Financials 102. Accounts Payable

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1 Financials 102 Accounts Payable

2 Introduction to This Guide Copyright Copyright 2010 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and , without the express permission of ACS Technologies Group, Inc. is strictly prohibited. Version 10.X Last Updated 1/28/2010 9:20:49 AM 2

3 Contents Contents Introduction to This Guide... 4 Unit 1: Starting Up Accounts Payable... 5 Setting Up Accounts Payable... 7 Defining Lists Vendor Types Adding and Editing Vendors Starting Up Accounts Payable During the Year Unit 2: Accounts Payable Usage Using Invoices Printing and Posting Checks, ACH, and Online Transactions Voiding Checks, ACH, and Online Transactions Using Accounts Payable Reports Cash RequirementsReport Check/Invoice Cross References Report Aging Journal Report YTD Purchases List Report Check Register Open A/P Report Voided Check List Report Performing a Vendor Inquiry

4 Introduction to This Guide Introduction to This Guide In the Accounts Payable module, we will discuss: Adding and editing vendor information Defining vendor types to assist you with categorizing vendors by description Adding, editing and posting invoices Printing and posting checks Doing vendor inquiries Working with reports 4

5 Unit 1: Starting Up Accounts Payable Unit 1: Starting Up Accounts Payable The ACS Accounts Payable module is designed to automate the accounts payable process for your organization. In this section, we ll discuss: 3. The purpose of the Accounts Payable Module Setting up the Accounts Payable Module Setting up Define Lists Adding and Editing Vendors Starting Accounts Payable during the year The ACS Accounts Payable module is designed to automate the accounts payable process for your organization. Accounts Payable automatically interfaces with the ACS for Windows General Ledger so that corresponding entries are made. Accounts Payable runs on a cash or accrual basis. Accounts Payable provides a method of managing invoices and writing checks. You can track invoices and checks for regular vendors or one time vendors, and 1099s can be printed when appropriate. The Accounts Payable module allows you to process regular, recurring, or one-time invoices. You can set up the parameters (number of payments, etc.) and include one, some, or all recurring invoices in the current check printing. You can print reports at any time, showing the status of payables and payable cash requirements. You can print checks at any time. Accounts Payable can also handle the issuing or voiding of system-issued or manually-written checks. In addition to the automatic printing of checks by due date, Accounts Payable also provides a method for suspending or forcing the payment of any invoice, regardless of due date. Interchangeable checks are available from ACS. You can schedule memorized invoices to become due on specific dates. 5

6 Unit 1: Starting Up Accounts Payable The Accounts Payable module interfaces with the Purchase Orders module allowing you to create an Accounts Payable invoice from a purchase order in the Purchase Orders module. You can generate 1099 forms. If you begin using the Account Payable module after the beginning of the year, you can use the 1099 Adjustments utility to add accumulated totals for each

7 Unit 1: Starting Up Accounts Payable Setting Up Accounts Payable This lesson describes configuring the Accounts Payable Setup option. To set up Accounts Payable 1. From the Workbench menu, under Advanced Tools and Settings, select Accounts Payable and click. 2. Select the A/P Setup tab. Figure 1: Accessing Accounts Payable Setup Select Warn on Duplicate Invoices to receive a warning message when a duplicate invoice number is entered for the same vendor. Enter the Current AP Month and Year. Prompt to void invoices when void check allows you to void an invoice associated to a check when the check is voided. Print invoice detail on Vendor Check Stub prints the invoice account distribution on the vendor s check. Print Overflow Checks on Plain Paper prompts you to enter plain paper for those checks that have multiple invoices at the end of the run. Check numbers are not skipped when selected. Auto Assign Next Vendor Code automatically assigns a numeric code to each new vendor based on the next Vendor Code. 7

8 Unit 1: Starting Up Accounts Payable Figure 2: AP Setup Tab 3. Select the G/L Interface tab. The G/L Interface tab in Accounts Payable Setup is used to configure Accounts Payable on an accrual or cash basis and to define the default settings which are used to interface with General Ledger. If you choose to operate on an accrual basis, you must select the Track Discounts Taken option and identify a default accrual transaction source. However, if you choose to operate on a cash basis, setting up a Discounts Taken account is optional. If you select the Enable Fund Accounting option, the following fields are disabled: Default A/P Checking Account, Default Accrual Account, and Default Discounts Taken Account. Enabling Fund Accounting allows the use of different checking accounts, associated with a single bank account, in the same transaction. Figure 3: Fund Accounting Information Key 8

