MSI Accounts Payable Version 7.5

Transcription

1 MSI Accounts Payable Version 7.5 User s Guide Harris Local Government 1860 W. Winchester Road, Ste 204 Libertyville, IL Phone: (847) Fax: (847) Contents are the exclusive property of Harris Local Government COPYRIGHT ALL RIGHTS RESERVED.

2 TABLE OF CONTENTS ACCOUNTS PAYABLE LOGIN SCREEN ACCOUNTS PAYABLE MENU OPTIONS INVOICE PROCESSING INVOICE ENTRY HOW DO I MODIFY AN INVOICE? HOW DO I ENTER AN INVOICE FOR A TEMPORARY VENDOR? HOW DO I ENTER TWO INVOICE BATCHES AT THE SAME TIME? INVOICE ENTRY FROM PURCHASE ORDER UPDATE INVOICE STATUS PRINT ACCRUAL DISTRIBUTION JOURNAL POST ACCRUALS TO GENERAL LEDGER RECURRING INVOICE ENTRY GENERATING A RECURRING INVOICE CHECKS STANDARD CHECK PROCESSING PRE-CHECK RUN EDIT PRINT A DISTRIBUTION JOURNAL PRINT CHECKS PRINT DIRECT DEPOSIT REMITTANCES POST TO GENERAL LEDGER UPDATE FILES A INVALID CHECK NUMBER MESSAGE CHECK PROCESSING SUPPORT ACCOUNTS PAYABLE MANUAL CHECKS MENU ENTER MANUAL CHECK DATA PRINT MANUAL PRE-CHECK RUN EDIT PRINT A DISTRIBUTION JOURNAL POST TO GENERAL LEDGER UPDATE FILES ACCOUNTS PAYABLE CHECK RECONCILIATION MENU ENTER CLEARED CHECKS UPDATE CLEARED CHECKS ACCOUNTS PAYABLE INQUIRY MENU VENDOR INQUIRY OPEN INVOICE INQUIRY PAID INVOICE INQUIRY CHECK INQUIRY DIRECT DEPOSIT INQUIRY P-CARD INQUIRY ACCOUNT NUMBER INQUIRY ACCOUNTS PAYABLE REPORTS MENU

3 4.10 VENDOR LISTING VENDOR ANALYSIS REPORT VENDOR TAX ID REPORT OPEN INVOICE LISTING BOARD REPORTS MENU DETAIL BOARD REPORT VENDOR SUMMARY REPORT DEPARTMENT SUMMARY REPORT MANUAL CHECK BOARD REPORTS PAID INVOICE LISTING CHECK RECONCILIATION REPORT PRINT TREASURER S REPORT CHECK WARRANT LISTING AA PAID INVOICES BY ACCOUNT NUMBER AB 1099 MISC PREPARATION REPORT ACCOUNTS PAYABLE FILE MAINTENANCE MENU STATUS CODES MAINTENANCE TERMS CODES MAINTENANCE CATEGORY CODES MAINTENANCE G/L PROFILE VENDOR MAINTENANCE APPLICATION SUPPORT MENU PROCESSING MENU CREATE 1099 WORKFILE EDIT REPORT EDIT WORKFILE PRINT 1099 FORMS CREATE 1099 MISC FEDERAL MAGNETIC MEDIA BUILD A NEW FISCAL OR CALENDAR YEAR ARCHIVE REMOVE PAID INVOICES FROM HISTORY DELETE VENDORS WITH NO ACITIVY IN THE PRIOR TWO YEARS REBUILD ACCOUNTS PAYABLE MASTERS DELETE CHECK HISTORY DELETE BATCH PROJECT COSTING MENU PROJECT COSTING MENU Maintain Project Data Project Listing Report UPGRADE PROJECT FILES... Error! Bookmark not defined DIRECT DEPOSIT MENU Create Nacha File SEND REMITTANCES DIRECT DEPOSIT SYSTEM DEFAULTS REMITTANCE LAYOUT BANK CODE MAINTENANCE... Error! Bookmark not defined. 3

