Printed in the USA by: clubsystems group, inc.

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1 Copyright 2012 All rights reserved. This book is for the use of the clients and customers of clubsystems group, inc. in conjunction with their software. This book may not be duplicated in any way without the expressed written consent of clubsystems group, inc. except in the form of brief excerpts for the purpose of review. The information contained herein may not be duplicated in other books, databases, or any other kind of medium without the written consent of clubsystems group, inc. Printed in the USA by: clubsystems group, inc. Limits of Liability and Disclaimer of Warranty clubsystems group, inc. has used its best efforts in preparing this book. These efforts include the development, research, and testing of the theories and programs to determine their effectiveness. clubsystems group, inc. makes no warranties of any kind, expressed or implied, with regard to the instructions and suggestions contained in this book beyond those supplied with the software. clubsystems group, inc. shall not be held liable in the event of incidental or consequential damages in connection with, or arising out of, the furnishing, performance or use of the instructions and/or claims of productivity gains beyond the warranties already stated in the csg License Agreement. ClubSelect 2007 All Rights Reserved clubsystems group, inc.

2 User Guide 2 Call csg Education to schedule training!

3 User Guide Table of Contents... 8 Vendor Maintenance Vendor Inquiry Invoice Processing Preparation for Invoice Entry Invoice Batches Regular Invoice Entry Batch Update Special Invoice Situations Recurring Invoices Prepaid Invoices Invoices with Manual Checks Check Printing Computer Checks Quick Checks Manual Checks Processing Void and Wasted Checks End of Period Processing Check Reconciliation Reports Batch Listing Operating Reports Filtering Tools Proprietary and Confidential 3

4 User Guide Export an Open Payable Report to Microsoft Excel Employment Development Department Report Vendor Reports Filtering Tools End of Year Processing Accounts Payable 1099 Procedures Club Address Change Print 1099 Edit Listings Setup Information Reclassify 1099 s Change 1099 Amounts Magnetic Media Print Custom 1099 s Accounts Payable End of Year Procedures Printing End of Year Reports Control Information General Accounts Payable Information Check Information Interface Information Vendor Number Information Reconciliation Information Address Information Positive Pay Accounts Payable Types Cash Types Call csg Education to schedule training!

5 User Guide General ClubSelect Setup Features Security Messages ClubConnect Setup Company Information Proprietary and Confidential 5

6 User Guide 6 Call csg Education to schedule training!

7 User Guide Introduction Proprietary and Confidential 7

8 User Guide has many features and benefits that help make quick, accurate work of your ongoing finances. Some ClubSelect AP features and benefits include: Unlimited history Store vendor notes that can be viewed during invoice entry Calculate invoice schedule and due dates based on invoice date, fixed day of the month, or default batch date Add a vendor during invoice entry Auto-post to GL as each AP batch is posted Edit and post prepaid AP invoices in GL Checks for duplicate invoices and checks historically and within each batch Edit or delete a batch Select open invoices for payment based on a variety of criteria Sort checks, check edit listing, and check summary alphabetically Process quick checks immediately, without an invoice Drill-down from check to original invoices paid, including invoice expense detail Inquire, report, and edit all current and past periods (based on GL period designation) 8 Call csg Education to schedule training!

9 User Guide Accessing 1. From your Windows desktop, double-click the ClubSelect AP icon. The Login window appears. 2. In the Login field, type your user ID. 3. In the Password field, type your password. 4. Click Login. NOTE: If more than one AP company is available for this user, the Accounts Payable Company window appears. If only one AP company is available for this user, the window appears. The Accounts Payable Company window appears. Proprietary and Confidential 9

10 User Guide 5. If applicable, from the Company drop-down list, select the desired company. 6. Click Login. The ClubSelect Accounts Payable window appears. 10 Call csg Education to schedule training!

11 User Guide Vendors Proprietary and Confidential 11

12 User Guide Vendor Maintenance allows you to store basic information for each vendor for posting and expensing invoices and pay checks. The information entered in the Vendor Maintenance window streamlines your day-to-day data entry. Adding a Vendor 1. From the menu bar, select Vendors and then select Vendor Maintenance. The Vendor Maintenance window appears. 2. Click the New toolbar button. 3. In the Vendor Number field, type the vendor number. NOTE: If necessary, the vendor number format can be modified for all vendor numbers. Please contact csg Support for assistance with this option. 12 Call csg Education to schedule training!

13 User Guide 4. In the Vendor Name field, type the vendor s name as it should be printed on checks. You may use up to a maximum of 30 characters for the name. The Vendor Name value automatically populates in the Vendor Sort field. 5. In the Vendor Sort field, accept the default or type the name by which to sort this vendor in reports and listings. For example: You have a vendor, J.W. Peters Consulting. Instead of sorting the vendor by the first letter of the vendor name, J, you want this vendor to appear with your list of vendors sorted by P for Peters. Type Peters Consulting in the Vendor Sort field. 6. In the Address field, type the vendor s address. You may use up to a maximum of 255 characters for the address. NOTE: The U.S. Postal Service recommends mailing addresses appear in all capital letters with no punctuation except for a comma between the city and state abbreviation. 7. From the Phone Type drop-down list, select the phone type. For example, cell phone, fax, pager, etc. NOTE: You can create a phone type by typing the new name in the Phone Type field. 8. In the Phone # field, type the corresponding phone number, including area code, with no formatting. The formatting is completed for you. 9. In the Internet/ field, type the address for this vendor. 10. In the Contact Person field, type the main contact name. 11. If applicable, in the Customer Number field, type your customer number assigned by the vendor. This number can print on checks as reference. Proprietary and Confidential 13

14 User Guide You can set up the default department to which this vendor s invoices most frequently post. It is not necessary to assign a department, but it is very useful for report sorting and filtering. 12. In the Department field, type the department name. 13. Press Tab. NOTE: If the department name is new, a dialog box appears so it can be saved for future use. Click Yes to save the entry. 14. To add or modify departments, right-click the Department field. The Department Maintenance dialog box appears. 15. To add a new department, click Add New. 16. In the Department field, type the new department name. NOTE: To modify an existing department, select the department from the list. To delete an existing department, select the department from the list and click Delete. 17. Click Save. 18. Click Close. The Vendor Maintenance window reappears. 14 Call csg Education to schedule training!

15 User Guide 19. If this vendor applies purchase or use tax to the invoices submitted to your club, select Purchase & Use Tax. NOTE: If the Purchase & Use Tax field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 20. If this vendor applies Good and Services tax to invoices submitted to your club, select GST Tax. NOTE: If the GST Tax field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 21. If this vendor is inactive, select Inactive Vendor. NOTE: Inactive vendors can only be viewed and maintained within the Vendor Maintenance window. You receive a Vendor is inactive message when processing invoices, checks, and 1099 s to inactive vendors. The Schedule Pay Date is the date you want to pay the vendor, not necessarily when the vendor requests the bill be paid. 22. From the Schedule Based On drop-down list, select how the schedule date is to calculate. Invoice Date calculates a schedule date for the invoices of this vendor based on the invoice date and the Schedule Day(s) field. Before Due Date calculates a schedule date for the invoices of this vendor based on the Schedule Day(s) field subtracted from the due date. Fixed Day of Month calculates a schedule date for the invoices of this vendor based on the next specified fixed day of the month and it is at least the number in the Days Before Due field. Batch Default Schedule Date calculates a schedule date for the invoices of this vendor based on the scheduled date entered on the batch invoice entry screen. None a schedule date must be supplied during invoice entry. 23. In the Schedule Day(s) field, type the appropriate number depending on your Schedule Based On field selection. Proprietary and Confidential 15

16 User Guide 24. In the Days Before Due field, type the number of day before invoices are due for this vendor. For example, the vendor has net 30 payment terms. Type a 30 in this field and the due date is automatically calculated using this number. 25. Select Always take discount if the discounted price is always calculated for invoice payment, regardless of the other terms selected. 26. In the Discount Percent field, type the percentage discount amount for prompt payment. 27. In the If Paid Within field, type the number of days from the invoice date the invoice must be paid to receive the discount. 28. In the Finance Charge Percent field, type the finance charge percentage amount payable to the vendor if an invoice is not paid on time. 29. In the If Paid After field, type the number of days from the invoice date the vendor allows before a finance charge is applied. 30. Click the Save toolbar button. NOTE: You can click Recurring to create a recurring invoice for this vendor. Please refer to the Recurring Invoices topic in this User Guide for additional information. 16 Call csg Education to schedule training!

17 User Guide The Distribution tab allows you to create a default general ledger posting for each AP type for this vendor including any combination of flat amount or percentage distributions to various accounts. While these defaults can speed up your data entry process, any account, amount, or percentage information on this tab can be changed during invoice entry. 31. Click the Distribution tab. The Distribution tab appears. 32. From the AP Type drop-down list, select the Accounts Payable type for the general ledger distribution, 1099, and discount information. NOTE: The AP Type affects the GL AP Liability account. For additional information on AP Types, please refer to the Setup section of this User Guide. 33. In the Default Invoice Description field, type a general description for this vendor s invoices. Proprietary and Confidential 17

18 User Guide 34. Select Overwrite the GL# Description with the above during Invoice Entry to use the text entered in the Default Invoice Description field as the preset description in the GL account description field as history in GL. NOTE: If you select to transfer GL in detail, this invoice description appears in the general ledger. 35. In the GL # field, type the general ledger account number commonly used with this type of purchase/expense or click the lookup icon to select an account number. NOTE: To search for a GL number, use the * (wildcard). For example, type 10* to return a list of all the GL accounts that begin with In the Description field, type the description used with this transaction. NOTE: The current GL account description for the selected GL number appears. You can type any description in this field and you have the option to save the description as the preset description. Depending on your settings, this description may appear on the vendor checks. For assistance setting up this option, please contact csg Support. 37. In the Amount field, type the appropriate dollar amount for distribution to the selected GL account number. If there is no set amount, leave this field blank. 38. In the Percent field, type the appropriate percentage for distribution to the selected GL account number. For example, you may choose to split the electric bill between several departments and general ledger account numbers based on percentages. NOTE: If there is any number in the Amount field, it is applied first, before any percentage calculations. The percentages in this column must total 100%. 39. From the 1099 drop-down list, select the 1099 this vendor is to receive. None this vendor does not receive a 1099 at the end of the year. Dividend Dividend Income 1099 gives information about the distribution of earnings to owners/shareholders. Miscellaneous Report of Miscellaneous Income 1099 is used for payments performed for a trade or business by people not treated as employees (subcontractors, directors). Included income is rent or royalty payment; prizes and awards. Interest Interest Income 1099 gives information about interest earned. Do not include income earned in IRA s or other qualified plans. Retirement Distributions from pensions, annuities, retirement, or profit sharing plans, IRA s, SEP s, insurance contracts, and so forth. 18 Call csg Education to schedule training!

