Sessions 1-3 and 1-4 Sage 300 CRE: Advanced Accounts Payable Lab Parts 1 and 2

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1 Sessions 1-3 and 1-4 Thursday, October 12 1:00pm 2:30pm Room 615AB Thursday, October 12 2:45pm 4:15pm Room 615AB Sessions 1-3 and 1-4 Sage 300 CRE: Advanced Accounts Payable Lab Parts 1 and 2 Presented By: Kathy Lewis Kathy Lewis Consulting kathy@klcvision.com Credits/Revision History Original Author(s): Jeff Gillig, Aronson LLC Revised Date: Sept 13, 2017 Major Revisions Include: o Update job setup screenshots for version 16.1 Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 1

2 Contents & Assumptions While an attempt was made to include all important screen shots and steps necessary to complete each activity, the overriding assumption is that the reader is at least an intermediate-level Accounts Payable user who doesn t require every single step to accomplish common tasks, such as opening Accounts Payable, navigating around the menus, and viewing Inquiries, Reports, and Printouts. NOTE: The column order and size of columns in the included screen shots may vary from the defaults. This has no effect on the functionality of the software and was done to make it easier to view the necessary information for this workbook. Contents IMPORTING AP INVOICES... 3 IMPORT FILES & FORMATS... 3 IMPORT INVOICES REVIEW THE IMPORT INVOICES JOURNAL REVIEW AND CORRECT THE REJECTION FILE IMPORT THE CORRECTED REJECTION FILE POST THE IMPORTED INVOICES CREDIT CARD PROCESSING SETUP VENDOR SETUP CREDIT CARDS ENTER CREDIT CARD PAYMENTS VERIFY STATEMENT BALANCE ELECTRONIC PAYMENTS OVERVIEW UPDATE VENDOR SETUP GENERATE A PRENOTE GENERATE A LIVE ELECTRONIC PAYMENT SUBCONTRACTOR COMPLIANCE MANAGEMENT OVERVIEW MANAGING LIEN WAIVERS INSURANCE AND MISCELLANEOUS COMPLIANCE ITEMS Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 2

3 Importing AP Invoices Invoices can be imported from a text file with data configured in 1 of 2 different formats; Fixed and Variable. Each format requires at least 2 lines for each invoice. The first line will have information about the invoice (header) and the second will contain the first distribution line of information (detail). There can be multiple distribution lines for each invoice. Optionally, each distribution line can have 2 or more tax distribution lines. This happens when there is more than 1 tax rate per distribution line and Tax usage in AP Settings is set to Actual and tax liability. Import Files & Formats Record Identifiers Each line in the import files will have a record identifier as the first data element (think of it as the first column). These indicators communicate to S300 CRE what file format the import file is organized in. Here are the identifiers for each record type based on the import file type: Record Type Fixed Record Identifier ( F at end) Variable Format Identifier Invoice APIF API Distribution APDF APD Tax Distribution (optional) APTXF APTX Comment line # # Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 3

Sample Import Files Sample Fixed format text file (copied from AP help): NOTE: For a detailed explanation of this example, see AP help topic Import invoices file example (Fixed format).

4 Sample Import Files Sample Fixed format text file (copied from AP help): NOTE: For a detailed explanation of this example, see AP help topic Import invoices file example (Fixed format). Sample Variable format text file (copied from AP help): NOTE: For a detailed explanation of this example, see AP help topic Import invoices file example. Fixed Import Field Format The Fixed import format field layout can be found in Help (see About Import Format fields (Fixed format) and are shown below and on the preceding pages. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 4

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11 Where to find the Variable Import Format Since the variable import format is, well, variable and based on AP settings. It must be generated and printed once all changes to the AP settings are complete. To print the variable format, in AP, go to Tools-Import Invoices. Sample 1 of the Variable Import Invoices Format Journal Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 11

12 These are the Invoice Settings when this import format journal was printed Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 12

13 Sample 2 of the Variable Import Invoices Format Journal These are the Invoice Settings when this import format journal was printed Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 13

Import Invoices As an introduction to importing invoices, this activity will use a preformatted import file that contains 12 invoices for vendor 100 A-1 Electric Company.

.csv and is included in the materials on the flash drive. It is formatted using the Variable import invoice format specified on page 10.

