens. 2. Click Filter In Place on the toolbar to remove the filter. 3. Click Create a new object in the current collection on the toolbar. 4. Select vendor 20 Columbus Power Company from the Vendor drop-down list. 5. Type 1, in the Purch Amt field. 6. Click Save on the toolbar. A voucher number is generated and displays in the Voucher field. 7. Click Distribution. The Voucher Adjustment Distribution form opens. Note: You can also select Master Explorer > Modules > Finance > Accounts Payable > Voucher Adjustment Distribution to access this form. 8. Type 1, in the Amount field. 9. Select account Utilities Expense from the Account drop-down list. Notice Utilities Expense displays in the Account Description field. SyteLine: Using Accounts Payable Training Workbook 51

66 10. Click Save modified data and close form (OK) on the toolbar to close the Voucher Adjustment Distribution form. 11. Click Save modified data and close form (OK) on the toolbar to close the A/P Vouchers and Adjustments form. 52 Lesson 6: Manually creating vouchers

67 Check your understanding If a voucher was entered manually, which of the following options will be cleared on the A/P Vouchers and Adjustments form? Select all that apply. a) Auth Status b) Posted from PO c) Auto Vouchered d) Voucher SyteLine: Using Accounts Payable Training Workbook 53

68 Lesson 7: Creating and generating recurring vouchers Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Explain the purpose of recurring vouchers. Describe how to create and generate recurring vouchers. Creating recurring vouchers Generating recurring vouchers 54 Lesson 7: Creating and generating recurring vouchers

69 Creating recurring vouchers You can create recurring vouchers for payments you make for the same amount to the same vendor each month. These recurring vouchers can be for payments such as rent, lease payments, and insurance bills. Instead of entering the same voucher each month, you can create the voucher one time on the Recurring Vouchers form and then just generate the vouchers monthly using the A/P Recurring Voucher Generation activity. SyteLine: Using Accounts Payable Training Workbook 55

70 Generating recurring vouchers Use the A/P Recurring Voucher Generation activity to generate vouchers by vendor number, or by a range of vendors, for the current payment cycle. These vouchers are then copied to the A/P Vouchers and Adjustments file to be posted with the rest of the vouchers. Demo: Generate recurring vouchers Your instructor will demonstrate how to generate recurring vouchers using the A/P Recurring Voucher Generation activity. Exercise steps Exercise 7.1: Generate recurring vouchers In this exercise, you will generate recurring vouchers using the A/P Recurring Voucher Generation activity. 1. Select Master Explorer > Modules > Finance > Accounts Payable > Recurring Vouchers from the menu bar. The Recurring Vouchers form opens. 2. Click Filter In Place on the toolbar to remove the filter. 3. Verify that the 11 State Garden Insurance Co. and 13 Marshland Realty Company vendors display in the left pane. 4. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > A/P Recurring Voucher Generation. The A/P Recurring Voucher Generation form displays. 5. Type <the current month> in the New Voucher Month field. This month will display in the Invoice Date field of the A/P Vouchers and Adjustments form. 6. Verify that the current year displays in the New Voucher Year field. This year will display in the Invoice Date field of the A/P Vouchers and Adjustments form. 7. Verify the current date displays in the Distribution Date field. Note: The current system date will be used as the distribution date by default, but you can change it to the date you want to assign to the generated voucher. 8. Click Process. An Infor SyteLine dialog box displays indicating that two recurring transactions were selected. 9. Click OK. 10. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and Adjustments. The A/P Vouchers and Adjustments form opens. 11. Select the 11 State Garden Insurance Co. from the Vendor drop-down list. 56 Lesson 7: Creating and generating recurring vouchers

71 12. Click Filter In Place on the toolbar. Notice the Invoice Date field displays the current month and year and the Distribution Date field displays the current day, month, and year. 13. Click Filter In Place on the toolbar. 14. Select the 13 Marshland Realty Company from the Vendor drop-down list. 15. Click Filter In Place on the toolbar. Notice the Invoice Date field displays the current month and year and the Distribution Date field displays the current day, month, and year. 16. Click Save modified data and close form (OK) on the toolbar to close the A/P Vouchers and Adjustments, A/P Recurring Voucher Generation, and the Recurring Vouchers forms. SyteLine: Using Accounts Payable Training Workbook 57

72 Check your understanding You can create recurring vouchers for payments you make for the same amount to the same vendor each month. These recurring vouchers can be for payments such as rent, lease payments, and insurance bills. a) True b) False 58 Lesson 7: Creating and generating recurring vouchers

73 Lesson 8: Posting vouchers and adjustments Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Describe how to post vouchers and adjustments. Topics Posting vouchers and adjustments SyteLine: Using Accounts Payable Training Workbook 59