19 User Guide Sale of Membership Proceeds from Acquisitions or Abandonment of Secured Property 1099 give information about the acquisition or abandonment of property that is security for a debt of which you are the lender. Pending use this 1099 type if you are unsure of the proper 1099 status for this vendor. 40. Select Discountable if the details of this vendor s invoices are discountable. If discounts are not used, this field is not reviewed by the system. The Additional Information tab allows you to establish the 1099 information for a vendor. It also allows you to track contract information and notes which can be used as reference during data entry. 41. Click the Add l Information tab. The Add l Information tab appears. Proprietary and Confidential 19

20 User Guide 42. In the 1099 ID # field, type the vendor s Internal Revenue Service Federal Employer Identification Number (EIN) from the vendor s W-9 form. 43. In the 1099 Name field, type the name that matches the Federal ID # as it appears on the W-9 form. This is the name under which this income is reported when 1099 s are printed. 44. From the Default 1099 Type drop-down list, select the type of 1099 this vendor receives most often. None this vendor does not receive a 1099 at the end of the year. Dividend Dividend Income 1099 gives information about the distribution of earnings to owners/shareholders. Miscellaneous Report of Miscellaneous Income 1099 is used for payments performed for a trade or business by people not treated as employees (subcontractors, directors). Included income is rent or royalty payment; prizes and awards. Interest Interest Income 1099 gives information about interest earned. Do not include income earned in IRA s or other qualified plans. Retirement Distributions from pensions, annuities, retirement, or profit sharing plans, IRA s, SEP s, insurance contracts, and so forth. Sale of Membership Proceeds from Acquisitions or Abandonment of Secured Property 1099 give information about the acquisition or abandonment of property that is security for a debt of which you are the lender. Pending use this 1099 type if you are unsure of the proper 1099 status for this vendor. Sale of Real Estate 45. If Miscellaneous is selected in the Default 1099 Type field, in the Box to use for Miscellaneous 1099 section select one of the following: Non-employee compensation Rent Health-care Prizes and Awards Gross Proceeds paid to an attorney 46. If you have a signed contract for services provided by this vendor, in the Contract Amount field, type the amount of the contract. NOTE: If you do not have a signed contract for services, leave the entry as Contract amounts appear during vendor inquiry for informational purposes only and do not affect invoice processing. 20 Call csg Education to schedule training!

21 User Guide 47. In the Notes field, type any applicable notes regarding this vendor. NOTE: The notes appear during vendor inquiry for informational purposes only and do not affect invoice processing. The 1099-S tab only applies to vendors who must file a 1099-S form to report the sale of real estate to the IRS. This is not commonly used. If you need additional assistance with this tab, please refer to the End of Year Processing section of this User Guide or contact a csg Support representative. Proprietary and Confidential 21

22 User Guide Vendor Inquiry Vendor inquiry includes the detailed history of all invoices and checks entered into, the current year s beginning open payable balance, and the total year-to-date purchases. A drill-down feature connects the invoices and their expense history to each check. Reviewing Vendor Information 1. From the menu bar, select Vendors and then select Vendor Inquiry. The Vendor Inquiry window appears. 2. In the lookup toolbar field, type all or a portion of the vendor s name or vendor number and press the Enter key. The selected vendor information appears. NOTE: You can also type the vendor number in the search field or click the lookup icon to view a list of all vendors. 22 Call csg Education to schedule training!

23 User Guide The Summary tab shows year-to-date totals based on either a calendar or fiscal year basis. 3. Select Calendar to view calendar (Jan Dec) year-to-date information or Fiscal to view the GL company fiscal year-to-date information. NOTE: If your fiscal year ends in December, both Calendar and Fiscal produce the same results. 4. Use the following table to determine field usage: Field Open Balance Total Purchases Contract Amount Last Invoice No. Last Invoice Amount Last Invoice Date Total Disbursements Last Check No. Last Check Amount Last Check Date Description Displays the total of all open invoices for this vendor. Displays the total of all invoices for this vendor. Displays any contract amount entered on the Vendor Maintenance window. Displays the last invoice number posted for this vendor. Displays the last invoice amount posted for this vendor. Displays the last invoice date posted for this vendor. Displays the total of all checks for this vendor. Displays the last check number posted for this vendor. Displays the last check amount posted for this vendor. Displays the last check date posted for this vendor. 5. Click the ellipsis buttons to view the detailed information for the corresponding field. 6. Click the Last Invoice No. or Last Check No. lookup buttons to view a different invoice or check. Proprietary and Confidential 23

24 User Guide The Detail tab shows detailed information about the totals generated on the Summary tab. 7. Click the Detail tab. The Detail tab appears. 8. In the View section, select the items to view: Purchases select to view only the invoices for this vendor Disbursements select to view only the checks for this vendor Both select to view both the invoices and checks for this vendor 9. From the Start Period drop-down list, select the starting period. 10. From the End Period drop-down list, select the ending period. 11. From the Cash Account drop-down list, select a cash account. If this field is blank, all checks, regardless of cash account, appear. 12. From the AP Type drop-down list, select the AP type. 24 Call csg Education to schedule training!

25 User Guide 13. To display additional invoice details, double-click an invoice from the listing. The Invoice Detail tab appears. 14. To return to the listing, click the Detail tab. Proprietary and Confidential 25

26 User Guide 15. To display additional check details, double-click a check from the listing. The Check Detail tab appears. 16. To close the window, click the Exit toolbar button. 26 Call csg Education to schedule training!

27 User Guide Invoice Processing Proprietary and Confidential 27

28 User Guide Invoice Processing offers a variety of invoice entries to accommodate a variety of invoice situations. Each invoice entry screen is designed to quickly record detailed information for every invoice. Another wonderful feature of is that you can set up the software to automatically check for duplicate vendor invoice numbers. This can help track duplicate invoice number proactively and save you the time and expense of multiple payments. For additional information on this feature, please refer to the Setup section of this User Guide. Preparation for Invoice Entry Before proceeding with invoice entry, complete this invoice preparation to ensure maximum data entry and reconciliation efficiency. Organize by General Ledger period sort your invoices by the general ledger accounting period affected by the purchase. Unless it is an installment purchase, a batch can only affect one general ledger period. Code and Edit Batch although you can always look up the vendor number and GL account reference during data entry, it is much faster if you write the vendor number and GL account number affected by the transaction on the invoices before data entry begins. Another useful technique, highlight the invoice number, invoice date, and total amount so they stand out during data entry. Compute Control Totals calculate the total of all the invoices to include in the batch. 28 Call csg Education to schedule training!

29 User Guide Invoice Batches Invoices are recorded in in batches and these batches are automatically assigned a sequential number. All invoice batches appear on the Batch Listing report, grouped by GL period. Creating a New Batch of Invoices 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 2. From the G/L Period drop-down list, select the correct month and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. NOTE: You cannot post to permanently closed general ledger periods. If it is necessary to post to a permanently closed period, contact the GL person so they can make the appropriate change in ClubSelect General Ledger. Proprietary and Confidential 29

30 User Guide 3. To start a new batch of invoices, click New. The Batch window appears. The Batch Number field is automatically populated and tracked by ClubSelect Accounts Payable. There are separate batches for each entry type regular invoice, recurring invoice, regular check, quick check, manual check, and voided check. 4. In the Batch Date field, type the date for this batch Use MMDDYY format. 5. In the Default Schedule Date field, type the date invoices are scheduled for payment for all the vendors set up to use the Batch Schedule Date in the Vendor Maintenance window. NOTE: The Default Schedule Date field is ignored for vendors set up with other schedule and due date calculations. 30 Call csg Education to schedule training!

31 User Guide 6. From the Default Cash Type drop-down list, select the cash type to assign as the default for use with manual checks posted within the invoice batch. 7. From the Default A/P Type drop-down list, select the A/P type to assign as the default for use with this batch. 8. To use multiple A/P types within the batch, select Use multiple A/P types in this batch. 9. From the Batch Type drop-down list, select one of the following: Regular Invoice regular invoice entry. This option is discussed in the Regular Invoice Entry topic of this User Guide. Recurring Invoice recurring vendor invoice entry. This option is discussed in the Recurring Invoices topic of this User Guide. Assign Quick Checks assign a quick check to an invoice. This option is discussed in the Quick Checks topic of this User Guide. 10. From the GL Period drop-down list, select the appropriate General Ledger period for this batch. NOTE: All the Control Total fields are optional. Additional fields available are Vendor Hash Totals, Invoice Hash Totals, and Check Hash Totals. For additional setup information, please refer to the Setup section of this User Guide. 11. In the Invoice Amount field, type the control total for the invoices. This is an optional field. 12. In the Check Amount field, type the control total for manual checks. Regular invoices are typically entered without manual checks, therefore the manual check control total is usually zero for regular invoices. This is an optional field. 13. In the Discount Amount field, type the control total for the discounts. This is an optional field. 14. In the Finance Charge field, type the control total for the finance charges. This is an optional field. NOTE: Discounts and finance charges can be entered during invoice entry, or added later when checks are run. For vendors set up with automatic discounts, the system adds the discount to the invoice when the invoice is entered. With this in mind, you may want to enter anticipated discounts as part of the control totals. Proprietary and Confidential 31

32 User Guide 15. Click OK. When Regular Invoice is select as the batch type, the Invoice Entry window appears. 32 Call csg Education to schedule training!

33 User Guide Regular Invoice Entry When Regular Invoice is selected as the batch type on the Batch window, you are setup for regular invoice entry. Regular invoices need to be entered into the system as an open payable. Regular invoices typically increase the GL liability account based on the selected AP type, and are expensed in the GL period in which they were incurred. NOTE: When the invoice date is entered, ClubSelect AP automatically calculates the due date, schedule date, and any automatic discount. All the calculated fields are defaults and can be overwritten if necessary. ClubSelect AP can automatically expense each invoice to an unlimited number of pre-set GL accounts defined in a vendor s file. The automatic distribution can be based on percentage, actual dollar amounts, or a combination of both. For additional information on this topic, please refer to the Vendor Maintenance section of this User Guide. Entering Regular Invoices 1. In the Vendor field, type the beginning of the vendor name or type the vendor number. 2. Press the Enter key. A list of matching vendors appears. 3. Select the appropriate vendor from the list. NOTE: Click the lookup icon to display a list of all your vendors. Click the ellipsis button to add new vendors during invoice entry. Click the Address button to view the selected vendor s address. 4. From the AP Type drop-down list, select the appropriate AP Type for this invoice. NOTE: AP Types are set up for your club during installation. If you need to set up additional AP Types, please refer to the Setup section of this User Guide or contact csg Support for assistance. 5. In the Invoice Number field, type the invoice number. 6. In the Invoice Description field, type a description of the invoice. If the Default Invoice Description field on the Vendor Maintenance window is populated, the description appears in this field. The default can be overwritten, if necessary. NOTE: ClubSelect AP can automatically copy the invoice description into the GL account description field in the expense distribution grid. This transfers the invoice description into the General Ledger as part of the transaction history. For additional information on this topic, please refer to the Vendor Maintenance section of this User Guide. Proprietary and Confidential 33

34 User Guide 7. In the Invoice Date field, type the date from the invoice. 8. In the Invoice Amount field, type the amount of the invoice. 9. If applicable, in the GST Tax Amount field, type the amount of the goods and services tax that appears on the invoice. NOTE: If the GST Tax Amount field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 10. If applicable, in the Purchase & Use Tax field, type the amount of purchase and use tax that appears on the invoice. NOTE: If the Purchase & Use Tax field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 11. If necessary, modify the calculated date in the Due Date field. 12. If necessary, modify the calculated date in the Schedule Date field. 13. From the Pay Status drop-down list, select the status of this invoice. 14. If necessary, modify the calculated Discount section fields. 15. If necessary, modify the calculated Finance Charge section fields. If the invoice vendor is set up with pre-defined GL distribution defaults, ClubSelect AP calculates the GL distribution. If pre-defined GL distribution is not set up for this vendor, the GL distribution grid must be completed. NOTE: Use the GL # description field to describe each invoice expense. This field information becomes part of the AP history that is available in the General Ledger. 16. Click the Save toolbar button. 17. To start the next invoice, click the New toolbar button. 18. Continue to add each invoice using the previous steps. NOTE: For information on the Prepaid and Manual Check buttons, please refer to the Special Invoice Situations section of this User Guide. 34 Call csg Education to schedule training!