4 6.60 SYSTEM SET UP SYSTEM DEFAULTS SIGNATURE SET UP FILE IMPORT/EXPORT TRANSFER VENDOR NUMBER CHECK VOID CHANGE GL # ON POSTED INVOICES A BACKUP DATA FILES APPENDIX A - CHECK VOID PROCEDURES APPENDIX B PROCESSING PROCEDURES APPENDIX C - REFUND CHECKS SYSTEM UPLOAD APPENDIX D - TREASURER S REPORT PROCESSING APPENDIX E - HOW TO ACTIVATE ACCRUAL ACCOUNTING STEPS FOR THE CUSTOMER TO COMPLETE STEPS FOR MSI TO COMPLETE APPENDIX F - ACCOUNTS PAYABLE VENDOR EXPORT PROGRAM APPENDIX G - SAMPLE REPORTS... ERROR! BOOKMARK NOT DEFINED. ACCRUAL DISTRIBUTION REPORT... ERROR! BOOKMARK NOT DEFINED. ACCRUAL POSTED JOURNAL... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING PRE-CHECK EDIT... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING DIST. JOURNAL NON-ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING DIST. JOURNAL ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSNG FULL PAGE CHECK SAMPLE... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSNG STUB-CHECK-STUB SAMPLE... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING POSTED JOURNAL NON-ACCRUAL ACCOUNTING. ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING POSTED JOURNAL ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. STANDARD CHECK PROCESSING CHECK REGISTER... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING PRE-CHECK RUN EDIT... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING POSTED JOURNAL NON-ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING POSTED JOURNAL ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING POSTED JOURNAL NON-ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING POSTED JOURNAL ACCRUAL ACCOUNTING... ERROR! BOOKMARK NOT DEFINED. MANUAL CHECK PROCESSING CHECK REGISTER... ERROR! BOOKMARK NOT DEFINED. VENDOR LISTING... ERROR! BOOKMARK NOT DEFINED. VENDOR ANALYSIS REPORT... ERROR! BOOKMARK NOT DEFINED. OPEN INVOICE LISTING... ERROR! BOOKMARK NOT DEFINED. 4

5 AGING REPORTS... ERROR! BOOKMARK NOT DEFINED. DETAIL BOARD REPORT... ERROR! BOOKMARK NOT DEFINED. PAID INVOICE LISTING... ERROR! BOOKMARK NOT DEFINED. CHECK RECONCILIATION... ERROR! BOOKMARK NOT DEFINED. WARRANT LISTING... ERROR! BOOKMARK NOT DEFINED. PAID INVOICE LISTING BY ACCOUNT NUMBER... ERROR! BOOKMARK NOT DEFINED. DELETE UNUSED VENDORS... ERROR! BOOKMARK NOT DEFINED. APPENDIX G PROJECT COSTING SET UP G.01 PROJECT SET UP G.02 PROJECT CODE MAINTENANCE PROJECT CODE MAINTENANCE Maintain Project Data Project Listing Report G.11 PROJECT CODES GENERAL LEDGER MODULE G.12 PRINT CASH RECEIPTS G.13 POST CASH RECEIPTS G.20 PROJECT CODES PAYROLL MODULE G.30 PROJECT CODES PURCHASE ORDER MODULE G.31 PROJECT CODES PURCHASE ORDER ENTRY G.40 ACCOUNTS PAYABLE P-CARDS

6 ACCOUNTS PAYABLE LOGIN SCREEN Enter your assigned password, click ok or press tab then enter Note: Based on the access rights assigned to your password, different menu levels will be made available to you. 6