74 Posting vouchers and adjustments You post vouchers and adjustments using the A/P Voucher Posting form. From this form, you can post vouchers and adjustments for a range of vendors or for all vendors. Prior to posting, you must select the Print option on the form. This allows you to print and review the A/P Voucher Posting report, which lists all vouchers and adjustments that will be posted. This report should be reviewed for correct dates, account numbers, and other details, before posting to the journal. After printing the report, you can then select the Commit option to begin the posting process. Selecting Edit Process from the Voucher Posting form will automatically open the Voucher Transaction Report. The Voucher Transaction Report should be reviewed prior to posting and kept as a hard copy audit-trail. You can also select Finance > Accounts Payable > Reports > Voucher Transaction Report to access this report. When voucher authorization is enabled, the default is to post both matched and authorized vouchers. A voucher will have a status of matched when there is no discrepancy between received cost and invoice cost. A voucher with a status of authorized should be the result of a voucher that was once failed, but has had its status changed after authorization. Failed vouchers cannot be posted. There is a utility to change a range of vouchers from failed to authorized. Demo: Create, post, and adjust a voucher Your instructor will demonstrate how to create, post, and adjust a voucher. Exercise 8.1: Create, post, and adjust a voucher In this exercise, you will create and post a voucher for Ferret Bicycle Company for miscellaneous bicycle magazines. After posting the voucher, you realize the freight should be $3.57, not $35.70; therefore, you will create and post an adjustment to correct this error. After both transactions have been posted, you will view the Posted Transactions File for this vendor. Exercise steps 1. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Vouchers and Adjustments. The A/P Vouchers and Adjustments form opens. 2. Select 35 Ferret Bicycle Company from the Vendor drop-down list. 3. Click Filter In Place on the toolbar to turn off the filter-in-place mode. 4. Verify Voucher displays in the Type field. 60 Lesson 8: Posting vouchers and adjustments

75 5. Type in the Invoice field. 6. Type in the Purch Amt field. This is the cost for the magazines. 7. Type in the Freight field 8. Type in the Misc Charges field. 9. Press <Tab>. 10. Verify displays in the Invoice Amt field. 11. Click Save. A voucher number is automatically generated and displays in the Voucher field. Note: Write down this voucher number. 12. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > A/P Voucher Posting. The A/P Voucher Posting form opens. 13. Select 35 Ferret Bicycle Company from the Starting Vendor drop-down list. 14. Verify 35 Ferret Bicycle Company displays in the Ending Vendor field. 15. Verify the Print option is selected. 16. Click Process to generate a payment transaction report. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the voucher posting will be printed. 17. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating the report was submitted. 18. Click OK. 19. Select the Commit option. Note: This option will not become enabled until you have processed the payment. 20. Click Process. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the [Post] will be performed. 21. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating that one transaction was posted. 22. Click OK. 23. Click the A/P Vouchers and Adjustments tab to return to the A/P Vouchers and Adjustments form. 24. Click Create a new object in the current collection on the toolbar. 25. Select 35 Ferret Bicycle Company from the Vendor drop-down list. 26. Select Adjustment from the Type drop-down list. 27. Select the <voucher number for the voucher you just created> from the Voucher drop-down list. 28. Verify displays in the Invoice field. 29. Type in the Freight field. This is the difference between $35.70 and $ Press <Tab>. 31. Verify displays in the Invoice Amt field. 32. Click Save on the toolbar. 33. Click the A/P Voucher Posting tab to return to the A/P Voucher Posting form 34. Select 35 Ferret Bicycle Company from the Starting Vendor drop-down list. 35. Verify 35 Ferret Bicycle Company displays in the Ending Vendor field. SyteLine: Using Accounts Payable Training Workbook 61

76 36. Verify the Print option is selected. 37. Click Process to generate a payment transaction report. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the A/P Voucher Posting will be printed. 38. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating the report was submitted. 39. Click OK. 40. Select the Commit option. Note: This option will not become enabled until you have processed the payment. 41. Click Process. An Infor SyteLine - A/P Voucher Posting dialog box displays indicating the [Post] will be performed. 42. Click OK. A second Infor SyteLine - A/P Voucher Posting dialog box displays indicating that one accounts payable transaction was posted. 43. Click OK. 44. Click Save modified data and close form (OK) on the toolbar to close the A/P Voucher Posting form. 45. Click Save modified data and close form (OK) on the toolbar to close the A/P Vouchers and Adjustments form. 46. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Posted Transactions Detail. The A/P Posted Transaction Detail form opens. 47. Select 35 Ferret Bicycle Company from the Vendor drop-down list. 48. Click Filter In Place on toolbar to filter for the Ferret Bicycle Company vendor. 49. Review the original transaction data for the Ferret Bicycle Company. 50. Select the adjustment in the pane on the left. 51. Review the adjustment data for Ferret Bicycle Company. 52. Click Save modified data and close form (OK) on the toolbar to close the A/P Posted Transactions Detail form. 62 Lesson 8: Posting vouchers and adjustments

77 Check your understanding What form do you use to post vouchers and adjustments? Prior to posting a voucher, you must select the Print option on the form. This allows you to print and review the A/P Voucher Posting report, which lists all vouchers and adjustments that will be posted. a) True b) False SyteLine: Using Accounts Payable Training Workbook 63

78 Lesson 9: Generating payments Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics List the types of payments and the parts of a payment. Describe how to automatically generate payments. Payments overview Generating payments 64 Lesson 9: Generating payments