35 User Guide 19. After all invoices for this batch are entered and saved, click End Batch. The Invoice Entry Variance window appears. The control totals values are those numbers previously entered on the Batch window. The Control Total fields on the Batch window are optional so there may be no value in this column. If no values are entered on the Batch window, the Variance column displays the difference between the Control Totals and the Input Totals. This is an expected variance if you did not enter any Control Totals values on the Batch window. 20. Review the Control Total, Input Totals, and Variance columns to determine any necessary changes. Proprietary and Confidential 35

36 User Guide 21. Use the following table to determine button usage: Button Print Edit Post Exit Delete Description Click this button to print a listing of all entries included in this batch. Click this button to return to the Invoice Entry window. You can then modify or delete existing invoices in this batch or add new invoices. Click this button to post this batch of invoices. The results can be immediately viewed in Vendor Inquiry, the Open Payable and Aging reports, the Purchase Register, the Batch Listing, and ClubSelect General Ledger. Click this button to leave this batch of invoices in the system, but unposted. Unposted batches appear in the Invoice Batch window, and can be edited or posted at any time. For example, if you are interrupted before finishing invoice entry, you might want to leave the batch unposted. NOTE: Unposted batches do not appear in the Vendor Inquiry, the Open Payable report, and ClubSelect General Ledger. Click this button to delete the ENTIRE batch of invoices. 36 Call csg Education to schedule training!

37 User Guide Batch Update A batch can hold one invoice or hundreds of invoices. The quantity is determined by your preference. Each batch must be posted, but all the invoice batches are listed on the Batch Listing report regardless of their posting status. If you receive an unexpected variance on the Invoice Entry Variance window or if you need to add new invoices to an existing batch, you have the ability to edit the batch. Updating an Invoice Batch 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 2. From the G/L Period drop-down list, select the correct month and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. 3. From the batch listing, select the appropriate batch to update. NOTE: If the batch to edit is posted, click Unpost. Proprietary and Confidential 37

38 User Guide 4. Click Edit. The Batch window appears. 5. If necessary, modify the Control Totals section amounts. These are optional fields. 38 Call csg Education to schedule training!

39 User Guide 6. Click OK. The Invoice Entry window appears. 7. To modify an existing invoice entry, click the lookup toolbar icon and select All Records. 8. Select the invoice entry from the list. 9. Modify the record. 10. Click the Save toolbar button to save the changes. NOTE: To add a new invoice entry, click the New the appropriate information. toolbar button and complete Proprietary and Confidential 39

40 User Guide 11. When complete, click End Batch. The Invoice Entry Variance window appears. 12. Use the following table to determine button usage: Button Print Edit Post Description Click this button to print a listing of all entries included in this batch. Click this button to return to the Invoice Entry window. You can then modify or delete existing invoices in this batch or add new invoices. Click this button to post this batch of invoices. The results can be immediately viewed in Vendor Inquiry, the Open Payable and Aging reports, the Purchase Register, the Batch Listing, and ClubSelect General Ledger. 40 Call csg Education to schedule training!

41 User Guide Button Exit Delete Description Click this button to leave this batch of invoices in the system, but unposted. Unposted batches appear in the Invoice Batch window, and can be edited or posted at any time. For example, if you are interrupted before finishing invoice entry, you might want to leave the batch unposted. NOTE: Unposted batches do not appear in the Vendor Inquiry, the Open Payable report, and ClubSelect General Ledger. Click this button to delete the ENTIRE batch of invoices. Proprietary and Confidential 41

42 User Guide Special Invoice Situations offers specialized screens and procedures to easily enter and track invoices that involve unique circumstances. These special invoices include recurring invoices, prepaid invoices, and invoices paid using a manual check. Recurring Invoices A recurring invoice is a series of identical or similar invoices that are automatically posted across multiple periods. allows you to easily set up recurring vendor invoices which can save you time for such items as mortgage payments or installment loans. Creating a Recurring Invoice 1. From the menu bar, select Setup and then select Recurring Payables. The Recurring Payables window appears. NOTE: You can also access the Recurring Payables window by clicking the Recurring button on the Vendor Maintenance window. 2. Click the New toolbar button. 42 Call csg Education to schedule training!

43 User Guide 3. In the Vendor field, type the beginning of the vendor name or type the vendor number. 4. Press the Enter key. A list of matching vendors appears. 5. Select the appropriate vendor from the list. NOTE: Click the lookup Click the ellipsis icon to display a list of all your vendors. button to add new vendors during this setup process. 6. From the AP Type drop-down list, select the AP type for this recurring payable. NOTE: AP Types are set up for your club during installation. If you need to set up additional AP Types, please refer to the Setup section of this User Guide or contact csg Support for assistance. 7. In the Invoice Number field, type the invoice number for this transaction. 8. In the Invoice Description field, type a description for this transaction. 9. In the Invoice field, type the invoice day for this transaction. The Invoice Day and the Months to Post fields combine for the invoice date. 10. In the Due field, type the due day for this invoice. The Due and Months to Post fields combine for the due date. 11. In the Schedule field, type the schedule day for this transaction. The Schedule and Months to Post fields combine for the schedule date. 12. In the Times to Post field, type the number of times this invoice is to post to AP. 0 the invoice is not posted. The invoice remains as part of the recurring invoice file until you change or delete the entry the invoice posts the number of times indicated. Each time the invoice posts, the Times to Post field automatically reduces by one. When the field reaches zero, the invoice is no longer posted but remains as part of the recurring invoice file until you change or delete the entry. 13. In the Amount field, type the total amount of this invoice to be posted each time the recurring entry is posted. This amount is used to verify that the entire invoice amount is distributed to the general ledger accounts listed in the grid. 14. In the GL # field, type the general ledger account number for this transaction. 15. The Description field automatically populates with the selected GL account number description. This default can be overwritten, if necessary. 16. In the Amount column field, type the amount to apply to this general ledger account number. All entries in the Amount column must total to equal the Amount field. Proprietary and Confidential 43

44 User Guide 17. If this invoice can be discounted per the parameters assigned in Vendor Maintenance, select Discount. 18. From the 1099 drop-down list, select the 1099 type for this transaction. 19. In the Months to Post section, select the appropriate months in which this invoice is to post. 20. Click the Save toolbar button. Once the recurring invoice is set up, it must be transferred to an open payable and incorporated for payment. The frequency of this action is determined by the club s recurring invoice needs. Many clubs find it useful to transfer their recurring invoices once a month, at a fixed time or as the first batch of a new month. Transferring Recurring Invoices to Open Payables 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 2. From the G/L Period drop-down list, select the correct month and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. 44 Call csg Education to schedule training!

45 User Guide 3. To start a new batch of invoices, click New. The Batch window appears. 4. In the Batch Date field, type the date for this batch Use MMDDYY format. 5. For recurring invoice entry, from the Batch Type drop-down list, select Recurring Invoice. NOTE: The Default Schedule Date field and Control Totals fields are not completed for recurring invoices. 6. Click OK. The Invoice Entry window appears. 7. Continue with the normal end batch and post process. Proprietary and Confidential 45

46 User Guide Prepaid Invoices A prepaid invoice is an invoice that needs to be set up for a one-time payment, but involves repeated expenses over a range of periods. For example, an invoice received in January, due in February, that covers a year s worth of liability insurance, is likely expensed 1/12th each month over the course of the year. Typically, an initial journal entry debits the prepaid asset account and credits accounts payable. Then a series of journal entries are required in each appropriate period to expense the prepaid asset. and ClubSelect General Ledger handle these tasks for you automatically! ClubSelect AP and ClubSelect GL work together and provide a quick and easy method to manage your prepaid invoices. Prepaid invoices are entered in AP, but they are stored in GL where an automatic journal entry to expense a portion of the prepaid is produced for each appropriate period. The controller also has tracking and editing capabilities through GL. Use the regular invoice entry procedures to enter a prepaid invoice. Use the Prepaid button to establish the invoice as prepaid. Entering Prepaid Invoices 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 46 Call csg Education to schedule training!

47 User Guide 2. From the G/L Period drop-down list, select the correct month and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. 3. To start a new batch of invoices, click New. The Batch window appears. 4. In the Batch Date field, type the date for this batch Use MMDDYY format. 5. In the Default Schedule Date field, type the date invoices are scheduled for payment for all the vendors set up to use the Batch Schedule Date in the Vendor Maintenance window. NOTE: The Default Schedule Date field is ignored for vendors set up with other schedule and due date calculations. 6. From the Batch Type drop-down list, select Regular Invoice. 7. In the Invoice Amount field, type the control total for the invoices. This is an optional field. Proprietary and Confidential 47

48 User Guide NOTE: Discounts and finance charges can be entered during invoice entry, or added later when checks are run. For vendors set up with automatic discounts, the system adds the discount to the invoice when the invoice is entered. With this in mind, you may want to enter anticipated discounts as part of the control totals. 8. Click OK. The Invoice Entry window appears. 9. In the Vendor field, type the beginning of the vendor name or type the vendor number. 10. Press the Enter key. A list of matching vendors appears. 11. Select the appropriate vendor from the list. NOTE: Click the lookup icon to display a list of all your vendors. Click the ellipsis button to add new vendors during invoice entry. Click the Address button to view the selected vendor s address. 48 Call csg Education to schedule training!

49 User Guide 12. From the AP Type drop-down list, select the appropriate AP type for this invoice. NOTE: AP Types are set up for your club during installation. If you need to set up additional AP Types, please refer to the Setup section of this User Guide or contact csg Support for assistance. 13. In the Invoice Number field, type the invoice number. 14. In the Invoice Description field, type a description of the invoice. NOTE: ClubSelect AP can automatically copy the invoice description into the GL account description field in the expense distribution grid. This transfers the invoice description into the General Ledger as part of the transaction history. For additional information on this topic, please refer to the Vendor Maintenance section of this User Guide. 15. In the Invoice Date field, type the date from the invoice. 16. In the Invoice Amount field, type the amount of the invoice. 17. If applicable, in the GST Tax Amount field, type the amount of the goods and services tax that appears on the invoice. NOTE: If the GST Tax Amount field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 18. If applicable, in the Purchase & Use Tax field, type the amount of purchase and use tax that appears on the invoice. NOTE: If the Purchase & Use Tax field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 19. If necessary, modify the calculated date in the Due Date field. 20. If necessary, modify the calculated date in the Schedule Date field. 21. From the Pay Status drop-down list, select the status of this invoice. 22. If necessary, modify the calculated Discount section fields. 23. If necessary, modify the calculated Finance Charge section fields. 24. Complete the GL distribution grid fields. Assign the entire amount of the prepaid invoice to one prepaid asset account in the G/L chart of accounts. Proprietary and Confidential 49

50 User Guide 25. Click Prepaid. A Save Invoice dialog box appears. 26. Click OK. The Invoice Entry- Prepaid Information window appears. 27. In the Number of Periods for Expense Allocation field, type the number of periods to apply this prepaid invoice. 28. Press the Tab key. The amount per period calculates. 50 Call csg Education to schedule training!