9 Unit 1: Starting Up Accounts Payable With Fund Accounting, specific accounts are used based on each fund. Figure 4: G/L Interface Tab Terminology Cash-basis accounting records financial events based on cash flows and cash position. Revenue is recorded only when cash is received and expenses are recorded only when cash is paid. You are only liable for the amount of the invoice once you cut the check. Only the check shows up in the General Ledger. Accrual-basis accounting records financial events based on when they occur. Under accrual accounting, revenue is recorded when it is earned and realized, regardless of when the actual payment is received. Similarly, expenses are recorded at the time goods are received, regardless of when they are actually paid. 9

10 Unit 1: Starting Up Accounts Payable Exercises Set up Accounts Payable using the following options: Let ACS number vendors and alert you if duplicate invoice numbers are used Vendor checks will be written beginning in July of the current year Choose to have ACS prompt to void invoices when you void checks Choose to print invoice detail on vendor check stubs Choose to print overflow checks on plain paper Set Accounts Payable to run on a Cash Basis Set up the system to track multiple funds Set defaults to Check 10

11 Unit 1: Starting Up Accounts Payable Define Lists Vendor Types In this section, we will walk through setting up Vendor Types. Vendor Types allow you to categorize vendors by description. Once you assign the vendor type to vendors, you can group vendors by type in the vendor list to help you find vendors easier or sort for reporting purposes. You can Add, Edit, Delete or Print a list of Vendor Types. Vendor Type allows vendors to be separated into specific groups for reporting purposes. Vendor Types are user defined and optional. Figure 5: Define Lists To Set Up Vendor Types 1. From the Workbench menu, under Advanced Tools and Define Lists, select Accounts Payable and click. 2. With Vendor Type selected, click Add. 3. Enter a Type Description. 11

12 Unit 1: Starting Up Accounts Payable Adding and Editing Vendors Vendors are companies or individuals with whom you do business. In this section, we will walk through setting up vendors. Figure 6: Add Vendor Vendors can be added, edited, or deleted. You can delete a vendor if that vendor has no invoices posted within the past 12 months. If a vendor has invoices posted within the past 12 months, it cannot be deleted. If an individual has a record in the ACS Financial Suite, you can click Lookup and select the individual s name in the Global Name List. If the vendor is not an individual, select the Company check box in the Name Information box. If the system is set to automatically number vendors, the system enters the vendor code when Add Vendor is selected. 12

13 Unit 1: Starting Up Accounts Payable If you want to change the way a particular name displays, select the Retain check box and enter the desired format. After a One Time Vendor is paid, the record is maintained but is flagged as Inactive. You can manually activate or deactivate a regular or one-time vendor at any time. Use invoice terms to set due dates for invoices or to offer discounts for on-time payments. Terms are set up in General Ledger Define Lists. A Social Security or Federal ID number is needed for a 1099 vendor. If a vendor qualifies as a 1099 vendor (received a payment of more than $600 for the year), flag them when you enter them into ACS. Don t be concerned about how much you will pay them this year. Figure 7: Add/Edit Vendors To Add a Vendor 1. From the Workbench menu, under Manage Records and Records, select Add/Edit Vendors. 2. Click. 3. Click Add. 4. Enter a vendor Code. If the Auto Assign Indiv Codes option is selected in General Ledger Setup, the next available vendor code displays. 5. Select Company, if necessary. 13

14 Unit 1: Starting Up Accounts Payable 6. Enter the vendor s Name. 7. If the vendor is going to be paid only one time, select One Time Vendor. (Once the invoice is paid for this vendor, the vendor record becomes inactive.) 8. Select the Vendor Type. 9. Enter the company s federal tax identification number in the Fed Tax ID field. 10. If applicable, select payment Terms. Useful Information According to IRS guidelines, you must file 1099s for any non-employee who receives $600 or more in compensation during the calendar year. By selecting the vendor as a 1099 vendor, all invoices for the vendor are marked as 1099 invoices. If the vendor is paid any monies that do not meet 1099 requirements, be sure to unmark that distribution or invoice as 1099 so that it is not reflected in the totals at the end of the year. Figure 8: Add/Edit Addresses You can add a Primary and Mailing Address for each vendor. ACS marks the first address you enter in a record as the global address. 14

15 Unit 1: Starting Up Accounts Payable If you enter more than one address in a record, you can select which address you want to mark as global. You can add as many addresses to a record as you need and assign an address type to help differentiate between multiple addresses. You can print, change, or delete vendor information at any time. Figure 9: Phone Number and Addresses You can enter business, fax numbers, including extensions, and addresses for each vendor. Each number or address is flagged as Listed or Unlisted and there is no limit to the number of phone numbers and addresses you can enter. Figure 10: Expense Account Information If the vendor is normally paid from the same General Ledger account, enter the default account. This account is automatically entered when adding an invoice to the vendor. You can print the Vendor Account # in the check memo field. You can change the default account when entering invoices if necessary. 15