14 Import Invoices As an introduction to importing invoices, this activity will use a preformatted import file that contains 12 invoices for vendor 100 A-1 Electric Company. Two of the invoices will reject and will require an adjustment before importing again. The file to be imported is called TUG Import Me!.csv and is included in the materials on the flash drive. It is formatted using the Variable import invoice format specified on page 10. Start the import by going to AP-Tools-Import Invoices. Select the file to import by clicking on the button below. Select the file to import (the file indicated below will be at a different location than in the screenshot). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 14

15 Select the file that rejected invoices will be sent to by clicking on the button below (the last file used will be the file name that defaults). Select TUG Import Me! and type Rejects at the end in the File name entry box. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 15

16 Click Start. At the Print File Selection Import Invoices window, type AP import invoices to identify the file name for the Import Invoices Journal to print to. Check Background Tasks to see if there are errors> Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 16

17 Review the Import Invoices Journal Go to AP-File-Printouts and select the journal file. Review the journal and make sure that all invoices imported correctly. This is what a correctly imported invoice looks like: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 17

Are there any rejections? There should be 2 rejections indicated in the last page. When finished reviewing the journal, close the AP Import Invoices journal.

18 Are there any rejections? There should be 2 rejections indicated in the last page. When finished reviewing the journal, close the AP Import Invoices journal. Review and Correct the Rejection File The invoices that were rejected will be in the Rejected records file indicated on the Import Invoices Print Section window. Open the file using Notepad to view and correct as necessary. Open File Explorer and select the rejection file ( TUG Import Me! Rejects ). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 18

Select Notepad. (The screen shot to the right is from Windows 8.1 so it may look different from other menus).

The first rejected invoice (TUG11) was blocked because the invoice description is longer than 30 characters (see 1 in

The second rejected invoice (TUG12) was blocked because the job number on the distributions lines doesn t exist.

19 Select Notepad. (The screen shot to the right is from Windows 8.1 so it may look different from other menus). Here is the contents of the rejections file: Here are the reasons why the invoices rejected: 1. The first rejected invoice (TUG11) was blocked because the invoice description is longer than 30 characters (see 1 in screen shot above). 2. The second rejected invoice (TUG12) was blocked because the job number on the distributions lines doesn t exist. They re missing a leading zero at the beginning and should be vs Make the necessary changes in the rejections file and save. When finished the file contents should look like the one below: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 19

Enter a file name for the Rejected records file and click [Start].

20 Import the Corrected Rejection File In AP, go to Tools-Import Invoices. Select the corrected rejection file from the previous step for the Import file. Enter a file name for the Rejected records file and click [Start]. Enter AP import invoices 2 under the File name of the Print File Selection window Open the Background Tasks window to verify the status of the last AP Import Invoices status is Completed Normally. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 20

21 Go to File-Printouts to view the import journal. Go to the last page of the printout and review the warning messages. While they are important to look at, they will not prevent the invoices from being imported. Post the Imported Invoices Successfully imported invoices will be sitting in the NEW.API file, which means that they are not posted to the other modules and will not be available to be paid. To review the invoices before posting, go to Inquiry-Invoice Inquiries-Invoice Register. Click on invoice, [OK], New, [OK], Register, and [OK]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 21

22 Double-click on Vendor 100 to view invoice details. Only the twelve imported invoices should be listed because they are the only unposted invoices for vendor 100. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 22

23 Close the inquiry. Go to Tasks-Post Invoices to post the invoices and click [Start]. Enter Post AP Invoices for the File name in the Print File Selection window. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 23

This time, select the following: Double-click on vendor 100.

24 Open the posting journal above to make sure the invoices posted normally. Open the Invoice Register inquiry to make sure all the invoices posted. This time, select the following: Double-click on vendor 100. Verify all twelve invoices posted. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 24

25 Credit Card Processing Setup Vendor Setup Bank of America AMEX as a new credit card vendor. In AP, go to Setup-Vendors. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 25

26 Click [Save] to close vendor setup. Setup Credit Cards Setup the following credit cards for the BA AMEX vendor. Credit Card Name Expiration Date (not required) Credit limit (not required) BAAMEX1111 Sharron H 11/2019 $10,000 BAAMEX2222 Tim C 01/2013 $10,000 BAAMEX3333 Scott H 09/2016 $20,000 In AP, go to Setup-Credit Cards. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 26

27 Enter the first credit card. Click [*] to enter the remaining credit cards. Click [Close] to exit the Credit Card entry screen. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 27

Close up of Credit Card tool menu: Enter Credit Card

is very similar to Record Manual/Print Quick Checks, with

vs. a bank account/check # combo for payment.