51 User Guide 29. Accept the system calculation in the Amount per Period field. 30. From the Starting Period drop-down list, select the appropriate GL period and year. 31. In the GL Expense Accounts field, type a GL account name or account number. NOTE: An unlimited number of expense accounts can be used. The total amount expensed must equal the calculated amount per period. 32. Click OK. The Invoice Entry window reappears and the prepaid invoice is saved. 33. As necessary, continue entering invoices and click End Batch to complete the process. Proprietary and Confidential 51

52 User Guide Invoices with Manual Checks Sometimes invoices are paid manually prior to system entry. These invoices are associated with a manual check. It is very important to record the manual check information with the invoice to properly account for the cash transaction. NOTE: Another type of manual check is one in which the check is hand-written after the invoice has been entered into AP. In this case, enter the manual check without additional invoice information since you do not want to expense the invoice again! Please refer to the Manual Checks topic in this User Guide for additional details on this procedure. Invoices with manual checks are entered the same way regular invoices are entered, except that the check information is added before the invoice is saved. Entering Invoices with Manual Checks 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 52 Call csg Education to schedule training!

53 User Guide 2. From the G/L Period drop-down list, select the correct month and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. 3. To start a new batch of invoices, click New. The Batch window appears. 4. In the Batch Date field, type the date for this batch in MMDDYY format. 5. From the Batch Type drop-down list, select Regular Invoice. 6. In the Check Amount field, type the control total for the manual check invoices. This is an optional field. Proprietary and Confidential 53

54 User Guide 7. Click OK. The Invoice Entry window appears. 8. In the Vendor field, type the beginning of the vendor name or type the vendor number. 9. Press the Enter key. A list of matching vendors appears. 10. Select the appropriate vendor from the list. NOTE: Click the lookup icon to display a list of all your vendors. Click the ellipsis button to add new vendors during invoice entry. Click the Address button to view the selected vendor s address. 11. From the AP Type drop-down list, select the appropriate AP type for this invoice. NOTE: AP Types are set up for your club during installation. If you need to set up additional AP Types, please refer to the Setup section of this User Guide or contact csg Support for assistance. 54 Call csg Education to schedule training!

55 User Guide 12. In the Invoice Number field, type the invoice number. 13. In the Invoice Description field, type a description of the invoice. 14. In the Invoice Date field, type the date from the invoice. 15. In the Invoice Amount field, type the total amount of the invoice. 16. If applicable, in the GST Tax Amount field, type the amount of the goods and services tax that appears on the invoice. NOTE: If the GST Tax Amount field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 17. If applicable, in the Purchase & Use Tax field, type the amount of purchase and use tax that appears on the invoice. NOTE: If the Purchase & Use Tax field does not appear and it is needed, it must first be selected in the Control Information file on the General tab. Please refer to the Setup section of this User Guide for additional information. 18. From the Pay Status drop-down list, select the status of this invoice. 19. Complete the GL distribution grid. 20. Click the Save toolbar button. 21. Click Manual Check. The Invoice Entry- Manual Check window appears. Proprietary and Confidential 55

56 User Guide 22. Verify the Cash Type field is correct. 23. In the Check No. field, type the check number of the distributed manual check. 24. Verify the Check Date field is correct. 25. Verify the GL Period field is correct. NOTE: The GL period for the check cannot be different than the GL period for the invoice! 26. In the Check Amount field, type the amount of the manual check. 27. If applicable, in the Discount Taken field, type the discount amount applied to the manual check. 28. If applicable, in the F/C Paid field, type the finance charge applied to the manual check. 29. Click OK. The Invoice Entry window reappears. 30. If appropriate, continue to enter invoices with or without manual check information. 31. When complete, click End Batch. This manual check information appears on the check register for the period. 56 Call csg Education to schedule training!

57 User Guide Check Printing Proprietary and Confidential 57

58 User Guide Check Printing offers several different check-writing options regular computer checks, quick checks, and recording of manual checks written outside the system. Quick checks are instant checks generated and printed without an invoice. This is very useful for COD s and other situations when a check must be cut immediately. After the check prints, it must be expensed in the system by creating an Assign Quick Check invoice batch. While the system does not require the expensing to take place immediately (though it is recommended), AP period end procedures are prevented from running until all quick checks are assigned. ClubSelect AP also allows for manual checks when a hand-written check must be distributed. They are used to either pay existing invoices or pay new invoices. In both cases, it is necessary to record that a check was hand-written. When the check pays an existing invoice, the expense side of AP is already recorded and another invoice is not entered. When the check pays a new invoice, an invoice must be created with the manual check. NOTE: Many aspects of the check layout can be modified. If changes are needed after the initial installation, please refer to the Setup section of this User Guide or contact csg Support for assistance. Computer Checks Computer checks are written based on the criteria set up for each individual check run. These checks can print to any local or networked printer. Writing Computer Checks 1. From the menu bar, select Data Entry and then select Computer Checks. The Print Checks dialog box appears. 58 Call csg Education to schedule training!

59 User Guide 2. If applicable, from the Cash Type drop-down list, select the appropriate cash type. NOTE: If you do not have multiple cash types set up in Accounts Payable, the Cash Type field does not appear. Cash types are set up for your club during installation. If you need additional cash types created, please refer to the Setup section of this User Guide or contact csg Support for assistance. 3. In the Check Date field, type the check date in MMDDYY format. This date is shown on various reports and displays when referencing the information contained in the batch. 4. From the GL Period drop-down list, select the appropriate GL period for batch of checks. This is the period in which the check disbursement is recorded in the General Ledger. 5. Click Select Invoices. The Select Open Invoices dialog box appears. Proprietary and Confidential 59

60 User Guide 6. In the Choose By section, select the method for invoice selection. Each method (except All) allows criteria to match against open invoices: All view all the open invoices Vendor select a single vendor for this check run Due Date select the cutoff date for comparison against the due date of each open invoice. Use MMDDYY format. The due date is the date the vendor requests the bill be paid. Schedule Date select the cutoff date for comparison against the schedule date of each open invoice. Use MMDDYY format. The schedule date is the date you want to pay the vendor, not necessarily when the vendor requests the bill be paid. Department select or deselect each department for this check run A/P Types select or deselect each accounts payable type for this check run 7. To select only those open invoices with a specific a dollar limit, select Dollar Limit and include the desired dollar amount criteria. 8. Select Include all possible discounts to include all open invoices with discounts. Open invoices with either a discount percentage or a discount dollar amount are included. 9. Click OK. The Invoice Selection window appears with a list of all open invoices that match the selection criteria. NOTE: Double-click any column heading to sort the data in the column for quick and easy data review and verification. Right-click the Pay column to select or unselect all the listed invoices. 60 Call csg Education to schedule training!

61 User Guide If the resulting list of invoices is not correct, you can: Click Criteria to return to the Select Open Invoice window. Unselect the Pay column for any invoice on the list Click Add to display the Add Invoices to Check Batch window To make any changes to any column fields for an open payable in the Invoice Selection window, the Pay column for that payable must be selected. The Status field must also be set to Pay to select or deselect the Pay column. If the status is Hold or Dispute, no changes can be made to that open payable record. Changes can be made to the due date, schedule date, discount amount, and finance charge amount. also gives you the flexibility to change the Check Amount values in this window. These changes do not affect the actual open payable amount of the invoice, only the amount paid against the invoice for this check run. 10. Verify the Status field for each open invoice to be paid is Pay. NOTE: Click Print Register to view or print a Pre-Check Register listing. 11. When the list of open invoices is correct to pay with this check run, click Print Checks. The Check Printer Selection window appears. 12. From the Check Printer drop-down list, select the appropriate printer. Proprietary and Confidential 61

62 User Guide 13. From the Print Checks for drop-down list, select the check signature requirements for check printing. All select to print checks for all selected invoices without regard to check signature requirements. Require 1 Signature select to only print checks for invoices with amounts that require one signature. This allows you to change the printer paper, if necessary. Require 2 Signatures select to only print checks for invoices with amounts that require two signatures. This allows you to change the printer paper, if necessary. NOTE: gives you the option to automatically require a second signature. Please review the Setup section of this User Guide or contact csg Support for assistance. 14. To reprint checks for a specific vendor, in the Starting Vendor field, type the vendor number of the first check to reprint. This is commonly used for printer or power failures. 15. Verify the Starting Check # field is correct. NOTE: ClubSelect Account Payable tracks the last check number used and defaults to the next number. If this is incorrect, type the correct check number. 16. Before loading the pre-printed check forms into the printer, select Test Check and make sure everything aligns and prints properly. This can save you the expense of wasted pre-printed forms. Deselect Test Check to print the actual checks. 17. As necessary, in the Horizontal offset field, type the number of inches (usually a fraction) from the left side of the check the printing should be moved right on the page. The default is usually To move the check printing to the left on the page, make the number less than 0.00 (or whatever the value currently is) the value can be a negative number, if necessary. This usually does not need to be changed. 18. As necessary, in the Vertical offset field, type the number of inches (usually a fraction such as.05) from the top of the check the printing should be moved down on the page. The default is usually.05. To move the check printing up on the page, make the number less than.05 (or whatever the value currently is) the value can be a negative number, if necessary. This usually does not need to be changed. NOTE: The Preview button is unavailable when Test Check is selected. 62 Call csg Education to schedule training!

63 User Guide 19. Click Print. The checks print and the Reprint Checks Confirmation dialog box appears. After all the checks print, you are prompted to reprint the checks. If you need to reprint checks, select Yes. The Printer Selection dialog box reappears. At that time you can reprint all the checks or restart from a particular vendor. Be sure to verify the starting check number before processing the check reprint. 20. If you do not need to re-print the checks, click No. The Update Batch Confirmation dialog box appears. NOTE: To record the computer-generated checks to the General Ledger and remove the invoices from the open payables list, you MUST click Yes to the Update Batch Confirmation dialog box! 21. Click Yes. The batch is updated and a dialog box appears. Proprietary and Confidential 63

64 User Guide 22. Be sure to remove the check stock from the printer!! 23. Click OK. The Check Summary window appears. 24. To print a check summary report, click Print. NOTE: To preview the check summary, click Preview. 64 Call csg Education to schedule training!

65 User Guide Quick Checks Quick checks are instant checks the system generates and prints without an invoice. This is very useful for COD s and other situations when a check must be cut immediately. After the check prints, it must be expensed in the system by creating an Assign Quick Check invoice batch. While the system does not require the expensing to take place immediately (though it is recommended), AP period end procedures are prevented from running until all quick checks are assigned. Unassigned quick checks do not appear on the check register, and the cash is not credited to a GL cash account. Creating Quick Checks 1. From the menu bar, select Data Entry and then select Quick Check. The Quick Check window appears. 2. In the Invoice # field, type the invoice number, if available. 3. In the Invoice Description field, type a description for the invoice. 4. In the Invoice Date field, type a date in MMDDYY format. 5. In the Pay to the Order of field, select a vendor using one of the following methods: Type a vendor number and press Enter. Type a portion of a vendor name and press Enter to view a list of matching vendors. Select the vendor from the list. Click the lookup icon to view a list of all the vendors. NOTE: Click the Pay to the order of: ellipsis button to access the Vendor Maintenance window and add a new vendor. Proprietary and Confidential 65

66 User Guide 6. If applicable, from the Cash Account drop-down list, select the cash type for this invoice. If you only have one cash type, this field does not appear. 7. In the Date field, type the check date in MMDDYY format. 8. Verify the Check # field is correct. If necessary, type a new check number. 9. In the Amount field, type the net check amount. The written amount automatically appears above the Pay to the order of field. 10. Click Print Check. The Check Printer Selection window appears. 11. From the Check Printer drop-down list, select the correct local or network printer. 12. From the Print Checks for drop-down list, select the check signature requirements for check printing. All select to print checks for all selected invoices without regard to check signature requirements. Require 1 Signature select to only print checks for invoices with amounts that require one signature. This allows you to change the printer paper, if necessary. Require 2 Signatures select to only print checks for invoices with amounts that require two signatures. This allows you to change the printer paper, if necessary. 13. Verify the Starting Check # field information is correct. 14. Before loading the pre-printed check forms into the printer, select Test Check and make sure everything aligns and prints properly. This can save you the expense of wasted pre-printed forms. Deselect Test Check to print the actual checks. 66 Call csg Education to schedule training!