7 0.00 ACCOUNTS PAYABLE MENU OPTIONS This is the toolbar menu for the Accounts Payable System. You can access each option in the system here, and all processing begins with this toolbar. The following options are available: File This option exits processing from the Accounts Payable System and returns you to your desktop. Invoice This option is used to process accounts payable invoices. It allows you to enter, modify and update invoices that are processed through the system. (If you are on an accrual basis this option also allows you to post your accruals.) Check This option is used to process both standard and manual checks and perform your check reconciliation. Inquiry This menu is used to make inquiries into vendor master files, open and paid invoices and check statuses. It allows you to view the information, but no change can be made to the data with this program. Reports This menu contains the options that generate reports for the Accounts Payable System. Maintenance With this menu, the actual vendor files are entered and maintained along with any codes that are used throughout the system. 7

8 Support All processing that is normally done at the end of the year is performed through this menu. This includes printing 1099 forms and removing paid invoices from history. Help This selection offers different methods for contacting Municipal Software, Inc. and contains important program information. 8

9 1.00 INVOICE PROCESSING This toolbar option is used to enter and process accounts payable invoices. This includes the entry of Recurring Invoices. Invoices can be grouped together over a period of time (daily, weekly, etc.) and entered as a batch. Each batch is assigned a unique number that is used to access the invoices within - that group. Note: If a modified accrual based accounting system is used, this menu also has the options to post the accrual information to the General Ledger System. If you are not accrual based, the accrual distribution and posting to the General Ledger will not be available. The following options are available: Invoice Entry This option is used to enter new invoices into the system and modify current ones. Invoice Entry from Purchase Orders This option is used to enter new invoices into the system that were previously entered via the Purchase Order module. Update Invoice Status This option allows you to change the status of certain invoices in the system as they move through the approval and payment processes. Print Accrual Distribution Journal This option creates a distribution journal that indicates which invoices items will be accrued. This may include new invoices and/or new line items added to previous invoices. Post Accruals To General Ledger This program will post the distribution journal printed in option (3) to the General Ledger System. 9

10 Define Recurring Invoices This option allows you to create an invoice that is paid on a recurring schedule. It allows you to enter the invoice once and create via the schedule indicated. Generate Recurring Invoices This allows you to create the invoices defined in the recurring invoice entry INVOICE ENTRY What is Invoice Maintenance? This option allows you to add new invoices or modify current invoices in the system. The invoices are entered by batch number and then by vendor number/invoice number within the batch. How do I enter an invoice? From the Accounts Payable Toolbar Menu; click on Invoice. From the dropdown menu click Invoice Maintenance. This will take you to your invoice entry screen: Note: The invoice entry screen will be used to enter new invoices or modify existing ones. The following fields are used for invoice entry. After each field input; press tab or enter to accept the information and proceed to the next entry field. 10

11 Field Name Required Default F4 Available Source Vendor Number Yes No Yes Vendor Maintenance Invoice Number Yes No Yes Open Invoice Inquiry Status Yes Yes* Yes Status Code File 1099 Eligible No No No Print on Separate Check No No No If checked, a separate check will print for this one invoice Invoice Date Yes No No PC Date P.O. Number No No Yes Purchase order Entry Terms Code Yes Yes No Vendor Maintenance Due Date Yes Yes* No Calculated by Terms assigned in Vendor Maintenance Invoice Amount Yes No No N/A Item (Line) Yes Yes* No N/A Description No Yes* No Vendor Maintenance Account Number Yes Yes* No Vendor Maintenance Project ID No No Yes Only if Applicable Amount Yes No No N/A Number of Items N/A Yes* No N/A Invoice Balance N/A Yes No N/A * = Will default but can be overridden Batch Number This field is used as a unique identifier for the invoices being entered. Control Total This field is optional. If you chose to populate, as you enter invoices, a running total will calculate automatically. This helps to ensure the total amount of invoices entered match to total value of the batch. If the totals do not match, you will receive a warning that the control total does not match the batch total. This warning is informational only and will not stop you from processing. Vendor Number This field is used to indicate who supplied the product or service for the invoice being entered. After the correct code is entered, the description of the vendor s name will appear next to the number. Invoice Number The number that is printed on the invoice is entered here. This number is then used to identify the invoice when it is processed later. You may only use an invoice number once for the same vendor. Status If a new invoice is being entered, the code "AB" will appear indicating "Awaiting Board Approval". After the invoice is entered, this field will display the current status of the invoice. 11