28 Close up of Credit Card tool menu: Enter Credit Card Payments The functionality to record credit card payments is very similar to Record Manual/Print Quick Checks, with the exception of specifying a credit card/reference combo vs. a bank account/check # combo for payment. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 28

29 When finished recording credit card payments, the system will record paid invoices to each vendor selected. For practice enter the credit card payments listed below. Credit Card Reference/ Invoice # Date Vendor Amount Description GL Acct BAAMEX A 05/01/ $ Painting supplies BAAMEX B 05/01/ $25.75 Paint brushes BAAMEX C 05/01/ $52.15 Rollers, gloves BAAMEX D 05/01/ $ Wire, receipt BAAMEX E 05/01/ $45.00 Extension cords BAAMEX F 05/01/ $62.00 Desk lamp BAAMEX G 05/01/ $15.25 Safety tape BAAMEX H 05/01/ $22.50 Safety goggles BAAMEX I 05/01/ $25.75 Safety vests NOTE: While none of the credit card payments above are coded to a job to keep this activity simple, they certainly can be just like any other invoice). In GL, go to AP-Tasks-Record Payments by Credit Card. Enter the first invoice as follows: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 29

Click [Finish] when all the payments have been entered.

30 When finished recording the payment, click [Accept invoice] and [Accept payment]. Enter the remaining payments from the table above. Click [Finish] when all the payments have been entered. Click [Start] Enter AP record cc payments for the File name and click [Save]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 30

Go to File-Printouts and open the file name above to review the entry journal for accuracy. Go to the last page and review the GL journal entry. Notice the payable account that was used.

31 Go to File-Printouts and open the file name above to review the entry journal for accuracy. Go to the last page and review the GL journal entry. Notice the payable account that was used. Verify Statement Balance It s at the end of the billing cycle and the credit card statement is now available. Reconcile the charges, make any adjustments, and record the invoice. In AP, go to Tasks-Verify Statement Balance. Select BA AMEX as the Credit card vendor. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 31

Reconcile the credit card payments against the following statement charges: Credit Card Date Vendor Amount BAAMEX1111 05/01/2013 202 $150.00 BAAMEX1111 05/01/2013 202 $25.

32 Reconcile the credit card payments against the following statement charges: Credit Card Date Vendor Amount BAAMEX /01/ $ BAAMEX /01/ $25.75 BAAMEX /01/ $ BAAMEX /01/ $45.00 BAAMEX /01/ $62.00 BAAMEX /15/ $57.25 BAAMEX /01/ $15.25 BAAMEX /01/ $22.50 BAAMEX /01/ $25.75 BAAMEX /15/ $18.29 Annual fee $ Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 32

79 Check the Verified total to see if it matches the statement

33 Click on the Verified box next to all of the charges that match the statement. Statement total $ Check the Verified total to see if it matches the statement total (exclusive of fees). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 33

34 Save the current reconciliation and enter the missing credit card payments by clicking [Save] and [Close]. Go back to Task-Record Payments by Credit Card to record the following missing charges: Credit Card Reference/ Invoice # Date Vendor Amount Description GL Acct BAAMEX J 05/15/ $57.25 Painting suits BAAMEX K 05/15/ $18.29 Patch cable NOTE: The annual statement fee charge will be recorded in separate step. When complete, finish and post the new payments. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 34

35 Return to Tasks-Verify Statement Balance to complete processing the monthly statement. Click on the Verified box to verify the 2 new charges. Review the Verified total to see if it matches the statement total. The annual fee is missing from the total. It will be recorded as a miscellaneous fee when creating the vendor invoices. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 35

Click [Create Invoice] to create the vendor invoice for the statement. If the statement wasn t saved first (by clicking [Save]), the following notification will pop up.