67 User Guide 15. As necessary, in the Horizontal offset field, type the number of inches (usually a fraction) from the left side of the check the printing should be moved right on the page. The default is usually To move the check printing to the left on the page, make the number less than 0.00 (or whatever the value currently is) the value can be a negative number, if necessary. This usually does not need to be changed. 16. As necessary, in the Vertical offset field, type the number of inches (usually a fraction such as.05) from the top of the check the printing should be moved down on the page. The default is usually.05. To move the check printing up on the page, make the number less than.05 (or whatever the value currently is) the value can be a negative number, if necessary. This usually does not need to be changed. NOTE: The Preview button is unavailable when Test Check is selected. 17. To view the check on the screen, click Preview. 18. To print the check, click Print. NOTE: After a quick check prints, it must be assigned before the next end of month procedure runs. Proprietary and Confidential 67

68 User Guide Quick checks need to be associated with invoices before they can be included on the check reconciliation, check register, and before the End of Period procedure runs. To post a quick check, go to Invoice Entry and select the batch type Assign Quick Checks. This invoice batch is the quick check posting and the invoice. Associating an Invoice with a Quick Check 1. From the menu bar, select Data Entry and then select Invoice Entry. The Batch Listing window appears. 2. From the G/L Period drop-down list, select the period and year. To change the year, use the left and right arrows. All the invoice batches for the selected period appear. 68 Call csg Education to schedule training!

69 User Guide 3. Click New. The Batch window appears. 4. In the Batch Date field, type the date for this batch. Use MMDDYY format. 5. From the Batch Type drop-down list, select Assign Quick Checks. Proprietary and Confidential 69

70 User Guide 6. Click OK. The Quick Check Selection window appears with all the unassigned quick checks. 7. Select the appropriate quick check from the list. 8. Click OK. The Invoice Entry window appears with the quick check information. 70 Call csg Education to schedule training!

71 User Guide 9. If necessary, select the appropriate GL number for this transaction. 10. Click the Save toolbar button. 11. Click End Batch. The Invoice Entry Variance window appears. 12. Use the following table to determine button usage: Button Print Edit Post Delete Description Click this button to print a listing of the entries included in this batch. Click this button to correct the entries in this batch. Click this button to post the entries. Click this button to delete this batch. Proprietary and Confidential 71

72 User Guide Manual Checks ClubSelect AP also allows for manual checks when a hand-written check must be distributed. They are used to either pay existing invoices or pay new invoices. In both cases, it is necessary to record that a check was hand-written. When the check pays an existing invoice, the expense side of AP is already recorded and another invoice is not entered. When the check pays a new invoice, an invoice must be created with the manual check. Manual checks are included on all check registers and appear with computer checks in a vendor inquiry. Please refer to the Special Invoice Situations Invoices with Manual Checks section of this User Guide for the procedure to enter new invoices with manual checks. Processing Manual Checks that Pay Existing Invoices 1. From the menu bar, select Data Entry and then select Manual Checks. The Manual Check Batch window appears. 2. In the Default Check Date field, type the check date to appear as the default during manual check entry. NOTE: The Default Check Date is also the batch date and appears on various reports. The default check date can be overwritten for individual checks, as necessary. 3. If applicable, from the Cash Type drop-down list, select the appropriate cash type for this manual check. If you only have one cash type, this field does not appear. 72 Call csg Education to schedule training!

73 User Guide 4. From the GL Period drop-down list, select the appropriate GL period for the check. The current period automatically appears. 5. In the Check Amount Total field, type the total amount of the check. This is an optional field. 6. In the Discounts Taken field, type any discount amount applied. This is an optional field. 7. In the Finance Charge field, type any finance charge amount applied. This is an optional field. 8. Click OK. The Manual Check Entry window appears. Proprietary and Confidential 73

74 User Guide 9. In the Vendor field, select the vendor for the manual check using one of the following methods: Type a vendor number and press Enter. Type a portion of a vendor name and press Enter to view a list of matching vendors. Select the vendor from the list. Click the lookup icon to view a list of all the vendors. All open invoices for the selected vendor appear. 10. In the Check Date field, type the date of the manual check. 11. In the Check Number field, type the check number used for the manual check. 12. In the Check Amount field, type the total manual check amount. 13. In the Pay column, select the invoice(s) the manual check paid. The Amount Paid, Discount, and F/C columns automatically populate with the appropriate amounts totaling the Balance column amount and cannot be changed. 14. Click the Save toolbar button. 74 Call csg Education to schedule training!

75 User Guide 15. Click End Batch. The Manual Check Variance window appears. 16. Use the following table to determine button usage: Button Print Edit Post Delete Description Click this button to print a listing of the entries included in this batch. Click this button to correct the entries in this batch. Click this button to post the entries. Click this button to delete this batch. Proprietary and Confidential 75

76 User Guide Processing Void and Wasted Checks Occasionally, checks are written incorrectly, or check forms are damaged and cannot be used. In these instances, you need to void or waste checks. If the check has been recorded as a disbursement in, void the check. Voiding a check creates the proper general ledger entry that negates the disbursement entry created when the check was originally written. Wasting a check does not create a general ledger entry, since no originating entry was made in the general ledger. It does record the check number as being unused so a proper record of all check numbers are accounted for. Record a waste check if you discover check forms damaged and unusable, for example a coffee spill. NOTE: If the check number does not appear on any check summary or disbursement listing, it is a wasted check. If the check number appears on a check summary or disbursement listing, the check must be voided. Voiding a Check 1. From the menu bar, select Data Entry and then select Void Checks. The Void Check Batch window appears. 2. In the Void Date field, type the date for the void check entry. The void date is also the batch date. 3. From the Cash Account drop-down list, select the cash type for the original check. 4. From the GL Period drop-down list, select the general ledger period affected by the void check batch. 5. In the Check Amount Total field, type the total amount of all checks to void in this batch. This is an optional field. 76 Call csg Education to schedule training!

77 User Guide 6. Click OK. The Void Check window appears. Proprietary and Confidential 77

78 User Guide 7. In the Check Number field, type the check number to void. The check information appears. NOTE: To view all the checks that can be voided, click the Check Number lookup icon. 8. To add the void to the batch, click the Save toolbar button. A dialog box appears. 9. To void the original invoice(s) associated with this check, click Yes. If you do not want to void the invoice(s), click No. NOTE: Click No to create an open payable so it can be paid with a different check. This is done if a check is lost. If a check is sent to the wrong vendor, select Yes to void the original invoice. 78 Call csg Education to schedule training!

79 User Guide 10. When all the voids are saved to the batch, click End Batch. The Void Check Variance window appears. 11. Use the following table to determine button usage: Button Print Edit Post Delete Description Click this button to print a listing of the entries included in this batch. Click this button to correct the entries in this batch. Click this button to post the entries. Click this button to delete this batch. Proprietary and Confidential 79

80 User Guide Wasting Checks 1. From the menu bar, select Data Entry and then select Waste Checks. The Waste Checks window appears. 2. In the Batch Date field, type the date for the wasted check entry. 3. From the Period drop-down list, select the general ledger period affected by the wasted checks. The general ledger period is for when the check numbers are accounted. 4. In the Waste From field, type the first check number in the series to waste. 5. In the Waste To field, type the last check number in the series to waste. NOTE: If you are only wasting one check, type the same check number in both the Waste From and Waste To fields. 6. In the Reason For Waste field, type any notes pertaining to the wasted checks. 7. To print a listing of entries included in this batch, click Print. 8. To post the entries in this batch, click Post. NOTE: To delete this batch and not waste any checks, click Cancel. You cannot temporarily suspend a batch of wasted checks. 80 Call csg Education to schedule training!

81 User Guide End of Period Processing Proprietary and Confidential 81

82 User Guide End of Period Processing allows you to run the end of period process multiple times on any open or closed AP period so the correct information is transferred to the General Ledger. You can set Accounts Payable to create a period end entry for ClubSelect General Ledger by batch or by month. You can also determine the level of purchase and check detail that passes from AP to GL. Please refer to the Setup section of this User Guide or contact csg Support for assistance to change these options. Be sure to complete the end of period process for Accounts Payable before running the end of period process for General Ledger. If the selected period is already permanently closed in ClubSelect General Ledger, you will not be able to close the same period in Account Payable without making a change in GL. Please contact your club s GL person for assistance. NOTE: will not allow you to close a period with an unassigned quick check. Please refer to the Check Printing Quick Checks section of this guide for additional details. In preparation for the period end processing, we recommend you run the following reports and perform a database backup prior to completing the Period End Procedure: Batch File Listing Open Payables Listing Check Register Purchase Register NOTE: For the procedures needed to generate reports, please refer to the Inquiry and Reports section of this User Guide. 82 Call csg Education to schedule training!

83 User Guide Running the End of Period Process 1. From the menu bar, select Processing and then select Period End Procedure. The Period End Procedure window appears. 2. To generate a GL Distribution report, click GL Report. The GL Distribution Report window appears. 3. To narrow the results, in the Batch Number field, type the batch number on which to report. This is not a required field. 4. From the G/L Period drop-down list, select the GL period on which to report. 5. Click Print Preview to view the report on the computer screen or click Print to send the report to the printer. Proprietary and Confidential 83

84 User Guide 6. When complete, click Cancel. The Period End Procedure window reappears. 7. From the list, select the year and period to close. 8. Click OK. The period is closed to data entry in Accounts Payable and journal entries are created for General Ledger and a dialog box appears. NOTE: The AP period is not marked closed until the period is closed in ClubSelect General Ledger. 9. Click OK. 84 Call csg Education to schedule training!

85 User Guide Check Reconciliation Check reconciliation is an optional feature available in, used to settle the checks issued to each cash type. The reconciliation process includes compiling a list of outstanding checks. You utilize the check reconciliation process to account for and remove from the outstanding list, checks presented to your bank, paid and reported to you as cashed. NOTE: does not include unassigned quick checks on the check reconciliation. If the check reconciliation option is not available and you would like to use it, please refer to the Setup section of this User Guide or contact csg Support for assistance. Reconciling Checks 1. From the menu bar, select Data Entry and then select Check Reconciliation. The Check Reconciliation window appears. 2. In the Cleared Amount field, type the total amount for the checks included in this batch. 3. In the Statement Date field, type the date of the statement on which the checks appeared. Proprietary and Confidential 85

86 User Guide 4. Click OK. The unreconciled checks appear. 5. To find a specific check number, click Search. 6. Click the Clr column for each check that has cleared and appears on the bank statement you are reconciling. NOTE: To clear a range of checks, click Range and type the starting and ending check numbers. 7. Verify the Vendor, Check Date, and Check Amount fields for each check matches the physical check. 8. If the cleared amount is different than the amount suggested in the Cleared Amount column, update the amount so it equals the amount paid by the bank. 86 NOTE: If the bank previously cleared a check for an amount other than the amount for which it was issued, displays the check on the check reconciliation grid until the variance is resolved. Any previous cleared amount for a check appears in the Previously Cleared column. Any difference between the amount for which the check was originally issued and the amount which cleared the bank appears in the Variance column. Checks are not cleared from the reconciliation grid until the variance equals zero. Call csg Education to schedule training!