12 CODE DESCRIPTION 1 AB Awaiting Approval 2 AP Approved 3? User Defined All status codes are defined through File Maintenance eligible This option allows you two ways to generate 1099 s. Option 1: if you are processing vendors using the standard 1099 procedure, this option will not affect your entry. Option 2: if you would like to pick and choose which invoices per vendor are 1099 eligible simply check the 1099 box ; then when processing 1099 s select 1099 eligible invoices. This process will only include vendors that are 1099 eligible and the invoices that are checked for Print separate check If checked, this field allows you to print an individual check for this one invoice. If you have multiple invoices and this feature is utilized, enter this invoice before all after all others for the same vendor. Invoice Date This field will default to your PC date. However, it can be changed. You will usually want to enter the date printed on the invoice. It is used to calculate the Due Date of the invoice dependent on the terms code associated with the Vendor Master. P.O. Number The purchase order number that was given to authorize the invoice is entered here. This field is designed to interface with the Municipal Software, Inc., Purchase Order Application. Terms, no entry needed The description of the payment terms given by this vendor (as entered in their vendor master file) is displayed. Due Date This date indicates when the full amount of the invoice is due to the vendor. The system automatically determines the due date according to the invoice date entered and the terms offered by the vendor. If the due date is different than the one calculated, the correct one may be entered in its place. Invoice Amount The total amount of the invoice is entered here. This figure serves as a check and balance to determine that the values entered for the detail lines equal the total amount of the invoice. 12

13 The next section is where each item on the invoice is entered as a detail line. You can be as detailed or brief as you desire. The only requirement is that the total dollar amounts entered in the Amount fields equal the Invoice Amount entered for this invoice. As each line is entered, it will move down to the next line to allow the next item to be entered. Line # This field is displayed by the system and is used to identify the detail lines. Account Number An account number can be entered, or the default General Ledger account number assigned to this vendor in their file will display here. Below the account number, the General Ledger account number description will display. Description A brief description to identify the item being paid for is entered here. The icon next to the description fields allows you to enter and extended description if needed. Once you click the icon, a box will appear for additional entry. Project # If applicable, enter or select the project id that pertains to the line item. Amount The dollar amount of the line item is entered here. Once your line item is complete, you may hit your tab key from the amount field which will highlight the add button. Another tab should be pressed to accept and save the line item. OR You may move the cursor, via your mouse, to the add button, and click to save and accept the line item. Invoice Balance to be entered This field displays the total remaining dollar value that must be entered as a line item(s) to balance the invoice. 13

14 When all items have been entered, click the ok button. This will save your invoice and allow entry of your next invoice. If all invoices have been entered, you can then click the exit button to exit the invoice entry program. - Add Button will save the line items to your invoice. - Removes (deletes) line items from your invoice detail - Add Button will save the line items to your invoice. - Exit Button exits you from the Invoice Processing option HOW DO I MODIFY AN INVOICE? From the Accounts Payable Toolbar Menu; click on the Invoice menu option. From the dropdown menu click Invoice Maintenance. This will take you to your invoice entry screen. Note: The invoice entry screen will be used to enter new invoices or modify existing ones. Enter the batch id that the invoice was entered in, tab to the Vendor Number field, and input the vendor id; tab, then enter the invoice number. This process will display the previously entered invoice. It is now ready to be modified. The following steps should be taken to modify the invoice line items. Highlight and double click the line item you wish to change; this will allow modification of your line item. Simply highlight the field you wish to change, click your add button to save your changes on the invoice (or tab to the add button to save the changes), and then click ok to save the invoice with the designated changes to the batch id. Double click line item for modification mode. (See next page) 14