36 Click [Create Invoice] to create the vendor invoice for the statement. If the statement wasn t saved first (by clicking [Save]), the following notification will pop up. Click [Yes] to save and continue. Enter for Invoice and 05/31/13 for the Invoice Date and Acct Date and enter the annual fee as follows: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 36

37 Click [Create invoice], [Finish], and [Start]. Enter AP cc statement invoice for the entry journal File name. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 37

38 Use File-Printouts to open and review the entry journal. Here is the GL journal entry that was created. NOTE: The credit card statement invoice can now be paid like any other invoice. I can also be change or deleted using Tasks-Change Invoices. Using Inquiry-Invoice Inquiries-Invoice Register, the screen shot below shows what the invoice distributions look like: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 38

Electronic Payments Overview For this series of activities, we ll review preparing a vendor for EFT payments, selecting invoices for payment, generating a prenote, and finally generating an

39 Electronic Payments Overview For this series of activities, we ll review preparing a vendor for EFT payments, selecting invoices for payment, generating a prenote, and finally generating an electronic notifications file. Update Vendor Setup A-1 Electric Company (vendor 100) has requested to receive future payments electonically. Make adjustments to vendor setup as needed. In AP, go to Setup-Vendors. Set the default Payment type. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 39

Update the vendor s Electronic Payment Settings based on the screenshot below: Click [Save] to exit Vendor Setup. NOTE: Only future invoices will default to be paid electronically.

40 Update the vendor s Electronic Payment Settings based on the screenshot below: Click [Save] to exit Vendor Setup. NOTE: Only future invoices will default to be paid electronically. The payment type on existing invoices will need to be changed to be paid electronically (this process is detailed in the next activity). NOTE: By clicking Prenote only, the first time that an electronic payment is generate for this vendor, it will be a test run and the vendor will still get a check. The test elecronic payment file will have 1 payment for each prenote vendor in the amount of $0. After the file is generated, the Prenote only check box will be cleared and the Prenote date show the date the prenote was generated. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 40

Generate a Prenote In order to generate a prenote, an invoice must be selected to pay although it won t actually be paid electronically and will still require a check payment.

41 Generate a Prenote In order to generate a prenote, an invoice must be selected to pay although it won t actually be paid electronically and will still require a check payment. After the prenote is completed, then all future electronic payments to the vendor will be live. The first step is to select an invoice to pay. There are several methods to do this. This activity will use the Override Payment Selection method for efficiency. In AP, go to Tasks-Generate Electronic Payments and click [Override Payment Selection]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 41

42 Click [Ranges] and select vendor 100. Double-click on invoice 987 and review the error message. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 42

43 Click [OK] on the error message. Click [Detail On] and scroll to the right to view the Payment type. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 43

44 Change the Payment type to Electronic by first clicking [Other]. Change the Payment type. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 44

NOTE: It is not necessary to open the Detail Window to change the Payment type on the

The functionality on the [Other] button can be used even when not displaying the Detail

This is like the accounting date and will be used at the date that they payment is posted

45 NOTE: It is not necessary to open the Detail Window to change the Payment type on the invoice. The functionality on the [Other] button can be used even when not displaying the Detail Window. Select invoice 987 (again) and click [OK]. Enter 5/31/13 for the Effective date. This is like the accounting date and will be used at the date that they payment is posted in the GL and interfacing applications. Click on the Electronic payment path and click [List] to select the path. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 45

46 Type AP EFT File in the File name and click [Save]. Click [Start]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 46

47 Type AP EFT Notification File in the Print File Selection notifications window. Type AP EFT Payment Report in the Print File Selection Payment Report window. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 47

48 Since this there was only a prenote payment in this run, Background Tasks will blink and display a Status of No information to print. Review the AP EFT Payment Report printout using File-Printouts. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 48

49 Here is a portion of the report: Look at the EFT file using File-Printouts (hint: switch Files of type to Plain Text ). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 49

50 Open the vendor setup for 100 to make sure that the Prenote Date is 5/31/15. Click [Save] and [Close] to exit vendor setup. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 50

51 Generate a Live Electronic Payment Using the same invoice at the previous example, generate a live EFT file. In AP, go to Tasks-Generate Electronic Payments and click on [Override]. Click [Ranges], select vendor 100, and click [Start]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 51

52 Click on invoice 987 and [OK]. Enter 5/31/13 for Effective date and AP Real EFT File.txt for Electronic payment path, then click [Start]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 52

Enter AP EFT Payment Report 2 for the File name in the Print File

53 Enter AP EFT Notification File 2 for the File name in the Print File Selection notifications window. Enter AP EFT Payment Report 2 for the File name in the Print File Selection Payment Report window. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 53

54 Check Background Tasks to make sure the Status is Completed Normally. Review the AP EFT Notification File 2 printout using File-Printouts. Here s a portion of it: Review the AP EFT Payment Report 2 printout using File-Printouts. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 54