87 User Guide 9. Click End Batch. The Check Reconciliation Variance window appears. 10. Use the following table to determine button usage: Button Print Edit Post Exit Delete Description Click this button to print a listing of the entries included in this batch. Click this button to correct the entries in this batch. Click this button to post the entries. Click this button to temporarily suspend this batch. The batch remains unposted. Click this button to delete this batch. Proprietary and Confidential 87

88 User Guide 88 Call csg Education to schedule training!

89 User Guide Reports Proprietary and Confidential 89

90 User Guide Reports gives you several reporting options to help you manage your vendor and accounting information. Batch Listing The Batch Listing displays a one-line summary for each batch entered in AP. Batch types include regular invoices, regular checks, manual checks, quick checks, voided checks, wasted checks, and recurring invoices. Accessing Batch Information 1. From the menu bar, select Data Entry and then select Batch Listing. The Batch Listing window appears. 2. From the G/L Period drop-down list, select a year and period to view. 90 Call csg Education to schedule training!

91 User Guide 3. Click Print. The Batch File Listing window appears. 4. From the Starting Period Value column drop-down list, select the starting period for the batch listing. 5. From the Ending Period Value column drop-down list, select the ending period for the batch listing. Proprietary and Confidential 91

92 User Guide 6. To view the report on the screen, click Print Preview. The Batch File Listing report appears for the select period range. 7. To print the report to the selected printer, click the Print toolbar button. 8. To close the report preview window, click the Close button. 9. To close the Batch File Listing window, click Exit. 10. To close the Batch Listing window, click the Close button. 92 Call csg Education to schedule training!

93 User Guide Operating Reports Operating Reports allow you to preview and print current and prior month activity. The following operating reports are available at any time: Open Payables List Open Payables Aging Check Register Purchase Register Cash Requirements Purchase & Use Tax Prepaid Invoice Report Filtering Tools Use the following tables as a guide during report filtering. Applied Filter Operators Operators instruct the filter how the value is to be read. Operator Description = Equals < Less than > Greater than <= Less than or equal to >= Greater than or equal to <> Not equal to Proprietary and Confidential 93

94 User Guide And/Or The And/Or statement appears at the end of each filter criteria. And/Or allows you to apply multiple filter criteria and narrow your report results. Here s how you can remember which to use for your filter: Filter Criteria And Or Description Both statements must be true for the item to print on the report. Only one statement must be true for the item to print on the report. Generating the Open Payables List 1. From the menu bar, select Reports, Operating Reports, and then Open Payables List. The Open Payables Report dialog box appears. 2. To print the report with current period information only, select Print for Current Period. The Cutoff Period field is disabled. 3. To print the report with prior period information, select Print for Prior Period. This report excludes any invoices and checks posted after the selected cutoff period. 4. If Print for Prior Period is selected, from the Cutoff Period drop-down list, select the desired period and year. 94 Call csg Education to schedule training!

95 User Guide 5. To show the invoice description on the report, select Invoice description. 6. To show the AP type description on the report, select AP Type description. 7. Click OK. The Open Payables List window appears. Proprietary and Confidential 95

96 User Guide 8. To add a filter to the report, in the Filtering Options section, below the Filters folder, double-click the appropriate filter. The filter appears. 9. In the Value column, type the appropriate value by which to filter the report results. 10. Continue to add filters, as necessary. NOTE: To delete a filter from the grid, click to the left of the filter s Description column and press the Delete key. 11. To preview the report on the screen, click Print Preview. 12. To print the report to the selected printer, click Print. 13. Click Exit. 14. Click Cancel. 96 Call csg Education to schedule training!

97 User Guide Generating the Open Payables Aging 1. From the menu bar, select Reports, Operating Reports, and then Open Payables Aging. The Open Payables Aging Report dialog box appears. 2. To print the report with current period information only, select Print for Current Period. The Cutoff Period field is disabled. 3. To print the report with prior period information, select Print for Prior Period. This report excludes any invoices and checks posted after the selected cutoff period. 4. If Print for Prior Period is selected, from the Cutoff Period drop-down list, select the desired period and year. 5. From the Aging Date drop-down list, select the date from which to calculate the aging. Proprietary and Confidential 97

98 User Guide 6. Click OK. The Open Payables Aging window appears. 98 Call csg Education to schedule training!

99 User Guide 7. To add a filter to the report, in the Filtering Options section, below the Filters folder, double-click the appropriate filter. The filter appears. 8. In the Value column, type the appropriate value by which to filter the report results. 9. Continue to add filters, as necessary. NOTE: To delete a filter from the grid, click to the left of the filter s Description column and press the Delete key. 10. To preview the report on the screen, click Print Preview. 11. To print the report to the selected printer, click Print. 12. Click Exit. 13. Click Cancel. Proprietary and Confidential 99

100 User Guide Export an Open Payable Report to Microsoft Excel gives you the option to export the Open Payables List or the Open Payables Aging report to Microsoft Excel. Exporting an Open Payable Report to Excel 1. Generate the desired Open Payable report and select Print Preview to preview the report on the screen. The selected Open Payable report appears. 2. Click the Export toolbar button. The Export dialog box appears. 100 Call csg Education to schedule training!

101 User Guide 3. From the Format drop-down list, select the Excel option to match your current Excel version. 4. From the Destination drop-down list, accept the default of Disk file. 5. Click OK. The Choose Export File dialog box appears. 6. Navigate to the location in which to save this file. 7. In the File name field, type a descriptive name for this export file. 8. Click Save. The report file is exported to the selected location. Proprietary and Confidential 101

102 User Guide Generating the Check Register 1. From the menu bar, select Reports, Operating Reports, and then Check Register. The Check Register dialog box appears. 2. From the Starting Period drop-down list, select the starting period and year for this report. 3. From the Ending Date drop-down list, select the ending period and year for this report. 4. From the Cash Types drop-down list, select the cash type for this report. If you only have one cash type, this field does not appear. 5. To include any inactive vendors in this report data, select Include Inactive Vendors. 6. To preview the report on the computer screen, click Print Preview. 7. To print the report, click Print. 102 Call csg Education to schedule training!

103 User Guide Generating the Purchase Register 1. From the menu bar, select Reports, Operating Reports, and then Purchase Register. The Purchase Register dialog box appears. 2. From the Starting Period drop-down list, select the starting period and year for this report. 3. From the Ending Date drop-down list, select the ending period and year for this report. 4. From the Cash Types drop-down list, select the cash type for this report. If you only have one cash type, this field does not appear. 5. To include any inactive vendors in this report data, select Include Inactive Vendors. 6. To preview the report on the computer screen, click Print Preview. 7. To print the report, click Print. Proprietary and Confidential 103

104 User Guide Generating Cash Requirements 1. From the menu bar, select Reports, Operating Reports, and then select a Cash Requirements report. The Cash Requirements dialog box appears. 2. From the Schedule Date drop-down list, select the date for the report data. 3. Click OK. The Cash Requirements dialog box appears. 4. From the Printer Location drop-down list, select the appropriate printer. 5. To preview the report, click Preview. 6. To print the report, click Print. 104 Call csg Education to schedule training!

105 User Guide Generating the Prepaid Invoice Report 1. From the menu bar, select Reports, Operating Reports, and then select Prepaid Invoice Report. The Prepaid Invoice Report window appears. Proprietary and Confidential 105

106 User Guide 2. To add a filter to the report, in the Filtering Options section, below the Filters folder, double-click the appropriate filter. The filter appears. 3. In the Value column, type the appropriate value by which to filter the report results. 4. Continue to add filters, as necessary. NOTE: To delete a filter from the grid, click to the left of the filter s Description column and press the Delete key. 5. To preview the report on the screen, click Print Preview. 6. To print the report to the selected printer, click Print. 7. Click Exit. 8. Click Cancel. 106 Call csg Education to schedule training!

107 User Guide Employment Development Department Report The Employment Development Department Report creates a file (INDCONTR) to send to the California State government and generates an edit listing of the file contents. This option reports on those independent contractors paid $600 or more per year associated with a Miscellaneous This report can be run multiple times during a month, usually after printing checks. California law states this report must be submitted within 20 day of making cumulative payments of $600 or more. The report file is compared against the California list of Dead- Beat Dads. Generating the Employment Development Department File 1. From the menu bar, select Reports, Operating Reports, and then Create Employment Development Department file. The Employment Development Department window appears. 2. In the EDD Employer Account Number field, type the club s account number. This number must be exactly eight-characters in length. 3. In the Amount field, accept the default of Proprietary and Confidential 107

108 User Guide 4. Click the Path on which file should be built ellipsis button. The Browse for Folder dialog box appears. 5. Navigate to the location at which to save the file. 6. Click OK. The selected path appears in the field. 108 Call csg Education to schedule training!

109 User Guide 7. Click OK. The EDD file is created on the selected path according to the layout defined by the State of California and a report appears. NOTE: If a file with the same name exists in the specified path, it is overwritten without warning. 8. To print the report, click the Print toolbar button. 9. To close the report window, click the Close toolbar button. A dialog box appears. 10. Click Yes. The Date of last run field is updated with the current system date and the Employment Development Department window closes. Proprietary and Confidential 109

110 User Guide Vendor Reports gives you various vendor reports to track, research, and generate information. The reports can also be filtered to narrow the list of report results. Vendor Detail displays a listing of all the AP vendors with their address, schedule information, and 1099 information. This list can be filtered by vendor name or number to narrow the list of vendors. Vendor Summary displays a listing of all AP vendor names and numbers. This list can be sorted by vendor name or number. Vendor Phone displays a listing of the AP vendor contact names and phone numbers. This list can be filtered by vendor name or number to narrow the list of vendors. Labels with Addresses displays labels with AP vendor addresses. This list can be filtered by vendor name, number, default 1099 type, or zip code. Labels without Addresses displays labels without AP vendor addresses. This list can be filtered by vendor name, number, default 1099 type, or zip code. Vendor History displays the purchase and disbursement (invoice and check) transactions. This information can be filtered using starting and ending periods allowing you to generate a specific period report or a yearly report. This list can also be filtered by vendor name, number, or AP Type. Department displays a list of all the departments created in Vendor Maintenance within. Preset Description displays the descriptions saved in the Invoice Entry window. 110 Call csg Education to schedule training!

111 User Guide Filtering Tools Use the following tables as a guide during report filtering. Applied Filter Operators Operators instruct the filter how the value is to be read. Operator Description = Equals < Less than > Greater than <= Less than or equal to >= Greater than or equal to <> Not equal to And/Or The And/Or statement appears at the end of each filter criteria. And/Or allows you to apply multiple filter criteria and narrow your report results. Here s how you can remember which to use for your filter: Filter Criteria And Or Description Both statements must be true for the item to print on the report. Only one statement must be true for the item to print on the report. Proprietary and Confidential 111

112 User Guide Accessing and Filtering Reports 1. From the menu bar, select Reports, Vendor Reports, and then select a report. For each report, the appropriate Listing window appears. 112 Call csg Education to schedule training!