16 Unit 1: Starting Up Accounts Payable Figure 11: Vendor Comments Comments may help a new employee working in Accounts Payable, or if there are special circumstances that you want to keep track of for this vendor. Figure 12: Vendor Contacts You can add contacts to the vendor's record and select a description for the contact type. There is no limit to the number of contacts you can add to a vendor. The contact record can contain a name, an unlimited number of addresses, phones with extensions, and information. 16

17 Unit 1: Starting Up Accounts Payable Figure 13: Vendor Payment Type You can flag vendors for pay types of Check, Online, or ACH (Automated Clearing House). If the vendor uses ACH for receiving payment, you can add ACH information on the Payment Type tab. If you select ACH, click Update Account Information to update the vendor s ACH information. 17

18 Unit 1: Starting Up Accounts Payable Exercises 1. Set up Define Lists: : Enter a vendor type of Computer Supplies. Preview a list of the Vendor types. 2. Add the following three Vendors : Bell South 1538 Long Street, Burlington, NC Phone: X 1234 Fax: GL Expense Account: Telephone Comments: None Contact: Harriet Baker Payment Type: Check Larry Smith Flowers 180 N. Dunbarton Drive, Florence, SC Phone: X5234 Fax: GL Expense Account: Sanctuary Flowers Comments: Make sure you talk to Andola before placing order. He gives accurate information and will inform you of any specials before your order. Contact: Andola Palmer Payment Type: Online payments Federal ID#: Floral Vendor 1099 Vendor Add Henry Scott from the Global list. (hint: Henry Scott is not a new vendor) 1099 Vendor Vendor Type is Computer Supplies Terms: Net 15 18

19 Unit 1: Starting Up Accounts Payable GL Expense Account: World Missions Vendor Account #: Use Vendor Account number as memo. Receives ACH Payments 3. Preview 2-up laser labels for all of your vendors. 4. Under Define Lists, set up the Vendor Type Consignments. 5. Edit vendor information and change the vendor type to of Bell South and Larry Smith Flowers to Consignments. Starting Accounts Payable During the Year You can start using Accounts Payable at any point during the year. Figure 14: Accessing 1099 & YTD Adjustment 19

20 Unit 1: Starting Up Accounts Payable Figure 15: 1099 & YTD Adjustment If you begin using Accounts Payable after the first of the year, you can enter the 1099 adjustments for each vendor. This allows you to enter all accumulated dollar amounts for all applicable 1099 invoices. Each invoice for the vendor can be entered individually, or a total of all 1099 invoices can be entered for the vendor. You can enter adjustments here and update vendor records, but these adjustments do not post to the General Ledger. Vendor 1099s printed at the end of the year contain adjustment totals plus 1099 check totals written in Accounts Payable. 20

21 Unit 2: Accounts Payable Usage This unit is designed to help you use the Accounts Payable module. We will discuss: Posting Invoices Printing Checks and Issuing Checks Printing Accounts Payable Reports Printing 1099s and 941s 21

22 Using Invoices In this section, we will walk through Adding/Editing and Posting Invoices and looking up Vendor Information. To Access Add/Edit Invoices 1. From the Workbench menu, under Manage Records, click Transactions. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click. 4. Click Add/Edit Invoices. Figure 16: Accessing Accounts Payable Invoices 22

23 Figure 17: Accounts Payable Invoices The number and total of unposted invoices for the current posting period and all other periods displays in this window. Invoices previously memorized are accessed from Memorized Invoices. Useful Information After all checks are printed closed from this window and posted for the month, the current month for Accounts Payable is On an accrual basis, the invoice posts to the General Ledger and to the vendor record based on the Post Month/Year selected in this window. On a cash basis, the invoice posts only to the vendor record. You can enter and post invoices as they are received and approved for payment, or as a batch to pay immediately. Use the Create from PO option to create an invoice for completed purchase orders. 23

24 Figure 18: Add/Edit Invoices The default View for this window is set to Unposted Invoices, by Entry Order. The down arrow allows you to display other choices in the window (Example: All Posted Invoices). The bottom portion of the window outlines the highlighted invoice information located in the top section. The splitter bar allows you to make the top or bottom portion of the window larger or smaller. You can access and edit an invoice in this window. A proof list of all invoices entered but not yet posted can be printed from the original Add/Edit Invoices window. You can view invoices for All Users and/or All Periods. Prior to posting, you can view, edit, delete, or void an invoice. If on an accrual basis, you can void but not delete invoices. You can customize the Add/Edit transactions window by right clicking in the grid. 24

