ADVANCED ACCOUNTS PAYABLE GLOBALLY USE YOUR ACCOUNTS

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2 ADVANCED ACCOUNTS PAYABLE GLOBALLY USE YOUR ACCOUNTS PAYABLE FUNCTIONS

3 I have been in the Accounting Field for 20+ years. I find that I love Community Management Accounting and working with our clients. Nancy Marry Professional Services Consultant II What Fires Me Up The industry is ever changing and I enjoy teaching my clients the TOPS programs.

4 Agenda Entering Invoice Batches Printing Batch Checks Customizing Check Stock

5 ENTERING BILLS HOW TO ENTER BILLS GLOBALLY

6 To Access the Accounts Payable Module we use the Main Portfolio Menu: Place your content here! The Accounts Payable Process is a Global Feature you do not have to be in a Community to Access the Feature -on the Main Portfolio Menu you click on the Accounts Payable Tab.

7 The First Section of the screen:

8 We can change the Community Input Data from the Invoice Add the Vendor- your Vendors Are Global you can choose any vendor each community wil keep its own database for that vendor s transactions. Select the Bill Type- this means that you can process 2 types of entries: Enter a Bill this means that you need a Hard Copy Check printed Handwritten Check- this means you need to record a payment but do not need a hard check- this is usually used for on line bill payments.

9 Scheduling Schedule- this option allows you to create reoccurring Accounts Payable Invoices This allows you 3 options:

10 The Second Section: Bill Number- this is the Invoice Number off of the Invoice itself Reference- What is the Invoice for? Bank- What Bank Account do you want this check cut out of? Bill Date- What is the date on the Invoice? Effective Date- What date do you want this Invoice to post to the General Ledger? Due Date- What is the Actual Date the invoice is due?

11 The Third Section: This is where you distribute your expenses

12 A Basic Invoice disbursed: A/P Expense Distribution

13 If you needed to disburse out the expense to multiple accounts- that flexibility is in the software: A/P Expense Distribution

14 Attachments You can scan the invoice and attach to the Bill you have entered- this stays with the Invoice.

15 POST & ADD I can now continue to add Invoices for different Communities from this one page

16 Just by changing the Community on the Top area: Or the Vendor

17 Work Flow You can have a stack of Invoice to enter in the program for any Community and you use this one page No matter what Community or Vendor you need to post the Invoice for.

18 PROCESSING PAYMENTS HOW TO CUT CHECKS

19 Processing Checks The main portfolio window, select Make Payments: If you click make payments at the top left of the screen you will see a community name, if you hover your mouse over the Community name you will see a drop down click on ALL COMMUNITIES This will bring you to a GLOBAL ALL COMMUNUTIES PRINT CHECKS:

20 All of your Communities Invoices ae on 1 screen:

21 Globally Printed Checks Now you would select the invoices you want to pay and click print checks- You have printed checks globally for Invoices you entered Globally.

22 Now we can see in the All Communities Activity Feed all the checks we printed per community:

23 CUSTOMIZING CHECK STOCK HOW TO CUSTOMIZE YOUR CHECKS

24 The Check STOCK formats live in the Template Library: Customizing Check Stock

25 Here we can Download a Check Template and create our own:

26 Once the Check Stock is downloaded you can alter edit the Check: The Template will open in Microsoft Word

27 The Check Templates are created from TABLES:

28 MicroSoft Word Were are using Microsoft Word so you can utilize all of Words Features and Functions. You can add a logo move the sections up and down if you need different placement of your scan line, tear off line.

29 After the alterations have been made this Check Template needs to be uploaded into TOPS[ONE]. Reopen your TOPS[ONE] and go to the Template Library:

30 Upload the Template After Upload file is Selected it will automatically pull in this Template. Now you can print checks using that Template.

31 Questions? Thank You! Nancy Marry