79 Payments overview The following payment types are available in SyteLine: STD Check (standard system-printed checks) Manual Check (handwritten or typed checks) Wire (electronic transfers) STD Draft (standard European) Incoming Draft (European) EFT (electronic funds transfer) There are two parts to a payment: Payment header The header displays information, such as vendor name and number, bank code, and payment type. It is sometimes referred to as the check or credit to cash. Payment distribution The distribution displays what a check is being written for; vouchers, commissions, or non-accounts payable payments. This is sometimes referred to as the check stub or the debit to accounts payable or expenses (if non-accounts payable). There are two ways to create a payment: Using the payment generation activity: SyteLine will create payments based on the criteria entered on the A/P Payment Generation form. The header and distribution data are both created through this process. Manually: You can manually add the payment headers and distributions. You can use the Quick Voucher Payment activity to add multiple distributions, rather than manually adding each distribution one at a time. Only those vouchers with a balance due will display and can then be selected to be paid. SyteLine: Using Accounts Payable Training Workbook 65

80 Generating payments Use the A/P Payment Generation form to enter criteria for generating payment transactions. Using this form, SyteLine automatically generates payment transactions and payment distributions. After generating payments using the A/P Payment Generation form, the payments will display on the A/P Payments form. The following table displays the fields on the A/P Payment Generation form used to generate payments and includes a brief description of each. Field Description Payment Type Aging Basis Discount Method Payment Date Starting and Ending Bank Code Starting and Ending Vendor Starting Age Date / Ending Age Date The type of payments to generate. Payments will be generated for those vendors who have the same payment type selected in their vendor record. Selections include: STD Check Manual Check Wire STD Draft Incoming Draft EFT The method to age the payments. Selections include: Invoice Due Date Disc Date The discount method to use. Selections include: All (Take all discounts regardless of the date) Early Pay (Paid by due date) None (Take no discounts) The date vouchers will be paid. This date is also the date used to age vouchers. The range of bank codes for which to produce payments. The range of vendors for which to produce payments. The first and last aging dates of the transactions you want to consider for payment. Include Commissions Due Select this check box to process commissions for outside salespersons whose reference numbers are also valid vendor numbers. The system summarizes the total commission due amount into the check total for each vendor. To exclude commissions, clear this check box. 66 Lesson 9: Generating payments

81 Demo: Generate payments Your instructor will demonstrate how to generate payments using the A/P Payment Generation form. Exercise steps Exercise 9.1: Generate payments In this exercise, you will generate payments using the A/P Payment Generation form. 1. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > A/P Payment Generation. The A/P Payment Generation form opens. 2. Type <the current date> in the Age Date Ending field. Note: You will leave the default selections on the rest of the form. 3. Click Process. An Infor SyteLine A/P Payment Generations dialog box displays informing you how many distributions and payments were created. 4. Click OK. 5. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Payments. The A/P Payments form opens. 6. Click Filter In Place on the toolbar to remove the filter. 7. Select the State Garden Insurance Co. vendor in the left pane. The payment information for that vendor displays. 8. Click the Quick button. The A/P Quick Payment Application form opens. This form shows how the payment was automatically generated. 9. Click Save modified data and close form (OK) on the toolbar to close the A/P Quick Payment Application, A/P Payments, and A/P Payment Generation forms. SyteLine: Using Accounts Payable Training Workbook 67

82 Check your understanding Which of the following payment types are available in SyteLine? Select all that apply. a) STD Check b) Manual Check c) Wire d) STD Draft e) Incoming Draft f) EFT The distribution portion of a payment displays what a check is being written for; vouchers, commissions, or non-accounts payable payments. This is sometimes referred to as which of the following? a) The check stub b) The payment header c) The check d) The credit to cash 68 Lesson 9: Generating payments

83 Lesson 10: Manually entering payments Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Describe how to manually enter payments. Describe how to distribute payments. Describe how to make prepayments. Describe how to use quick payment application. Manually entering payments Distributing payments Using quick payment application SyteLine: Using Accounts Payable Training Workbook 69

84 Manually entering payments After generating payments using the A/P Payment Generation form, the payments display on the A/P Payments form, where they can be updated or deleted, as necessary. Payments can also be manually entered on this form for both manual and standard checks. Note: If a payment is deleted on this form, a check will not print. 70 Lesson 10: Manually entering payments

85 Distributing payments Use the A/P Payment Distributions form to enter vouchers, non-accounts payable payments, commission payments, and prepayments. On this form, the Type field displays the type of payment distribution, which can be any of the following: Voucher (Payment of a posted voucher) Non-A/P (A check written for transactions not affecting accounts payable. Commission (Payment of sales commission records) Open (A prepayment to a vendor, also referred to as a deposit) There is also a 1099 Reportable check box on this form. This check box indicates whether or not a vendor payment distribution is taxable and should be included on the vendor's 1099 form. This check box is selected by default when a distribution is created if the vendor has a federal tax identification number. You can clear this option for payments that should not be reported on the 1099 form. The amount that displays in the Amount field can be changed before printing checks. The amount in the Applied field must equal the check amount or the check will not be posted. Making prepayments To make a prepayment (deposit) to a vendor, enter the payment header information on the A/P Payment Distributions form first and then select Open from the Type drop-down list. The payment can be associated with a purchase order and assigned a deposit account to which it will be posted. The payment will update the Prepaid field on the purchase order. When the prepayment is ready to be applied to a posted voucher, do the following: 1. Select the Reapplication check box on the A/P Payments form. 2. Add the payment record using the original check number. (This number can be found in the A/P Posted Transaction file.) 3. Distribute the payment. 4. Post the reapplication by proceeding with the normal check printing/posting process. SyteLine: Using Accounts Payable Training Workbook 71