55 Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 55

Go to Inquiry-Invoice Inquiries-Invoice Register and click down to the Distribution

Here is how the electronic payment will be referenced: For reference, this is how the

56 Review AP Real EFT File.txt using File-Printouts (hint: switch Files of type to Plain Text ). Go to Inquiry-Invoice Inquiries-Invoice Register and click down to the Distribution Payments for vendor 100 and invoice 987. Here is how the electronic payment will be referenced: For reference, this is how the check payment for invoice looks like in the same inquiry: Go to Inquiry-Cash Management-Electronic Payments and double-click on the First Bank Account. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 56

Subcontractor Compliance Management Overview When working with subcontractors, it becomes important to track different types of documents.

57 Subcontractor Compliance Management Overview When working with subcontractors, it becomes important to track different types of documents. The following activities highlight the ability of the system to accurately create and monitor compliance of these items: Lien Waivers Vendor Insurance Certified Reports Miscellaneous Items (user-defined) Managing Lien Waivers For this activity, setup the system based on the following requirements: Only create unconditional lien waivers Generate lien waivers when an invoice is paid The lien waiver through date should be the last day of the month Final lien waivers should reflect the commitment total Lien waivers should only be created for Vendors that are enabled Lien waiver non-compliance should o Warn when an invoice is entered o Warn when an invoice is selected for payment o Block payment of an invoice Then, enter test data to validate the settings. Verify Compliance Settings Review the Compliance Settings in AP, by going to File-Company Settings-AP Settings. Click on [Compliance Settings], click on the Conditional Lien Waivers tab, and make sure the system will not create conditional lien waivers. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 57

and the Lien Waivers tab to make sure all of the warnings are

58 Click on the Unconditional Lien Waivers tab and match it to the following screen shot: Now, click on [Compliance Warning Settings] and the Lien Waivers tab to make sure all of the warnings are checked: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 58

59 Close out of AP Settings. Setup a New Vendor In AP, go to Setup-Vendors and create a new Vendor as follows, then close Setup-Vendors. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 59

Verify Job Setup In JC, go to Setup-Jobs, and open Job 03-008. Click on the Job Compliance tab and verify lien waivers are being created for Subcontractors only.

60 Verify Job Setup In JC, go to Setup-Jobs, and open Job Click on the Job Compliance tab and verify lien waivers are being created for Subcontractors only. Also, set the minimum Commitment amount for Subcontractors to $600 and $100 for Subcontractor invoices not linked to a Commitment. Close Job Setup. Setup a Commitment In JC, go to Tasks-Commitments and setup a commitment for the base contract. Ensure that lien waivers will be created for a Vegas Electric Supply, a Secondary Vendor and supplier to TUG Electric. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 60

61 Click yes to the following message when received after entering the Cost Code. Click [Secondary Vendors]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 61

Click [Yes] to the following message In the Secondary Vendor window,

option, select Create a one-time secondary vendor because they most

62 Click [Yes] to the following message In the Secondary Vendor window, type Vegas Electric Supply in the Secondary Vendor Column and press ENTER. This message will appear. While creating/linking Vegas Electric Supply to Address Book is an option, select Create a one-time secondary vendor because they most likely will not be used in the future. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 62

63 Finish entering the following data on the Secondary Vendors window and click [Close]. Click [Save Commitment] and [Yes]. Click [Finish]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 63

The following Print Selection window will appear. Click [Start] to print out the 2 documents highlighted below to a file. and the second Commitment Document.

64 The following Print Selection window will appear. Click [Start] to print out the 2 documents highlighted below to a file. and the second Commitment Document. Enter Commitment Journal for the Print File Selection Commitment Journal. Enter Commitment Document for the Print File Selection Subcontract Document. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 64

Enter an Invoice In the activity below, all invoices will have the following dates:

Tasks-Enter Invoices and enter Invoice 1111 as follows: Enter a 2 nd invoice, number

[FINISH], [START], and [Yes] to post the 3 invoices.

65 Enter an Invoice In the activity below, all invoices will have the following dates: Invoice date = 05/20/13 Payment date = 06/20/13 Accounting date = 5/20/13 In AP, go to Tasks-Enter Invoices and enter Invoice 1111 as follows: Enter a 2 nd invoice, number 2222 as follows: Enter a 3 rd invoice, number 3333 as follows: When complete, click [FINISH], [START], and [Yes] to post the 3 invoices. Choose AP invoice for the journal prinout name when prompted. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 65

Print a Check for Vendor 110 In AP, go to Tasks-Print Checks,

window Click [RANGES], select Vendor 110, and click [OK].