25 You can display the Vendor s Last Name and First Name. You can also sort and resize all columns as well as perform a search in a column. Figure 19: Customize Options Click and drag the splitter bar up to resize the lower portion; drag it down to resize the upper portion of the window. Check the boxes next to the description to select the fields for display in the view grid. To Enter an Invoice 1. From the Workbench menu, under Manage Records, click Transactions. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click. 25

26 4. Click Add/Edit Invoices. 5. Click Add. 6. If you know the vendor s name, begin typing the name or partial name. 7. Press Enter if only one vendor matches your selection. That vendor information will be selected. If more than one vendor matches your entry, a filtered list of vendors matching the selection displays. 8. In the drop-down list, select a vendor. If necessary, click Add to add a vendor while posting invoices. 9. Click OK. Click Lookup to see all vendors. Figure 20: Vendor Lookup If a vendor does not display, select Show Inactive. If the vendor you need is deactivated, it displays, and you can select and use or reactivate. You can enter and post invoices as they are received and approved for payment or as a batch to pay immediately. 26

27 Figure 21: Accounts Payable - Add Invoice 10. Select the correct Post Month/Year. 11. Enter the payment Due Date. To select a date from the calendar, click the down arrow. 12. Select the date that the invoice was issued in the Invoice Date drop-down list. 13. Enter the Invoice Amt and, if applicable, the Partial Amt. 14. Select a Term, if applicable. 15. Enter a Memo. (This is the information that prints on the memo line of the check.) Your account number with this vendor prints here if it was set up in the vendor record. 16. Press TAB or ENTER. 17. Click OK. 18. Click Yes to confirm the invoice changes. 19. Click Cancel. 20. Click Close to return to the Add/Edit Invoices screen. 27

28 21. Verify the information, make necessary changes, and click Close. If there is no actual invoice number, the Next option inserts the next invoice number in sequence for that particular vendor. The default Due Date and Invoice Date are the current system date unless a specific date is entered. If you set up a default discount for a vendor when you created the vendor's record, the percentagee automatically displays. If a discount percent or amount is entered for the term, the term discount amount and discount date display as links next to the term when you enter the invoice amount. You can change the amount and date by clicking the links. Once changed, the term description changes to other. The comment field is 35 characters long to allow more detailed entry. Terminology Invoice Date Date the invoice was processed. Discount Amount Savings if the invoice is paid before the due date. Discount Date Date the invoice must be paid by to get discount. Due Date Checks are selected for printing based on the invoice due date. The Invoice Description prints at the bottom of the check. The invoice can be split to multiple General Ledger accounts. The Comment field is available for each line expensed and prints on check stub. The individual invoice can be marked to Pay Separate (individual check for that invoice), to Force (pay with next check run), or to Suspend (do not pay until suspension is removed). The 1099 option is automatically checked for a vendor flagged as a 1099 vendor. If necessary, you can change it in this window. 28

29 Figure 22: Accounts Payable - Add/Edit Invoices The distribution of the highlighted invoice displays at the bottom of the window (see above). 29

30 Figure 23: Accounts Payable Invoices To Post Invoices 1. From the Workbench menu, under Manage Records, click Transactions. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click. 4. Click Post Invoices. 5. If posting individual invoices select Use Selection. If posting all invoices, do not select Use Selection. 6. Click to select the invoice you want to post. To select multiple invoices, hold down the CTRL key while selecting. 7. Click Post Invoices and confirm. A total of invoices to post displays according to window selections. 30

31 The Invoice Posting Date defaults to the current date and becomes the posting date for these invoices. Useful Information Speed up your invoice record keeping by defining payment terms and associating them with vendor records. These terms use the invoice date to calculate the due date, discount date, and any applicable discount amounts. Terms are defined in General Ledger Lists. If Enable Fund Accounting is selected, ACS displays the checking account that is attached to the fund on the expense account. This feature prevents crossing funds when entering a transaction. If Enable Fund Accounting is not selected, ACS displays the default checking account attached to the vendor record. If no default account exists, you must select a checking around after selecting a vendor. By using the 1099 option on the individual distribution line items of an invoice, you can enter a vendor s 1099 and non-1099 distributions on the same invoice. 31

32 Figure 24: Accounts Payable - Post Invoices Print and review the Invoice Proof List before posting invoices. Review print options such as Show Distribution Sort, Month and Year. Figure 25: Invoice Proof List If Show Distribution is selected, the Account Detail and Line Item Comment print. If not selected, only Vendors, Dates, and Amounts print. 32

33 Figure 26: Invoice Proof List with Detail Headers If Print Detail Headers is selected, you can include Detail Headers to give you a customized proof list, as shown above. Useful Information Before posting the invoices, preview or print the Invoice Proof List to check for errors. Select Show Distributions to verify the expense allocations are correct. You can customize the proof list along with the distribution list to allow for post month/year. 33