86 Using quick payment application Use the A/P Quick Payment Application form to quickly enter and distribute payments to vendors. You can enter a new payment on this form, or select an existing one. The form displays all vouchers and any existing payment distributions for the selected vendor. From here, you can select individual vouchers, select all vouchers, deselect vouchers, and update the amount paid on this form. Using this form facilitates entering payment distributions when there are several vouchers to be paid with one payment. The 1099 Reportable check box indicates whether or not a vendor payment distribution is taxable and should be included on the vendor's 1099 form. The option is selected by default when a distribution is created if the vendor has a Federal Tax ID number. You can clear this option for payments that should not be reported on the 1099 form. Exercise steps Demo: Manually create and distribute a payment Your instructor will demonstrate how to manually create and distribute a payment. Exercise 10.1: Manually create and distribute a payment In this exercise, you will add a payment to the vendor payment file for vendor 9 and distribute the payment to voucher 173 by utilizing the quick voucher payment. 1. Select Master Explorer > Modules > Finance > Accounts Payable > A/P Payments. The A/P Payments form opens. 2. Select 9 Wilcox Processes from the Vendor drop-down list. 3. Click Filter In Place on the toolbar to remove the filter. 4. Click Create a new object in the current collection on the toolbar. Blank fields display on the form allowing you to enter data for a new payment. 5. Verify Standard Check displays in the Payment Type drop-down list. 6. Verify the current date displays in the Check Date field. 7. Click the Quick button. The A/P Quick Payment Application form opens. 8. Verify the check box for the line item for voucher 173 is selected. 9. Verify displays in the Amount field and Applied fields. 10. Verify 0.00 displays in the Remaining field. 72 Lesson 10: Manually entering payments

87 11. Click Apply. An Infor SyteLine - A/P Quick Payment Application dialog box displays the payments that were changed, created, and deleted. 12. Click OK. 13. Click Save modified data and close form (OK) on the toolbar to close the A/P Quick Payment Application form. 14. Click Save modified data and close form (OK) on the toolbar to close the A/P Payments form. SyteLine: Using Accounts Payable Training Workbook 73

88 Check your understanding If a payment is deleted on the A/P Payments form, a check will still print. a) True b) False To make a prepayment (deposit) to a vendor, what option should be selected from the Type drop-down list on the Payment Distributions form? a) Voucher b) Non-A/P c) Commission d) Open Which button do you click on the A/P Payment Distributions form to open the A/P Quick Payment Application form? a) Distributions b) Payments c) Quick d) Apply 74 Lesson 10: Manually entering payments

89 Lesson 11: Printing, posting, and voiding checks Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Topics Explain the process for printing and posting checks. Describe how to void posted payments. Describe how to view posted transaction detail and summary data. Describe how to query transaction details. Describe how to create a positive pay file format, define fields for the file, and generate the file. Printing and posting checks Voiding posted payments Viewing posted transaction detail and summary data Using a positive pay file SyteLine: Using Accounts Payable Training Workbook 75

90 Printing and posting checks Use the A/P Check Printing/Posting form to: Print a preliminary check register Print accounts payable checks Void checks Print accounts payable check stubs Print a final register and post checks Print remittance advice Checks may be printed and sorted for a range of vendors by name or number. The starting check number can be changed and SyteLine will prompt you to void any skipped checks in a sequence of numbers. Manual checks will not be printed; however, you must still print the final register and complete the posting process. Printing the Preliminary Check Register The first step in the check printing/posting process is to select the Preliminary Check Register option on the A/P Check Printing/Posting form to set up a preliminary check register. When you select this option, the system validates the check information, prints the register, and then returns you to the A/P Check Printing/Posting form. Printing accounts payable checks The next step in the check printing/posting process is to select the Print A/P Checks option on the A/P Check Printing/Posting form to print the accounts payable checks from the preliminary register. Voiding checks After the preliminary check register is printed, you have the option to update vendor payments before printing checks. However, if you return to the payment file to update or delete a vender payment, the preliminary check register will need to be printed again before the checks can be printed. After checks have been printed and before the checks have been posted, you have the option to void checks. Selecting the Void Checks option on the A/P Check Printing/Posting form activates the options in the To Void area so that you can void checks and then post them. Use this option if your checks printed incorrectly or were damaged. When you select this option, the To Void area is updated with information about the checks you will be voiding. Printing accounts payable check stubs After you print or void checks, you can optionally print copies of the check stubs by selecting the Print A/P Check Stubs option on the A/P Check Printing/Posting form. This option can only be selected after you have printed or voided checks by selecting the Print A/P Checks or Void Checks options on the A/P Check Printing/Posting form. 76 Lesson 11: Printing, posting, and voiding checks