113 User Guide 2. To add a filter to the report, in the Filtering Options section, below the Filters folder, double-click the appropriate filter. The filter appears. 3. In the Value column, type the appropriate value by which to filter the report results. 4. Continue to add filters, as necessary. NOTE: To delete a filter from the grid, click to the left of the filter s Description column and press the Delete key. 5. To preview the report on the screen, click Print Preview. 6. To print the report to the selected printer, click Print. 7. Click Exit. Proprietary and Confidential 113

114 User Guide 114 Call csg Education to schedule training!

115 User Guide End of Year Processing Proprietary and Confidential 115

116 User Guide End of Year Processing Use the following end of year procedures to generate 1099 s, set up the magnetic media, print end of year reports, and backup the Accounts Payables data for storage. Accounts Payable 1099 Procedures Use these procedures to generate the vendor 1099 information for your club. Club Address Change Use this procedure if an address or telephone number change is needed. Making Changes to the Club s Address 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 116 Call csg Education to schedule training!

117 User Guide 2. Click the Address tab. The Address tab appears. 3. Update the fields with the address information to appear on the 1099s. 4. Click Save. A dialog box appears. 5. Click Yes. Proprietary and Confidential 117

118 User Guide Print 1099 Edit Listings Use the following procedures to print an edit listing for each 1099 type or for one vendor only. Printing a 1099 Edit Listing for Each 1099 Type 1. From the menu bar, select Vendors, Vendor 1099 s, and then select Print 1099 s. The Vendor 1099 s dialog box appears. 2. Verify 1099 Edit Listing is selected. 3. Select Include all applicable vendors. 4. From the Type of 1099 drop-down list, select Misc - Miscellaneous. 5. Verify the correct year is in the 1099 Year field. 118 Call csg Education to schedule training!

119 User Guide 6. Click Process. The 1099 Edit List window appears. 7. To print the report, click the Print toolbar button. 8. To close the report window, click the Close toolbar button. NOTE: As necessary, repeat these steps and generate an edit listing for each type of 1099 in the Type of 1099 drop-down list. (Dividend, Interest, Retired, Broker & Sale of Membership, Sale of Real Estate, Pending) 9. For each vendor, review the amounts on file compared to the year-to-date disbursements made for the vendor. Proprietary and Confidential 119

120 User Guide Printing a 1099 Edit Listing for Only One Vendor 1. From the menu bar, select Vendors, Vendor 1099 s, and then select Print 1099 s. The Vendor 1099 s window appears. 2. Verify 1099 Edit Listing is selected. 3. Select Include only one vendor. The Vendor lookup field becomes active. 4. Click the Vendor lookup icon and select All Records. The list of vendor names displays. 5. From the vendor list, select the appropriate vendor. 6. From the Type of 1099 drop-down list, select Misc - Miscellaneous. 7. Verify the correct year is in the 1099 Year field. 8. Click Process. The 1099 Edit List window appears. 9. To print the report, click the Print toolbar button. 10. To close the report window, click the Close toolbar button. 120 Call csg Education to schedule training!

121 User Guide NOTE: As necessary, repeat these steps and generate an edit listing for each type of 1099 in the Type of 1099 drop-down list. (Dividend, Interest, Retired, Broker & Sale of Membership, Sale of Real Estate, Pending) 11. For the vendor, review the amounts on file compared to the year-to-date disbursements made for the vendor Setup Information Vendor Maintenance is used to change the 1099 vendor name or federal ID number and setup a 1099-S which is used to report the sale of real estate to the IRS for a vendor. Please refer to the Vendor Maintenance section of this User Guide for additional vendor setup information. Making Changes to the 1099 Vendor Name or Federal ID Number 1. From the menu bar, select Vendors and then select Vendor Maintenance. The Vendor Maintenance window appears. Proprietary and Confidential 121

122 User Guide 2. Click the toolbar lookup icon and select All Records. 3. From the vendor list, select the appropriate vendor. 4. Click the Add l Information tab. The Add l Information tab appears. 5. Update the fields, as necessary. 6. Click the Save toolbar button. 7. Click the Exit toolbar button. 122 Call csg Education to schedule training!

123 User Guide Use the following procedure to set up a 1099-S form used to report the sale of real estate to the IRS for a vendor. Creating a 1099-S for a Vendor 1. From the menu bar, select Vendors and then select Vendor Maintenance. The Vendor Maintenance window appears. 2. Click the toolbar lookup icon and select All Records. 3. From the vendor list, select the appropriate vendor. Proprietary and Confidential 123

124 User Guide 4. Click the 1099-S tab. The 1099-S tab appears. 5. From the Date of Closing calendar drop-down list, select the sale closing date. 6. In the Address or legal description field, type the address or legal description of the property that was sold. 7. Select Transferor received property or services if the transferor received property or services as a result of the sale. 8. In the Buyer s part of real estate tax field, type the appropriate amount. 9. Click the Save toolbar button. 10. Click the Exit toolbar button. 124 Call csg Education to schedule training!

125 User Guide Reclassify 1099 s Use the following steps if you have changed the vendor 1099 type and need to reclassify the disbursement amounts to the proper 1099 form. Recalculating 1099s 1. From the menu bar, select Vendors, Vendor 1099 s, and then select Recalculate 1099 s. The 1099 Recalculation window appears. 2. Verify the correct year is in the 1099 Year field. 3. In the Base calculations on 1099 Type from section, select one of the following: Vendor reclassify the 1099 type based on the type at what the vendor is currently set. History reclassify the 1099 type based on the original setting when the invoice was created. Proprietary and Confidential 125

126 User Guide 4. To recalculate the 1099 Types for all vendors, select All Vendors. 5. To recalculate the 1099 Types for specific vendors, select Specific Vendors. The list of available vendors becomes active. 6. If Specific Vendors is selected, select the vendors to recalculate from the list. 7. Click Calculate. The 1099 Types are recalculated. 8. Click OK. 9. Click Close. 126 Call csg Education to schedule training!

127 User Guide Change 1099 Amounts Use the following procedures to make changes to the 1099 amounts. Making Changes to the 1099 Amounts 1. From the menu bar, select Vendors, Vendor 1099 s, and then select 1099 Maintenance. The 1099 Amounts Maintenance window appears. 2. In the 1099 Year field, type the appropriate year. 3. In the Vendor field, click the lookup icon and select All Records. The list of vendor names displays. 4. From the vendor list, select the appropriate vendor. 5. For each 1099 type, review the calculated amount displayed. 6. If the amount is incorrect, enter the correct amount in the Adjusted Amount column. 7. Click Save. 8. To exit, click the Close button. Proprietary and Confidential 127

128 User Guide Magnetic Media Use the following steps if your club submits 1099 s on magnetic media. Setting Up Magnetic Media 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Select Use Magnetic Media for 1099 s. The Transmitter Control Code field activates. 3. In the Transmitter Control Code field, type the five-digit number provided by the IRS. 4. Click Save. A dialog box appears. 5. Click Yes. 128 Call csg Education to schedule training!

129 User Guide Transferring Magnetic Media to Diskette 1. From the menu bar, select Vendors, Vendor 1099 s, and then select Print 1099 s. The Vendor 1099 s window appears. 2. Select Transfer 1099 s to Magnetic Media. The Magnetic Media section becomes active. 3. From the Type of 1099 drop-down list, select Misc - Miscellaneous. 4. In the 1099 Year field, type the appropriate year. 5. In the Minimum Dollar Amount field, type the appropriate amount. 6. If appropriate, select Combined Federal/State. 7. In the Payer Name Control field, type the four-character payer name ID. 8. In the Path for Mag media file field, type the location of the storage media. 9. In the Club Contact person field, type the name of the contact person. 10. In the Contact Phone number field, type the telephone number for the contact person. Proprietary and Confidential 129

130 User Guide 11. Click Process. A dialog box appears. 12. Click OK. The Magnetic Media Transfer Listing prints to your default printer. NOTE: Repeat these steps and generate diskette for each type of 1099 in the Type of 1099 drop-down list. (Dividend, Interest, Retired, Broker & Sale of Membership, Sale of Real Estate, Pending) 13. To exit the window, click the Close button. 130 Call csg Education to schedule training!

131 User Guide Print Custom 1099 s When processing multiple types of 1099 s on magnetic media, use a separate diskette for each 1099 type. This 1099 information is available for additional processing and reporting, even as accounts payable information is processed for the new year. Printing Custom 1099 s on Forms 1. From the menu bar, select Vendors, Vendor 1099 s, and then select Print 1099 s. The Vendor 1099 s window appears. 2. Select Print Custom 1099 s on Forms. 3. From the Type of 1099 drop-down list, select Misc - Miscellaneous. NOTE: Be sure to test print the 1099 s on plain white paper to verify the format and content of the data before printing on the pre-printed forms! 4. Use the pre-printed tax forms supplied by csg. Proprietary and Confidential 131

132 User Guide 5. Click Process. The 1099 Forms window appears. 6. To print the report, click the Print toolbar button. 7. To close the report window, click the Close toolbar button. NOTE: Repeat these steps and print each type of 1099 in the Type of 1099 dropdown list. (Dividend, Interest, Retired, Broker & Sale of Membership, Sale of Real Estate, Pending) 8. When complete, click the Close button. 132 Call csg Education to schedule training!

133 User Guide Accounts Payable End of Year Procedures Use these procedures to complete the end of year processing for the accounts payable. These items must be completed prior to End of Year processing: Complete the End of Period procedures and close the last period of the fiscal year. Process the 1099 s. Please refer to the Accounts Payable 1099 Procedures topic of this User Guide for additional details. Printing End of Year Reports The Vendor History, Open Payables List, Check Register, and Purchase Register reports are recommended, but are not required. Printing Reports 1. From the menu bar, select Reports, Vendor Reports, and then select Vendor History. The Vendor History window appears. Proprietary and Confidential 133

134 User Guide 2. Select the appropriate starting period and ending period for the fiscal year. 3. Click Print. 4. Click OK. The report generates. 5. From the menu bar, select Reports, Operating Reports, and then select Open Payables List. The Open Payables Report dialog box appears. 6. To print the report with current period information only, select Print for Current Period. The Cutoff Period field is disabled. 7. To print the report with prior period information, select Print for Prior Period. This report excludes any invoices and checks posted after the selected cutoff period. 8. If Print for Prior Period is selected, from the Cutoff Period drop-down list, select the desired period and year. 9. To show the invoice description on the report, select Invoice description. 10. To show the AP type description on the report, select AP Type description. 134 Call csg Education to schedule training!

135 User Guide 11. Click OK. The Open Payables List window appears. 12. Click Print. The Print dialog box appears. 13. Click OK. The report prints. 14. Click Exit. 15. Click Cancel. Proprietary and Confidential 135

136 User Guide 16. From the menu bar, select Reports, Operating Reports, and then select Check Register. The Check Register window appears. 17. Select the appropriate starting period and ending date. 18. Click Print. The report prints to the assigned default printer. 19. From the menu bar, select Reports, Operating Reports, and then select Purchase Register. The Purchase Register window appears. 20. Select the appropriate starting period and ending date. 21. Click Print. The report prints to the assigned default printer. 136 Call csg Education to schedule training!

137 User Guide Setup Proprietary and Confidential 137

138 User Guide Control Information Control Information is the area that defines the club s accounts payable requirements. The control information is initially setup during your installation. General Accounts Payable Information The General tab defines the basic accounting information for your club. Setting Up the General Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Use the following table to determine field usage: Field Federal ID Number Print GL Summary On Invoice Edit Description Type the federal identification number for your company. The federal identification number is used on 1099 forms. Select to have the General Ledger Summary print on the Invoice Edit report. 138 Call csg Education to schedule training!