34 Figure 27: Selecting Transactions If Use Selection is selected, Shift +click to select a block of transactions and Ctrl + click to select specific transactions to post in batches. Figure 28: Post Invoices Confirmation 34

35 Figure 29: Posting Complete Only the selected transactions post. 35

36 Printing and Posting Checks, ACH, and Online Transactions In this section, we will walk through printing and issuing checks, proofing your work, creating an ACH file and online transactions. To Start a Check Run 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Checks. 3. Click. Figure 30: Accessing Accounts Payable Checks 36

37 Figure 31: Accounts Payable Checks The Pay Invoices option allows you to select invoices, and process, preview, print, and post checks in one window. To use the ACH/Online feature, Enable Direct Deposit must be selected in the bank account option in General Ledger, Add/Edit Lists, Bank Accounts, ACH Setup. The bank account information on the vendor record must also be entered. Vendors can be set up for payment of invoices with Check, ACH, or online payments. Select invoices for payment, and process, preview, and print checks from Pay Invoices. You can process checks, ACH, and online transactions from Pay Invoices. Figure 32: Right-Click Options Right-click to see options for selecting and marking invoices. 37

38 Figure 33: Accounts Payable - Pay Invoices To Process Checks 1. On the Print/Post Checks menu, click Pay Invoices. 2. Enter a Pay Through Date or select Show All Invoices to show all unpaid invoices. Click the down arrow to select a date in the calendar. 3. Enter a Check Date. Click the down arrow to select a date in the calendar. 4. Enter the First Check Number you want to use when printing checks. 5. Choose the Selected Bank from which you want to pay invoices. Click the down arrow to select a bank in the drop-down list. 6. Enter the First ACH/Online Ref# you want to use when processing ACH and online payments. 7. In the Memo Option field, select a memo option. 8. Select the Pay? check box for each invoice to pay in this check run. To select all invoices, select the Pay All Invoices option, or right-click and select, Select All. 38

39 9. Click Process Checks. When you click Process, checks are posted to the vendor record as well as the General Ledger. Enter the Pay Through Date. All invoices with a due date or discount date up to and including the date entered here are displayed. To display all invoices, select Show All Invoices. If these dates bring up the invoices that are to be paid, the same dates will be used when processing the invoices. Invoices with a due date on or before the Pay Through Date are paid unless they have been suspended. If there are discounts to be taken, the Discount Date is compared to the Check Date. If the invoice s Discount Date is on or after the Check Date, the invoice is included in the discount taken. Enter the Check Date as you want it to appear on the checks. Useful Information To select a date from the calendar, click the down arrow in the date field. Verify that the First Check Number and First ACH/Online Ref# are correct. You can change these numbers, if necessary. Select the invoices in the Pay? column that you want to pay at this time. To select all the displayed invoices, select Pay All Invoices Separately. Check Memo is set to determine how to handle the check memo field when multiple invoices for the same vendor are to be combined on one check. First Invoices - Uses the memo from the first invoice. Last Invoice Uses the memo from the last invoice. Generated Uses a standard system generated memo. Prompt for Memo A prompt to enter a check memo displays for each vendor that has multiple invoices to pay. 39

40 Figure 34: Accounts Payable - Cash Requirements Normally, you will print the Cash Requirement report prior to processing invoices and printing checks. The Cash Requirement report displays a list of unpaid invoices and the current amount due for each invoice. Figure 35: A/P Cash Requirements - Detail Report Useful Information To preview the invoice information for each vendor before printing the checks, click Print Cash Requirements. 40

41 Figure 36: Process Checks The Process Checks option on the Invoice tab is used to create a batch of checks, online payments and ACH transactions for selected invoices, based on the Pay Through Date and the check date selected on the Invoice tab. The Pay Through Date defaults to the system date but can be changed. Verify the Pay Through Date, Check Date, Check Number, and Bank Account. Figure 37: Right-Click Options 41

42 Figure 38: Customize Options Selections made in the Customize grid determine which fields display in the Pay Invoices window. Click the box next to the field you want to display. Click on a header to sort invoices by that selection. Useful Information You can separate the ACH, check, and online transactions by Payment Type. Right-click in the Invoice Detail section to open a list of options, and then select Group by Payment Type. 42

43 Figure 39: Accounts Payable - Print Checks Verify the Posting Date and Post Month/Year, First Check Number, and ACH/Online Reference Numbers. Show Print Dialog and Create Extract File are available if desired. Click Print Sample to print a sample check, if desired. There is no prompt to print a sample during the print process. Figure 40: Preview of Check Vendor 43