91 After the final register and post has been performed, check stubs can no longer be printed. Printing a final register and posting checks Next, the final register must be printed for the checks to be posted. Selecting the Final Register and Post option on the A/P Check Printing/Posting form is a one-step process that prints the check register, posts the checks to the accounts payable distribution journal, creates posted transactions, and updates the vendor records. General ledger journal records are created for the payment records and the posted transaction vouchers are created for the amount paid and discount taken. You will not be able to leave the /P Check Printing/Posting form until the printed checks are posted. Printing remittance advice Finally, you must select the Print Remittance Advice option on the A/P Check Printing/Posting form to print remittance advice. If the Manual option for Remittance Advice is selected on the Accounts Payable Parameters form, you must also select this option. If you select this option and no manual checks exist in the check batch, the remittance advice will be blank. To have the remittance advice statement processed for print, fax, or on a vendor-byvendor basis, you must also select the Use Profile check box. SyteLine: Using Accounts Payable Training Workbook 77

92 Voiding posted payments Use the Void A/P Posted Payments utility to void previously posted checks, wire, or EFT payments. This utility also reverses bank reconciliations and writes reversing accounts payable journal entries for all currency gains and loss distributions that were created when the payment you are voiding was originally posted. A report is generated from this utility. 78 Lesson 11: Printing, posting, and voiding checks

93 Viewing posted transaction detail and summary data Use the A/P Posted Transactions Detail form to view detailed information about vendors' posted transactions. This information is obtained from the posted vouchers and payments. All unpaid vouchers are displayed in respective aging buckets by selecting Actions > List Aging Buckets. The 1099 Reportable check box indicates whether or not a vendor payment distribution is taxable and should be included on the vendor's 1099 form. The option is selected by default when a distribution is created if the vendor has a Federal Tax ID number. You can clear this option for payments that should not be reported on the 1099 form. Use the A/P Posted Transactions Summary form to view summary information about a particular vendor's posted transactions, including vouchers, adjustments, and payments. Querying posted transaction details Use the A/P Posted Transactions Detail Query form to search for posted vouchers, adjustments, and payments based on specified criteria. On the Primary Criteria tab, you select the vendor to search by and on the Additional Criteria tab; you search by additional criteria, such as bank and contact names. Exercise Steps Demo: Print, void, and post checks Your instructor will demonstrate how to print, void, and post checks. Exercise 11.1: Print, void, and post checks In this exercise, you will use the A/P Check Printing/Posting form to print, void, and post checks for vouchers that are due. 1. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > A/P Check Printing/Posting. The A/P Check Printing/Posting form opens. 2. Verify the Preliminary Check Register option is selected. 3. Click Process. An Infor SyteLine dialog box displays indicating the number of payments that were processed. 4. Click OK. An Infor SyteLine - A/P Check Printing/Posting dialog box displays indicating the preliminary check register will be performed. 5. Click OK. 6. Select the Print A/P Checks option. SyteLine: Using Accounts Payable Training Workbook 79

94 7. Click Process. An Infor SyteLine - A/P Check Printing/Posting dialog box indicating the checks were processed. 8. Click OK. 9. Select the Void Check(s) option. 10. Type 1047 in the Starting and Ending Check Number fields in the To Void area. This will void the check for vendor Press <Tab>. 12. Click Process. An Infor SyteLine - A/P Check Printing/Posting dialog box displays indicating a void will be performed. 13. Click OK. An Infor SyteLine - A/P Check Printing/Posting dialog box displays indicating one payment was processed. 14. Click OK. 15. Select the Final Register and Post option. 16. Click Process. An Infor SyteLine - A/P Check Printing/Posting dialog box displays indicating a post will be performed. 17. Click OK. An Infor SyteLine - A/P Check Printing/Posting dialog box displays indicating the number of payments that were posted. 18. Click OK. 19. Select Master Explorer > Modules > Finance > General Ledger > Bank Reconciliations. The Bank Reconciliations form opens. 20. Click Filter In Place on the toolbar to remove the filter. 21. Select BK1 in the left pane. 22. Click Filter In Place on the toolbar. 23. Click in the Transaction Date column to display a date field. 24. Click the calendar in the Transaction Date column. A calendar opens. 25. Select the current date in the calendar. 26. Click Filter In Place on the toolbar to display only those transactions with the current date. 27. View the payments and verify the Voided check box is selected for check Click Save modified data and close form (OK) on the toolbar to close the Bank Reconciliations form. 29. Click Save modified data and close form (OK) on the toolbar to close the A/P Check Printing/Posting form. 80 Lesson 11: Printing, posting, and voiding checks