66 Print a Check for Vendor 110 In AP, go to Tasks-Print Checks, enter 6/10/13 for the Check date, and select [Override Payment Selection]. The starting check date does not need to be the same as in this window Click [RANGES], select Vendor 110, and click [OK]. Click [START], select all invoices for Vendor 110, and click [OK]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 66

67 Click [START]. Enter AP checks for the Check Journal. Enter AP payment report for the Payment Report. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 67

Print the Lien Waivers In AP, go to, Tasks-Subcontractor Compliance Management.

Electric Supply. Enter 10000 in the Amount column for Vegas Electric Supply.

Highlight the 2 lien waiver records and click [PRINT], [PRINT], and [START].

Management at a time, but multiple Lien Waivers can be printed by multi-selecting lines like

68 Print the Lien Waivers In AP, go to, Tasks-Subcontractor Compliance Management. Verify 2 lien waiver records were created, one for TUG Electric and the other for Vegas Electric Supply. Enter in the Amount column for Vegas Electric Supply. (Lien waivers for secondary vendors do not prefill with an amount). Highlight the 2 lien waiver records and click [PRINT], [PRINT], and [START]. NOTE: Only one Lien Waiver document can be previewed from within Subcontractor Compliance Management at a time, but multiple Lien Waivers can be printed by multi-selecting lines like above. In order to preview multiple Lien Waivers, use the Lien Waivers on the Reports menu > AP-Reports-Lien Waivers. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 68

69 About the Lien Waiver Amount Why was the lien waiver amount $49,500? Here s an explanation looking at each invoice distribution: Invoice 1111 These 2 distributions are for the same commitment with a commitment total over the $600 minimum. Therefore a lien waiver record for $49,500 is created. Normally this distribution would have resulted in a 2 nd lien waiver record since it s coded to a job, however, the amount paid is less than the $100 minimum threshold, so no lien waiver record is created. Invoice 2222 Normally this distribution would have resulted in another lien waiver record since it s coded to a job, however, the amount paid is less than the $100 minimum threshold, so no lien waiver record is created. Invoice 3333 Lien waiver records are only created for distributions that are coded to a Job, therefore, no lien waiver record is created. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 69

Enter an Additional Invoice Enter an additional invoice for Vendor 100.

Enter 03008-01 in the Commitment column.

lien waivers for Commitment 03008-01. Click [Details].

70 Enter an Additional Invoice Enter an additional invoice for Vendor 100. Go to Tasks-Enter Invoices. Enter the following in the Invoice Grid. Enter in the Commitment column. The Compliance Warning message should appear because there are 2 outstanding lien waivers for Commitment Click [Details]. Review the Compliance Messages and click [OK]. Click [Ignore] to continue entering the invoice. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 70

Enter the following Distribution lines. Click [Ignore] each time the Compliance Warning window appears (it will only be on the lines coded to Job 03-008).

71 Enter the following Distribution lines. Click [Ignore] each time the Compliance Warning window appears (it will only be on the lines coded to Job ). When complete, accept the invoice, finish the batch, and post the invoice. Pay the Additional Invoice Go to Tasks-Print Checks, change the Check Date to 5/31/13, and click on [Override Payment Selection]. Click [Ranges] and select Vendor 110. Click [Start] and select the 2 outstanding invoices. Since there are outstanding compliance items, the unpaid invoices have a compliance warning symbol next to them (blue circle with a C ). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 71

72 Click [OK] on the Override Payment Selection window. Click [Start] and enter AP Checks 2 and AP payment report 2, respectively for the 2 journal name prompts. Go to File-Printouts, and preview the AP Checks 2 journal. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 72

73 Receive the Lien Waivers and Pay the Invoices Go to Tasks-Print Checks and select [Override Payment Selection]. Click [Ranges], select Vendor 110, and click [OK]. Click [Start] and [Compliance Management]. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 73

74 Click on the Lien Waivers tab, select Job , and check Received for both Lien Waviers. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 74

75 Select Invoice 1111 and 4444 and click [OK]. Click [Start], and enter AP checks 3 and AP payment report 3, respectively for the 2 journal name prompts. Go to File-Printouts and verify the check posted without errors. (It should have posted without errors). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 75

(Notice that lien waivers were only created for Vegas Electric Supply for

76 Review New Lien Waivers Go to Tasks-Subcontractor Compliance Management. Select the Lien Waivers tab. Below is an explanation of the 5 lien waivers created. (Notice that lien waivers were only created for Vegas Electric Supply for distributions coded to Commitment ). Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 76

Insurance and Miscellaneous Compliance Items Setup and track the following insurance and other miscellaneous items for Vendor 110. Receipt of General Liability and Workers Comp insurance is required.