44 Figure 41: Preview Check Figure 42: Preview of ACH/Online Vendor 44

45 Figure 43: Preview Check Preview displays checks for each vendor receiving a check, and then ACH/Online vendors. Figure 44: Check Prompt 45

46 Print starts a check run. A prompt to place checks in the printer displays. Figure 45: Paper Prompt When all of the checks are printed, a message displays, asking if the checks printed correctly and reminding you to remove the checks from the printer. Figure 46: Question/Reminder Replace the stock paper in the printer and select the appropriate response. Figure 47: Post Checks Useful Information If you click No, a Reprint Checks window displays. You can select one or more checks to reprint. 46

47 Figure 48: Post Checks Figure 49: Check Posting Complete Once you verify that all of the posting information is correct and the checks printed correctly, click Yes. The checks then post to the vendor record and to the General Ledger. Useful Information If you click No, the Print/Post Checks window displays. You can change posting information before clicking Post. Figure 50: Create ACH File If there are ACH vendors, select Create ACH File in the A/P Check menu after the checks are posted. Make the desired selections, click Process, and click Create File. 47

48 The Reversal File option lets you to reverse previously processed ACH transactions. Figure 51: Transmission File When prompted, name the file and click Save. The file will be sent to the bank for processing. Figure 52: File Information 48

49 Figure 53: Accounts Payable Checks To print your check register, click Check Register. Figure 54: Accounts Payable Check Register The Check Register option allows you to print all checks, ACH, and online transactions in the last check run. 49

50 Useful Information ACS retains the current check register until you click Process Checks again. When you click Process Checks, the current check register is deleted, and you must print a Check Register from General Ledger Reports. While the pay invoices tool may be used for a single check, it is designed for a check run consisting of multiple checks. Use the Reprint Checks option if you experience printer problems after you have already printed a number of checks. This option allows you to resume printing at the point where the problem occurred instead of restarting the check run and reprinting the entire batch of checks. However, if you need to reprint the batch, you have that option as well. To reprint checks using the Reprint Checks option 1. After checks are sent to your printer, you receive the message, "Did the Checks Print Correctly?" If the checks did not print at all or did not print correctly, click No. The Reprint Checks dialog box opens. 2. In the Print column, select the checks you want to reprint and click OK. To reprint all checks, click Select All. 3. Click Yes. 4. Click Print. Manual checks can be entered into the system through the Issue Checks option. ACH and/or online transactions can also be entered. This option also provides a way to quickly print one or two (or a few) checks. These checks can be for invoices already posted or for new invoices entered at this time. To issue a manual check or checks 1. From Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Checks and click. 3. Click Issue Checks. 50

51 Figure 55: Print/Post Checks 4. If an invoice already exists, select the Unpaid Invoices tab and choose the invoice. If not, click Add New Invoice and create the new invoice. 5. Click OK. Figure 56: Issue Checks 6. If the invoice has already been posted, click Pay Invoice. 51

52 7. Click Print/Post Issued Check. Figure 57: Accounts Payable - Issue Checks Figure 58: Print/Post Issued Checks If the check was handwritten, enter the check number in the Check Information window and post the check instead of printing it. 52

53 If you print the check, the check number displays in the Check Number field. The Print Checks option is the same as the regular check run. Issued checks are posted to the Vendor and General Ledger in the same way that checks in a regular check run are posted. The GL Batch Number for the check will be the same Batch Number as the regular check run that was posted earlier. Any checks printed from Accounts Payable post to the same batch until the batch is closed in General Ledger. Occasionally, you may find yourself in a situation outside the normal parameters of printing checks. For example, you print a batch of checks only to realize that the printer tray was loaded with plain paper instead of checks, or the printer jams while checks are printing. To address these situations, you can use the Reprint Checks feature. Use the reprint checks feature when: The printer contained plain paper instead of checks. The check run was sent to the wrong printer. The check run was interrupted (such as a printer jam) and some of the checks did not actually print. 53

54 To reprint checks 1. At the prompt asking if checks printed correctly, click No. 2. Check Print? for any checks that need reprinted. 3. Click Select All to choose all the checks in the check run. 4. Indicate why or how the check was ruined. Useful Information If the check was damaged in the printer, you may think you should include the name of the intended payee. However, since the check was not actually sent to the payee, there is no benefit of including the name. Also, if the check was damaged in some other way, there was no intended payee. ACS suggests that you use a generic term such as ruined check. 5. Click Check Printed and Reconciled. 6. Click OK. 54

55 Voiding Checks, ACH, and Online Transactions Checks printed and posted in Accounts Payable are voided through the Void Checks option. This section will walk you through voiding a check. If a check has to be voided to a different month (different from the current posting month) make sure you change the month in Post Month/Year. To void a check 1. Click Void Checks. Figure 59: Accounts Payable Checks 2. Select the check to void by Check Number, Vendor, Date, Amount, etc. 55