95 Using a positive pay file A positive pay file is a file you send to your bank that provides a list of checks issued, their dollar amount, and your bank account number in a text file. Creating and generating this file involves using the following three forms: Positive Pay Format Sections Positive Pay Format Fields Positive Pay File Generator Creating the positive pay file format The Positive Pay Format Sections form allows you to add and save different positive pay file sections. There can be a maximum of three sections per format. You should obtain the information necessary to complete this form from your bank. Defining the positive pay file fields Use the Positive Pay Format Fields form to define how to generate the positive pay file. The following table displays fields on the Positive Pay Format Fields form and provides a brief description of each: Field Section Type Length Constant Description The section to use for the field. Selections include: 1 - for the Header section 2 - for the Detail section 3 - for the Trailer section The sections you create on the Positive Pay Format Sections form display in this drop-down list. The type of field. Selections include Constant, Database, or Function. The option you select from this drop-down list affects other fields on this form. If you select Constant, the Constant field becomes active. If you select Database, the Column field becomes active. If you select Function, the Function field becomes active. The numeric value representing the length of the current sequence. The alphanumeric value for the constant. This field is only active when Constant is selected from the Type drop-down list. The value you enter in this field automatically populates the Column and Function fields. Column Function The database column for the field. This field is only active when Database is selected from the Type drop-down list. The value you select automatically populates the Constant and Function fields. The function for the field. Selections include: Functions Date of Today SyteLine: Using Accounts Payable Training Workbook 81

96 Field Description Indicator Justification. Space Filler Generating the positive pay file Date of Last Check Count of Check Count of Check: Non-Void Count of Check: Void Amount Total Amount Total: Non-Void Amount Total: Void This field is only active when Function is selected from the Type drop-down list. The value you select automatically populates the Constant and Column fields. The indicator that identifies either a valid (usually 320) or a voided (usually 340) check. Note: This field is only active when Database is selected from the Type dropdown list and Voided is selected in the Column field. If you provide an indicator, you must also set the Space Filler field to either Space or Zero, whichever value is required. The justification of the field, either right or left. This field determines whether extra spaces are filled with zeroes or spaces. The Positive Pay File Generator form generates the positive pay file. Select the bank and format name and then generate the file within a specified date range. 82 Lesson 11: Printing, posting, and voiding checks

97 Check your understanding Which of the following are optional steps in the check printing/posting process? Select all that apply. a) Printing the preliminary check register b) Printing accounts payable checks c) Voiding checks d) Printing accounts payable check stubs e) Printing a final check register and post checks You use the Void A/P Posted Payments utility to void previously posted checks. This utility also reverses bank reconciliations and writes reversing accounts payable journal entries. a) True b) False Which of the following forms can be used to view summary and detailed information about vendors' posted transactions? Select all that apply. a) A/P Voucher and Adjustments form b) A/P Posted Transactions Detail c) A/P Posted Transactions Summary d) A/P Check Printing/Posting Use the Primary Criteria and Additional Criteria tabs on the form to search for posted vouchers, adjustments, and payments based on specified criteria. a) A/P Posted Transactions Detail b) A/P Posted Transactions Summary c) A/P Posted Transactions Detail Query d) Vendors Query SyteLine: Using Accounts Payable Training Workbook 83

98 Course summary Estimated time 30 minutes Course objectives Now that you have completed this course, you should be able to: Describe how to set up accounts payable accounts in the Chart of Accounts. Describe how to set up bank codes, shipping codes, and billing terms. Describe how to set up a vendor, document a vendor s profile, and log vendor interactions. Explain how to define standard accounts and set up inventory adjustment and variance accounts. Describe how to generate a voucher from a purchase order. Describe how to use the auto voucher feature to generate vouchers. Describe how to manually create and distribute vouchers. Describe how to create and generate recurring vouchers. Describe how to post vouchers and adjustments. Describe how to automatically generate payments. Describe how to manually enter and distribute payments. Explain the process for printing and posting checks. Topics Course review 84 Course summary

99 Course review The must contain all accounts payable-related account numbers before transaction distributions and postings can occur. a) Accounts payable parameters b) Chart of Accounts c) Billing terms d) Bank codes What form do you use to set up bank codes? You use the Ship Via Codes form to set up shipping codes. Ship Via Codes are required for vendors and are used to reference a method of shipment on an order. a) True b) False Unless you are using, you cannot use the Due Days and Prox Due Day fields at the same time? a) The holiday offset method b) Multiple due dates c) Advanced terms d) A cutoff date When a vendor is on a payment hold, payment distribution and check printing activity are prohibited, but there are no restrictions on purchase order entry. a) True b) False SyteLine: Using Accounts Payable Training Workbook 85

100 Use the form to define how to send report output to a vendor. a) Vendor Document Profile b) Vendors c) Vendor Interactions d) Vendors Query Which of the following forms is used to track and manage communication between you and your vendors? a) Vendor Document Profile b) Vendors c) Vendor Interactions d) Vendors Query Use the Accounts tab on the form to define standard accounts for vouchers payable, freight payable, duty payable, and brokerage payable accounts. a) Accounts Payable Parameters b) Purchasing Parameters c) Vendors d) Product Codes Use the form to set up inventory adjustment and variance accounts for accounts payable. a) Accounts Payable Parameters b) Purchasing Parameters c) Vendors d) Product Codes The tab on the Generate A/P Transactions form allows you to choose between generating vouchers from purchase orders, from GRNs, or from EDI invoices. a) General b) Additional Material Selection c) PO Selection d) Taxes 86 Course summary