139 User Guide Field Use Magnetic Media for 1099 s Transmitter Control Code Use Canadian GST Logic Purchase & Use Tax Use Employment Development Department option Use Auto Discount Use Auto F/C Duplicate Invoice # of Months Description Select to have the 1099 information transmitted via computer diskette. This field is available when Use Magnetic Media for 1099 is selected. Type the five-digit transmitter code from the Internal Revenue Service for your magnetic media submission. Select to use the Goods and Services Tax. The Goods and Services Tax is only used by Canadian clubs. Select to use the Purchase and Use Tax. Purchase and Use Tax is entered on a per invoice basis. Select to create a file (INDCONTR) for distribution to the California State government. This file reports those independent contract vendors (generally individuals rather than corporations) who have been paid $600 or more per year for purchases associated with a Miscellaneous A menu option appears under Operating Reports when this checkbox is selected. Select to allow vendor discount information setup in Vendor Maintenance. Select to allow vendor finance charge information setup in Vendor Maintenance. Select to have the system automatically check for duplicate invoices. This feature helps prevent the duplicate entry of invoices. This field is available when Duplicate Invoice is selected. Type the number of months to check for duplicate invoice numbers. Proprietary and Confidential 139

140 User Guide Field Duplicate Check # of Months Use Vendor Hash Totals Use Invoice Hash Totals Use Check Hash Totals Use Batch Controls Description Select to have the system automatically check for duplicate manual checks. This feature helps prevent the duplicate entry of checks when using the manual check feature. Computer check numbers cannot be duplicated and they are unaffected by this checkbox. This field is available when Duplicate Check is selected. Type the number of months to check for duplicate check numbers. Select to have the vendor number hash totals available to verify your vendor number entries. The hash totals accumulate a total of all the vendor numbers entered in the batch. Select to have the invoice number hash totals available to verify your invoice number entries. The hash totals accumulate a total of all the invoice numbers entered in the batch. Select to have the check number hash totals available to verify your check number entries. The hash totals accumulate a total of all the check numbers entered in the batch. Select to use batch controls to verify your entries. Batch controls accumulate a total of all the (invoice, check, discount, and finance charge) amounts as entered in the batch. 3. When complete, click Save. A dialog box appears. 4. Click Yes. 140 Call csg Education to schedule training!

141 User Guide Check Information The Checks tab defines your club s basic check format information. Setting Up the Checks Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Checks tab. The Checks tab appears. 3. Use the following table to determine field usage: Field Check Format Print Check Number on Check Stub Description From the drop-down list, select U.S. or Canada. Select to print the check number on the check stub. Proprietary and Confidential 141

142 User Guide Field Check Recap Type Print Check Stub In Summary or Detail Print Preset Description From Invoice Entry Print Micr Encoding on checks Transit Routing Number Bank Account Number Description From the drop-down list, select one of the following: Invoice Detail prints one line of information for each general ledger account affected by this transaction. Invoice Summary prints one line of information for each invoice on the check. Check Summary prints one line of information for each check printed. From the drop-down list, select one of the following: Detail prints one line of information for each general ledger account affected. Summary prints one line of information for each invoice on the check. This field is only available when Detail is selected in the Print Check Stub in Summary or Detail field. Select to print the preset description from invoice entry on the check stub. If the checkbox is not selected, the general ledger account number description prints on the check stub. Select to print MICR coding on the accounts payable checks. This field is only available when Print Micr Encoding on checks is selected. Type the bank transit routing number to appear on the checks. This field is only available when Print Micr Encoding on checks is selected. Type the bank account number to appear on the checks. 142 Call csg Education to schedule training!

143 User Guide Field Print Vendor #/Name on Check Stub Print Vendor s Customer # on Check Stub Require Second Signature on Checks Amount for Second Signature Description Select to print the vendor number and name on the check stub. Select to print the vendor s customer number on the check stub. Select to require a second signature on checks over a specified amount. When selected, you can print the checks in two separate batches, based on check amount. This field is only available when Require Second Signature on Checks is selected. Type the lowest check amount that requires a second signature. 4. When complete, click Save. A dialog box appears. 5. Click Yes. Proprietary and Confidential 143

144 User Guide Interface Information The Interfaces tab defines how accounts payable information is passed to ClubSelect General Ledger. Setting Up the Interfaces Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Interfaces tab. The Interfaces tab appears. 3. Use the following table to determine field usage: Field G/L Company Description From the drop-down list, select the ClubSelect General Ledger company with which this accounts payable company shares accounting information. This selected GL company posts the journal entries from ClubSelect AP. 144 Call csg Education to schedule training!

145 User Guide Field Summarize Purchases in Journal Entry Summarize Checks in Journal Entry Description From the drop-down list, select one of the following to define the level of purchase detail transferred to the General Ledger: Detail transfers a general ledger entry for each and every transaction in AP. This produces a highly detailed, but very large transfer file. For example, every purchase of food for the month posts as a separate journal entry. Summary transfers a general ledger entry for each vendor number posting a transaction. This reduces the size of the transfer file, and still maintains a good level of General Ledger detail. For example, the transactions for each food distributor posts as a separate journal entry. Total transfers a general ledger entry for each general ledger account to which a transaction posts during the month. This produces the smallest transfer file, but the General Ledger is then dependent on AP records for the composition of the total. For example, the total food purchases for the month are consolidated to one journal entry. From the drop-down list, select one of the following to define the level of check detail transferred to the General Ledger: Detail produces a cash disbursement journal entry for each check paid. Summary produces a journal entry for the total disbursements by vendor. Total produces a single journal entry for each cash account affected. Proprietary and Confidential 145

146 User Guide Field Suppress Auto Posting to G/L Create Period End Entry by Description Select to transfer and post AP journal entries in ClubSelect General Ledger when period end procedures are run in Accounts Payable. If this is not selected, AP journal entries transfer and post in ClubSelect General Ledger each time a batch of checks or invoices are updated. This option works independently of the Create Period End Entry by field. From the drop-down list, select one of the following by which the AP period end purchase and disbursement journal entries are created: Batch creates a journal entry of AP information based on each batch of invoices and/or checks. Month creates a journal entry of AP information based on one batch. All the batches updated during the month are unposted and reposted to the General Ledger as one batch instead of individual batches. This option works independently of the Suppress Auto Posting to G/L field. 4. When complete, click Save. A dialog box appears. 5. Click Yes. 146 Call csg Education to schedule training!

147 User Guide Vendor Number Information The Vendor No. s tab defines how the vendor numbers are formatted and assigned in. Setting Up the Vendor No. s Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Vendor No. s tab. The Vendor No. s tab appears. NOTE: The Vendor No. Format field is set up during the initial installation process and is unavailable for modification. 3. Select Auto-Assign AlphaNumeric Vendor No. s to automatically assign vendor numbers when new vendors are added. 4. In the Vendor No. Increment field, type the number of unassigned vendor numbers between each auto-assigned vendor number. Proprietary and Confidential 147

148 User Guide 5. When complete, click Save. A dialog box appears. 6. Click Yes. Reconciliation Information The Reconciliation tab allows you to activate the check reconciliation option within. Setting Up the Reconciliation Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Reconciliation tab. The Reconciliation tab appears. 3. To enable the check reconciliation option for the checks written versus the checks presented to your bank, select Use Check Reconciliation. 148 Call csg Education to schedule training!

149 User Guide 4. When complete, click Save. A dialog box appears. 5. Click Yes. Address Information The Address tab defines your club address for the. Setting Up the Address Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Address tab. The Address tab appears. 3. In the Club Name field, type the name of your club. 4. In the Address line 1 field, type the club s street address. Proprietary and Confidential 149

150 User Guide 5. If applicable, in the Address line 2 field, type additional street address information. 6. In the City, State, Zip Code fields, type the club s city, state, and zip code. 7. In the Telephone # field, type the club s main telephone number. 8. When complete, click Save. A dialog box appears. 9. Click Yes. 150 Call csg Education to schedule training!

151 User Guide Positive Pay Positive Pay is a fraud prevention service provided by Union Bank, Northern Trust, Wachovia and other banks that compares the check number and dollar amount submitted for payment against your checks issued file. Exception items are then reported to you by the bank providing this service. Setting Up the Positive Pay Tab 1. From the menu bar, select Setup and then select Control Information. The Control Information window appears. 2. Click the Positive Pay tab. The Positive Pay tab appears. 3. To enable the Positive Pay option, select Use Positive Pay. 4. From the Bank file format drop-down list, select the correct bank type. 5. In the Bank Account Number field, type the account number. 6. In the Branch Number field, type the bank branch number. This is an optional field. 7. To create a new checks issued file each time checks are processed, select Always Append to file. If this is not selected, the checks issued file is overwritten each time checks are processed. Proprietary and Confidential 151

152 User Guide 8. To include voided checks in the file, select Include Voided Checks. 9. To include wasted checks in the file, select Include Wasted Checks. 10. To add a reconciliation header, in the Reconciliation Header field, type a header. 11. When complete, click Save. A dialog box appears. 12. Click Yes. 152 Call csg Education to schedule training!

153 User Guide Accounts Payable Types allows you to setup a different AP Type for each accounts payable liability account in your general ledger company. This is initially set up during the installation process. If you need to create an additional AP Type and have questions, please contact csg Support. Creating New AP Types 1. From the menu bar, select Setup and then select AP Types. The AP Types window appears. 2. Click the New toolbar button. 3. In the Description field, type the name for this AP Type. You may use up to a maximum of 30 characters. 4. In the G/L Journal No. field, type the associated general ledger journal number. 5. From the Module to Interface drop-down list, select one of the following: Membership select if this AP Type represents payments due to another club under a reciprocal agreement None select if this AP Type does not represent a reciprocal agreement 6. If the Module to Interface field is Membership, from the Company to Interface drop-down list, select the appropriate company. This field is unavailable if None is selected. 7. If the Module to Interface field is Membership, in the Default Revenue Code field, type the membership revenue code to which this information is transferred. This field is unavailable if None is selected. 8. In the G/L Liability No. field, type the general ledger liability account number affected by accounts payable purchases and disbursements for this AP Type. Proprietary and Confidential 153

154 User Guide 9. In the G/L Discount No. field, type the general ledger account number to which the discounts taken on the invoices of this AP Type are credited. 10. In the G/L Fin. Charge No. field, type the general ledger account number to which the finance charges incurred for this AP Type are expensed. 11. In the AP Type Code field, type a one-character alpha-numeric code to represent this AP Type. This code must be a unique. 12. To save the changes, click the Save toolbar button. 13. To close the window, click the Exit toolbar button. 154 Call csg Education to schedule training!

155 User Guide Cash Types allows you to create different cash accounts for the checks processed. Creating a New Cash Type 1. From the menu bar, select Setup and then select Cash Types. The Cash Types window appears. 2. Click the New toolbar button. 3. In the G/L Asset Account field, type the general ledger asset account number affected by the Accounts Payable disbursement transactions. NOTE: Only use those general ledger cash account from which Accounts Payable can make disbursements. Do not include any cash account from which Accounts Payable is unable or even unlikely to use (specifically, payroll clearing accounts, investment options, etc). Each AP Type does not need a separate cash account. 4. The Cash Type Description field is automatically populated with the general ledger asset account description. If necessary, type a new description for this cash type. 5. From the Default drop-down list, select one of the following: Manual select to use this cash account with manual checks Computer select to use this cash account with computer checks Both Computer and Manual select to use this cash account with both manual and computer checks Proprietary and Confidential 155