56 Figure 60: Accounts Payable - Void Checks Figure 61: Void Accounts Payable Checks 3. Select the correct posting period. Click the up and down arrows in the Month and Year boxes to select the posting period. 4. In the drop-down list, select a Transaction Source. 5. In the Void Explanation memo text field, enter an explanation for voiding the invoice. 6. To void the check, click Void Check. 56

57 Figure 62: Void Invoices? 7. If you selected the Prompt to void invoices when void check option in Accounts Payable Setup, a confirmation message displays. To void the invoices attached to the check, click Yes. 57

58 Exercisess 1. Enter the following three (3) invoices for the current month and year. Let the system assign the invoice number. Invoices are due on the 15 of the following month. One for the ACH vendor, American Insurance Company for $500 with $200 to be paid now and $300 to be paid later. One for the Online vendor, Monarch Foods, for $ One for the vendor paid by check, Joseph Morrison for $ Enter a handwrittenn check to the American Red Cross for $ Preview the Invoice Proof List. 4. Post the Invoices. 5. Preview the Cash Requirement Report. 6. Start the Check Run 7. Preview a Check Proof List by Payment Type. 8. Print the Checks to a File. 9. Create an ACH Transmission File. 10. Preview the Check Register Report. 11. Void the check written to the American Red Cross. 58

59 Using Accounts Payable Reports You can customize and save Accounts Payable reports according to your needs. Lists All AP List reports flag inactive vendors with an asterisk (*). Lists include reports related to the setup of the module. The YTD Purchase List shows the total YTD 1099 Purchases and total Purchases. Journals The Cash Requirement reports display information on unpaid invoices, including: Invoice detail information Current amounts due on each invoice Current amounts not yet due You can print the report using one of four available formats: By Account Distribution By Due Date Detail Summary 59

60 Cash Requirements Report To view the Cash Requirement report 1. From the Workbench menu, under Generate Reports, click the Reports tab. 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Journals. 4. Select one of the A/P Cash Requirements reports. 5. To limit the report to specific vendor types, payment types, or checking accounts, click Customize. 6. Click Preview. Figure 63: A/P Cash Requirements Report 60

61 Figure 64: Sample A/P Cash Requirements by Account Distribution Report Figure 65: Sample A/P Cash Requirements - By Due Date Report 61

62 Figure 66: Sample Cash Requirements Detail Report Figure 67: Sample Cash Requirements Summary Report 62

63 Check/Invoice Cross References Report The Check/Invoice Cross References reports display vendors checks and the corresponding invoices for a selected month. To view the Check/Invoice Cross Reference report 1. From the Workbench menu, under Generate Reports, click the Reports tab. 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Journals. 4. Select Check/Invoice Cross Reference. 5. Select the Report View you want. 6. Click Customize. Figure 68: Check/Invoice Cross Reference 63

64 Figure 69: Customize 7. Select the appropriate Sort By order. 8. If necessary, select the appropriate Vendor Options. 9. If you want to limit the report to specific vendors, range of check numbers, or range of vendor codes, use the fields on the Vendor Search tab. 10. Click OK. Useful Information If you d like to include the report in another document (such as a Power Point presentation), click Copy to Clipboard, then switch to the other document and paste the report. 64

65 Figure 70: Sample Check Invoice Cross Reference Report 65

66 Aging Journal Report The Aging Journal report displays all invoices due but not paid by the Pay Through Date on the Setup tab. The Detail report groups invoices by Vendor Name/Code and sorts them by invoice number. The Summary report contains totals only for each Vendor Name/Code. To view the Aging Journal Summary report 1. From the Workbench menu, under Generate Reports, click the Reports tab. 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Journals. 4. Select Aging Journal Detail or Summary. 5. Select the Pay Through Date you want to view. 6. Click Customize. Figure 71: Aging Journal 66

67 7. Select the appropriate Sort By order. 8. Select the appropriate Bank Account. Figure 72: Aging Journal Options 9. If you want to limit the report to specific vendors or range of vendor codes, use the fields on the Vendor Search tab. 10. Click OK. 67

68 Figure 73: Sample Aging Journal Summary Report Figure 74: Sample Report Aging Detail Report 68

69 YTD Purchases List Report The YTD Purchases List report lists all vendors and includes vendors' phone numbers, social security numbers, tax year's 1099 purchases, and fiscal YTD purchases. To view the YTD Purchases List report 1. From the Workbench menu, under Generate Reports, click the Reports tab; 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Lists. 4. Select YTD Purchases List. 5. Click Customize. Figure 75: YTD Purchases List 69

