What happens in MUNIS with Accounts Payable Invoices?

Transcription

1 What happens in MUNIS with Accounts Payable Invoices? Jill Blaschke Fayette County Public Schools What happens in MUNIS with AP Invoices? MUNIS tracks details PO, Vendor & Invoices Vendor activity (1099 purposes) MUNIS tracks Balances by Org/Obj/Project JE s created by transaction Balances updated per org/obj/project Available Budget $ recalculated with each transaction Checks/EFT s created and $ paid to vendor 1

2 MUNIS & AP Invoicing MUNIS automatically creates JE s POE (Purchase Order Entry) API (Account Payable Invoice) POL (Purchase Order Liquidation) APP (Accounts Payable Payment) Balances tracked per org/obj/project Actual(MEMO) balance ---$ spent Encumbrance/Requisition balances --- increased/decreased Available $ calculated Before the Invoice Budgeted $ Available for purchases? 2

3 After Budget$-Before Invoices Requisitions in MUNIS (District decision) Reserve $ for PO for future purchases Online approval process (save paper/time) GL side NO JE created $ reserved Account Inquiry ORG/OBJ/Project Balances in GL Budget JE s AP Invoices Available Budget Actuals (MEMO) Requisitions Encumbrances Requisition Details Purchase Order s 3

4 Requisitions Reserve $ for PO ACCOUNT INQUIRY REQUISITIONS FROM ACCOUNT INQUIRY PO Pending PO entered open batch Requisition $ converted to PO (District decision to use requisitions) $ Encumbered in the GL NO JE posted 4

5 Account Inquiry- Encumbered $ See Open PO batch Purchase Order - line details Available budget displayed as entered 5

6 Posted PO = POE JE Yellow Folder Displays JE s supporting the # Details Account available Detail screen appears Account detail - PO Details 6

7 1 POE JE for each Batch of PO s Invoices Entered/Batch NOT posted Purchase Orders and GL impacted PO Inquiry Liquidate PO invoice processed Invoices folder from PO Account Inquiry Encumbrance is cleared Actual reflects the amount pending NO JE DETAIL 7

8 PO Reflects invoice & Liquidation OPEN BATCH Invoice Pending Invoice Entered/Batch NOT Posted Account Inquiry changes but no detail No longer encumbrances but actual $ 8

9 Invoice NOW Posted Account Inquiry Actuals(MEMO)= API JE API = Accounts Payable Invoice JE See JE detail from Account Detail Detail in Account inquiry/api & POL JE Top of je reflects 2 actives: Invoice expense DR Liquidation of encumbrance CR (type=4) 9

10 Invoice NOW Posted Account Inquiry Select Details to access Invoice Encumbrances Balances reflect JE s Purchase Order Entry (POE) JE & Purchase Order Liquidation (POL) JE 10

11 Encumbrances Account Balance Identify which PO makes up encumbrance balance? Drop details into excel Details = Open Encumbrances PO INFO in OPEN BATCHES NOT AVAILABLE YET. 11

12 Checks processed Check #/date updated on Invoice & PO Account Inquiry (GL) APP JE created Clearing liability/cash credited Detail for Invoice/PO and check available Vendor Central Programs 12

13 Vendor Central Programs Tyler forms Access to the PO, check or invoice in MUNIS by double clicking on the individual item Tyler Forms/Tyler Content Manager 13

14 Other Items impacting AP/PO/GL Modify Invoice -unpaid invoices Modify Org/Obj/Project/ and/or $ APM JE reflects modification of invoice/$ APM JE-updates Actual(MEMO) Modify PO Correcting/Updating PO $ Clearing out PO balances if not liquidated correctly/closed POM JE- updates encumbrance/po Payments impacting AP/PO/GL Void Checks/Invoices Void ONLY un-cleared checks Reprocess Cash Disbursements (correct the $) Changing only Remit? Reissue new check Void invoice and re-enter Any other changes to pay vendor Even if changing payment method 14

15 What sometimes fails to happen? Update PO/Requisition Details PO closed and balance remains PO has Negative/Null amounts or % differences PO balance <> GL balance Update General Ledger Account Balances Actual(MEMO) $ Encumbrances increased/decreased Vendor activity Result is.available Budget $ incorrect NEED TO Prove Encumbrances Need a Correct Available $!!! Validate the PO Balances/Detail to GL General Ledger Encumbrance Utility Looks at open batches (Invoices & PO s) Verifies balances of ALL Po s Identifies GL Accounts needing to be updated Identifies PO s with errors/difference in details Process ONLY when NO one is in MUNIS 15

16 Prove Encumbrance Balances Generates 2 reports General Ledger Encumbrance Tool 1. Errors by PO Some errors must be fixed before selecting Process 2. Errors in GL balances Instructs how to correct Identifies GEL JE when needed to fix errors in encumbrance balance 1. Identifies PO s with Errors.01 Left.01 balance in Closed PO Remember to Select Fully Liquidate when processing LAST INVOICE on PO. 16

17 2. Errors by ORG/OBJECT/PROJ Clean Up All Other Balances General Ledger Memo Balance Validates/recalculates details to balances General Ledger Requisition Amount utility Validates/recalculates details to balances 17

18 ORG/OBJ/Project Balances in GL Budget JE s AP Invoices Available Budget Actuals (MEMO) Requisitions Encumbrances Requisition Details Purchase Order s General Ledger Encumbrance JE MUNIS and AP Invoices Balances and details updated During entry (Vendor/PO) After posting batches (GL Detail) Or NOT? Run Diagnostic Tools Work to keep a Balanced Budget! 18