101 Selecting the Automatic option as an auto voucher method displays a Purchase Order Receiving Auto Voucher form upon receipt of an order. You then have the ability to enter a vendor invoice number, freight amount, and other information about the voucher. a) True b) False If a purchase order was not generated for items/services received from a vendor, the voucher can be manually entered on which of the following forms? a) A/P Vouchers and Adjustments b) Generate A/P Transactions c) Voucher Adjustment Distribution d) Recurring Vouchers To manually enter distributions to general ledger accounts, click the button on the A/P Vouchers and Adjustments form. a) Distribution Generation b) Distribution c) A/P Voucher Posting d) A/P Posted Transaction Detail When generating recurring vouchers, the month entered in the New Voucher Month field of the A/P Recurring Voucher Generation form will display in which field of the A/P Vouchers and Adjustments form? a) Invoice Date b) Distribution Date c) Due Date d) Starting Date The A/P Payment Generation form is used to enter criteria for automatically generating payment transactions. On this form, which of the following are methods to age the payments? Select all that apply. a) Invoice b) Due Date c) Disc Date d) Payment Date SyteLine: Using Accounts Payable Training Workbook 87

102 After generating payments, you can use the form to update or delete the payments, as necessary. Payments can also be manually entered on this form. a) A/P Payment Generation b) A/P Payments c) A/P Check Printing/Posting d) A/P Posted Transaction Detail Payment distributions can consist of which of the following? Select all that apply. a) Payment of a posted voucher b) A check to pay transactions not affecting accounts payable c) Payment of sales commission records d) A pre-payment to a vendor (a deposit) Which of the following is the first step in the check printing/posting process? a) Voiding checks b) Printing accounts payable checks c) Printing accounts payable check stubs d) Printing the preliminary check register e) Printing a final check register and post check f) Printing remittance advice 88 Course summary

103 Appendix A: Accounts payable reports and utilities Estimated time 15 minutes Learning objectives After completing this lesson, you will be able to: Topics List the reports and utilities used with accounts payable. Reports Utilities SyteLine: Using Accounts Payable Training Workbook 89

104 Reports The following table displays the accounts payable reports and provides a brief description of each. Report A/P Aging Report Description Displays a list of outstanding vouchers in their respective aging buckets. Aging buckets are user-defined. Cash Requirements Voucher Register/Voucher Register by Account Bank Reconciliation Voucher Transaction Payment Transaction Journal Transaction/Journal Transaction by Account Vendor Interactions Payment Hold Voucher Authorization Letters of Credit by Vendor Displays a list of vouchers by due date giving a running net cash requirements for a given date range. May also be subtotaled by month. Displays vouchers created from purchasing with the voucher's respective distribution. Displays a list of all transactions in a bank reconciliation file. This report is useful for reconciling to a bank statement, as it lists outstanding items only. Displays a list of all unposted vouchers. This is the same report as the edit list. Displays a list of all unprinted/posted checks. This report is similar to the preliminary check register. Displays a list of all transactions posted to the distribution journal. Lists all communications logs existing in communication log file. This report can be sorted by vendor, contact and/or follow-up date, entry name, topic, status, or contact. Displays a list of vendors on payment hold. Prints unposted vouchers in order by authorizer. You can sort it by purchase order, voucher, or name. This report is useful for following up on outstanding vouchers. You can also select to print a blank page between each authorize. Prints all outstanding letters of credit for one vendor or a group of vendors. 90 Appendix A: Accounts payable reports and utilities

105 Utilities The following table displays the accounts payable utilities and provides a brief description of each. Utility Delete A/P Posted Transactions Description Deletes all transactions in the posted transaction file where the voucher's value = 0 (adding all vouchers, payments and adjustments) through the date specified. Year End Procedure Purge Voucher History Void A/P Posted Payments Void Posted Draft Payment Activate/Deactivate Posted Trx Voucher Authorization Rebalance Vendor Letters of Credit Move Local Vendors/Delete Global Vendors Zeroes all YTD values in the Vendor form, moving the value to last year s fields. This must be done before starting a new year. It has no effect on the ledger. Removes vouchers for the given range from the voucher history file. This will affect the voucher register. Provides the ability to void checks by check number and records the reversals in the general ledger, bank reconciliation, and all appropriate files. Use the Void A/P Posted Draft Payments utility to void previously posted drafts. Reconciled drafts and remitted drafts cannot be voided. Allows the user to deactivate posted transactions so that users have the option to hide fully paid transactions when viewing the Posted Transaction form. Use the Voucher Authorization utility to control which vouchers you post to A/P. You turn on this feature by selecting a toggle box on the Purchasing Parameters form. After you activate it, A/P does not post a voucher from purchasing to A/P until certain criteria are met. The Rebalance Vendor Letters of Credit utility corrects the accumulated PO values tied to letters of credit. It also corrects the accumulated received value of LCRs tied to purchase orders. Only LCRs with a status of Planned or Open are processed. Also, LCRs with an expiration date prior to today's date have their status changed to Expired. Multi-divisional users only. Use this utility to move vendors to Global Vendor Maintenance or delete vendors from Global Database. Currency Revaluation Multi-currency users only. Use the Currency Revaluation utility to generate realized or unrealized currency gains and losses (due to currency rate changes) for open payable, vouchers payable, and receivables. SyteLine: Using Accounts Payable Training Workbook 91