70 Figure 76: YTD Purchases List Options 6. Select all appropriate options. 7. Click Preview. 8. Enter the appropriate dates that you want to display totals on the report and click OK. Figure 77: Report Dates 70

71 Useful Information At the end of the year, ACS Technologies recommends printing this report before printing the 1099s to verify 1099 totals for vendors. To include any one time vendors, make sure to include inactive vendors. Figure 78: Sample YTD Purchases List Report 71

72 Check Register To view a Check Register from General Ledger that displays only Accounts Payable checks 1. From the Workbench menu, under Generate Reports, click the Reports tab; 2. In the drop-down list, select General Ledger and click. 3. Click + to expand Journals. 4. Select Check Register Check Order. 5. Set the View to this month. 6. Click Customize. 7. Under Transaction 8. Click OK. Figure 79: Check Register - Check Order Options, select AP. Useful Information To limit the checks to a specific date range or vendor, use the fields on the Additional Options tab. 72

73 Figure 80: Sample Check Register - Check Order (AP Only) Report 73

74 Open A/P Report The Open A/P Report displays all unpaid invoices, including those not yet due. You can print the report using one of three available formats: By Account Distribution Summary Detail To view the Open A/P Report 1. From the Workbench menu, under Generate Reports, click the Reports tab. 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Journals. 4. Select Open A/P Report. 5. Click Preview. Figure 81: Open A/P Report Summary 74

75 Figure 82 Sample Open A/P Report - By Account Distribution Report Figure 83: Sample Open A/P Report Detail Report 75

76 Figure 84: Sample Open A/P Report Summary Report 76

77 Voided Check List Report The Voided Check List report displays all voided checks for a specified check date range. To view the Voided Check List report 1. From the Workbench menu, under Generate Reports, click the Reports tab; 2. In the drop-down list, select Accounts Payable and click. 3. Click + to expand Journals. 4. Select Voided Check List. 5. Click Preview. Figure 85: Voided Check List 77

78 Figure 86: Sample Voided Check List Report 78

79 Performing a Vendor Inquiry Use the Inquiry feature in Accounts Payable to: Locate and view invoices and checks for a specified vendor. Change the 1099 invoice flag for a specific invoice. To perform a vendor inquiry 1. From the Workbench menu, under Run Inquiries, click the Inquiry Type tab. Figure 87: Vendor Inquiry 2. In the drop-down list, select Vendor Inquiry and click. Figure 88: Accounts Payable - Inquiry 79

80 3. From Vendor, click Lookup and select the correct vendor. 4. Select to display Paid, Unpaid, or Both invoices. 5. Select to display Posted, Unposted, or Both invoices. 6. Select to display MTD, YTD or ALL invoices. 7. To view checks, click the Checks tab. Useful Information The month and year default to the current posting period in Accounts Payable. To locate a specific invoice, click Find and enter the invoice information. In Inquiry, you can double-click the invoice to change the 1099 option for the invoice, even if it is already posted. You can double-click on a check to display the distributions. To view vendors statistical information 1. In the Vendor Inquiry window, click the Totals tab. 2. Click Yes if you are asked to update vendor totals. 3. Choose Display Selection options: 4. With the Vendor Totals option selected, the following information displays in the Inquiry window: The number of active vendors. The number of inactive vendors. YTD purchases and 1099 totals. If the One Vendor option is selected, the totals for the selected vendor display. If the All Vendors option is selected, the aggregate total from all the vendors displays. 80

81 Figure 89: Vendor Totals 5. With the Invoice Totals option selected, the following information displays in the Inquiry window: Number of outstanding (unpaid) invoices Number of suspended or forced invoices Total dollar amount of outstanding or suspended invoices Total dollar amount of forced or discount items 6. With the YTD Check Totals option selected, the following information displays in the Invoice window: The number of checks written The number of voided checks The total dollar amount of checks written, discounts, and voided checks 81

82 Figure 90: YTD Check Totals With the MTD Check Totals option selected, each month and the total dollar amount of checks written displays in the Invoice window. Figure 91: MTD Check Totals 82

83 Exercises 1. Preview a Voided Check List by Bank Account. 2. Preview a report for memorized invoices and all accounts that are affected by each invoice. 3. Preview a report that shows the total amounts purchased from each vendor for the year. Then, print the report for only the vendors with a Payment Type of ACH. 4. Preview a report that shows all checks and invoices paid for December 1 through December 31, Preview labels for Vendors showing the Vendor Number, Vendor Name, and Phone Number. Be sure that there is a description to indicate that the number showing is the Vendor Number. These labels can be used when a client sets up vendors. 83

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