77 Insurance and Miscellaneous Compliance Items Setup and track the following insurance and other miscellaneous items for Vendor 110. Receipt of General Liability and Workers Comp insurance is required. Workers Comp insurance should be received per Commitment. Maintain trade license information. Receipt of W-9 form. Require signed contracts for each commitment. Project closeout documents for each commitment at completion. Setup Compliance Items on the Vendor In AP, go to Setup- Vendors, select Vendor 110, and follow the screenshot to the right: Follow the screen shot to the right and click [OK] to exit Insurance Setup. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 77

78 Click on [Misc. Compliance Items]. Enter the following information and click [Close]. Click [Save] to save the Vendor setup changes. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 78

This following message appears after entering the Vendor: Click [Details] to review

79 Enter an Invoice for Vendor 110 Go to Tasks-Enter Invoices and start entering an invoice for Vendor 110. This following message appears after entering the Vendor: Click [Details] to review the warnings and then click [OK]. Click [Ignore] and continue entering the invoice. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 79

80 Enter the following information for the invoice and press ENTER to get to the Distribution grid. In the Commitment column, enter and press ENTER. A Compliance Warning appears with the 5 outstanding Lien Waivers for Job from the previous activity. Why is there no warning for the missing Workers Comp insurance and Signed Contract document? It s because Commitment was entered before the setup on the Vendor was changed. Only future Commitments will trigger the job specific requirements setup on the Vendor. Click [Ignore] and complete the Invoice entry as follows: Finish and post the invoice. Use any file name when prompted. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 80

Manually Enter the Missing Compliance Requirements In AP, go to Tasks-Subcontractor Compliance Management. Select Job 03-008 and Vendor 110.

NOTE: The preceding entries would have been automatically created if Commitment 03008-01 was created and committed after the changes were made to Vendor setup.

81 Manually Enter the Missing Compliance Requirements In AP, go to Tasks-Subcontractor Compliance Management. Select Job and Vendor 110. Click on the Insurance tab and enter the missing insurance requirement. Select the Misc tab and enter the missing contract document information. NOTE: The preceding entries would have been automatically created if Commitment was created and committed after the changes were made to Vendor setup. In fact, committing a Commitment is the only trigger for automatically creating job-specific records of expectation because it formally ties a Vendor with a particular Job. Click [Close] to exit Subcontractor Compliance Management. Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 81

Start Entering a New Invoice to Test Compliance Warnings Go to Tasks-Enter Invoices and enter the following (click [Ignore] when the Compliance Warning window appears): In the Distribution

82 Start Entering a New Invoice to Test Compliance Warnings Go to Tasks-Enter Invoices and enter the following (click [Ignore] when the Compliance Warning window appears): In the Distribution grid, enter for the Commitment and press ENTER. The following Compliance Warning appears with 2 new warnings: Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 82

The Compliance Messages now includes warnings for Commitment-specific Workers Comp insurance and Job-specific Signed Contract. Where are the Project Closeout Documents?

83 The Compliance Messages now includes warnings for Commitment-specific Workers Comp insurance and Job-specific Signed Contract. Where are the Project Closeout Documents? Since they are only Required for Final Compliance, there is no warning for them. The warnings will start when the remaining uninvoiced amount on the Commitment is below the threshold setup on the Job. Click [OK] to close the Compliance Messages. Cancel the Invoice by clicking [Cancel dist] and [Cancel invoice]. [END OF DOCUMENT] Sessions 1-3 and 1-4: Sage 300 CRE: Advanced Accounts Payable Lab - 83

Sessions 1-6 and 1-7 Sage 300 CRE: Reconciliation Lab

Sessions 1-6 and 1-7 Friday, October 13 10:15am 11:45am Room 615AB Friday, October 13 1:00pm 2:30pm Room 615AB Sessions 1-6 and 1-7 Sage 300 CRE: Reconciliation Lab Presented By: Kathy Lewis Kathy Lewis