106 Appendix B: Goods and services taxes (GST) for landed costs Estimated time 30 minutes Learning objectives After completing this lesson, you will be able to: Explain the process for including taxes on brokerage fees in landed cost vouchers. Topics Including taxes on brokerage fees in landed cost vouchers 92 Appendix B: Goods and services taxes (GST) for landed costs

107 Including taxes on brokerage fees in landed cost vouchers Landed cost allows you to voucher duty, freight, and brokerage separately from material costs on purchase orders. You can also charge tax on brokerage costs with the option to generate and modify these tax distributions prior to voucher generation. The following table displays the steps required to include brokerage fees in tax charge calculations for landed cost vouchers. Following these steps will ensure you do not omit a required process. Step Form Procedures 1 Tax Codes Select Master Explorer > Modules > Codes > Tax Codes and select the Include Brokerage check box. Note: This check box will only be enabled if the tax code is part of an area-based tax system and the Tax Code Type is set to Rate. The check box will be disabled for exempt type tax codes. 2 Tax Systems Select Master Explorer > Modules > Codes > Tax System and select the Active for Purchasing check box on the Tax Systems form. When creating accounts payable vouchers, you will then have the option to allocate landed cost fees and calculate tax on brokerage fees. After selecting this check box, a tax code will be available on the following SyteLine forms: Vendor Tax tab Purchase Order Tax tab Generate AP Transactions Tax tab Generate Landed Cost Vouchers Tax tab 3 Vendors Select Master Explorer > Modules > Vendor > General > Vendors and select the Taxes tab. Verify the correct tax code is entered in the Fed ID field. 4 Purchase Orders Note: The tax code specified in the Fed ID field will be the default for all purchase orders created for that vendor. However, the tax code can be updated on the Purchase Order form if necessary. The vendor s tax code used on the purchased order will be the one used when calculating taxes on brokerage fees for landed cost vouchers. Select Master Explorer > Modules > Vendor > Purchase Orders > Purchase Orders and create a purchase order using the correct tax code (used for calculating brokerage fee taxes). Note: You must first create a purchase order before adding landed cost. 5 Purchase Order Landed Costs Select Master Explorer > Modules > Vendor > Purchase Orders > Purchase Orders Landed Cost and select the Brokerage tab. Select one of the following options from the Brokerage Alloc Type dropdown list: Amount: A flat amount being charged by the broker. This selection requires an estimated value be entered. SyteLine: Using Accounts Payable Training Workbook 93

108 Step Form Procedures 6 Purchase Order Receiving 7 Generate A/P Transactions 8 Generate Landed Cost Vouchers A/P Vouchers and Adjustments Percent: Calculates a percentage of brokerage fees per line item. For example, if you have a quantity of 100 on a line item and the brokerage fee is 200, you would pay $20 per quantity for brokerage costs. Select the brokerage vendor from the Brokerage Vendor drop-down list. Note: You must create a vendor record for the broker you will be using to generate vouchers for landed cost fees. Note: After the purchase order and line items are entered, you can also click the Landed Cost button on the Purchase Orders form to open the Purchase Order Landed Costs form and assign the brokerage vendor. Select Master Explorer > Modules > Vendor > Purchase Orders > Activities > Purchase Order Receiving and receive the purchase order. At the time of purchase order receiving, two purchase order receipt records will be created, one for the material costs and one for the landed costs. Select Master Explorer > Modules > Finance > Accounts Payable > Activities > Generate A/P Transactions and select the Taxes tab. Click Generate Tax to calculate the tax on the brokerage fees. Click Generate to generate the voucher. Note: The Generate AP Transactions function will only create vouchers for material costs. To create vouchers for landed cost receipts, refer to the next step. Select Master Explorer > Modules > Financial > Accounts Payable > Activities > Generate Landed Cost Vouchers to create a landed cost voucher and calculate tax on the brokerage fees. Select the correct order and brokerage landed cost fee to calculate tax against. Generate the tax Calculate the tax on brokerage fees Allocate costs. Note: If you have more than one purchase order selected, click the Cost Allocation button to allocate the total landed costs entered (from the newly created voucher) across all purchase order records. After you allocate costs, you still have the option to update landed costs on individual landed cost purchase order receipt lines before generating the voucher. Generate the landed cost voucher Select Master Explorer > Modules > Finance > Accounts Payable > AP Vouchers & Adjustments. Verify the voucher now displays sales tax in the appropriate field and the tax is applied to the total cost. The brokerage voucher is created specifically for brokerage fees with appropriate tax charges. Post the voucher to accounts payable. 94 Appendix B: Goods and services taxes (GST) for landed costs

109 Appendix C: Letters of credit (LCR) Estimated time 15 minutes Learning objectives After completing this lesson, you will be able to: Describe how to issue vendor LCRs. Topics Issuing vendor LCRs SyteLine: Using Accounts Payable Training Workbook 95