15 Change required field, then click the button. 15

16 1.12 HOW DO I ENTER AN INVOICE FOR A TEMPORARY VENDOR? What is a Temporary Vendor? A temporary vendor is a participating supplier of products/service who is not used on a continual basis. From the Accounts Payable Toolbar Menu click on Invoice. From the dropdown menu click Invoice Maintenance. This will take you to your invoice entry screen. Enter your designated batch number, press tab. Your next option will be to enter a control total. This is used as a balancing option when entering a batch. If entered, this field should be entered with the total dollar amount of all invoices for this batch. If the value of the invoices you enter do not match your control total, the program will display a warning as you exit Invoice Maintenance. THIS FIELD IS OPTIONAL. For temporary vendor invoices, your vendor number will always be entered as the temporary vendor id issued in your system defaults. When entered, you will receive a pop-up box that allows you to input your vendor name and address. Once input; follow the How do I enter an Invoice procedure. During this process the program will assign temporary vendor numbers in sequential number order. The first identifier of the vendor number will begin with the temporary vendor category code assigned in your system defaults. Once the temporary vendor option is chosen and the invoice is updated, the system will set up the temporary issued vendor number as a valid vendor number which can be used again for future invoice entry. 16

17 1.13 HOW DO I ENTER TWO INVOICE BATCHES AT THE SAME TIME? From the Accounts Payable Toolbar Menu click on Invoice. From the dropdown menu click Invoice Maintenance. This will take you to your invoice entry screen. You will then be asked for a batch number. This number will identify the group of invoices to be entered. Once a batch number is input, press tab. You may have as many batch identifiers as necessary to process your invoices properly. Keep in mind this batch number is strictly informational. The only options to be used selecting the batch identifier consists of invoice updates, open invoice inquiry, or the printing of an open invoice report. If it is necessary to enter invoices from two desktops at the same time, each user should enter a unique batch number (see the examples below). Your next option will be to enter a control total. This is used as a balancing option when entering a batch. If entered, this field should be the total dollar amount of all invoices for this batch. If the value of the invoices you enter does not match your control total, the program will display a warning as you exit Invoice Maintenance. THIS FIELD IS OPTIONAL. After these entries are made, the invoice screen will appear, and you may begin entering your invoices. (Refer to: 1.10 INVOICE ENTRY for specific details on how to enter the actual invoice.) ACCRUAL BASED ACCOUNTING If you are using accrual based accounting, there are additional items to be considered. The first is that there are some limitations when modifying a current invoice. If the items on the invoice have already been included in an Accrual Distribution Journal and posted to the General Ledger, they cannot be deleted, or the line items modified. If the invoice has not been accrued, the invoice can be processed as normal. The following examples are common situations involving accrued invoices, and what can be done to solve them: A. The invoice needs to be deleted: 1. Change the Invoice Amount to $ Enter a new line item to "reverse" the accrual. The same General Ledger account number should be used. The dollar amount will be the same, but should be a negative amount of the original. 3. Repeat this for each line item on the invoice. 4. When the next Accrual Distribution Journal is posted, these expenses will be "reversed" by the negative amount. 5. After the accruals have been "reversed", the invoice can be deleted. B. The dollar amount of a specific line item on an invoice needs to be changed: 1. Change the Invoice Amount to reflect the correct total. 2. Enter a new line item to "reverse" the original accrual. The same General Ledger account number should be used. The dollar amount will be the same, but should be for a negative amount of the original. 3. Enter a new line for the correct information. 17

18 4. When the next Accrual Distribution Journal is posted, the first new line will be reversed by the negative amount, and the second new line will be accrued. C. The account number of a specific line item on an invoice needs to be changed: 1. Enter a new line item to "reverse" the original accrual. The same General Ledger account number should be used. The dollar amount will be the same, but it should be for a negative amount of the original. 2. Enter a new line for the correct information. 3. When the next Accrual Distribution Journal is posted, the first new line will be "reversed" by the negative amount, and the second new line will be accrued. D. The description of a specific line item on an invoice needs to be changed: 1. Process as normal. E. The invoice number needs to be changed: 1. Follow steps (1-5) from (A) above. 2. Reenter the invoice using the new invoice number. The second item to note is related to the fiscal period in which accrual amounts are to be posted. If two groups of invoices need to be accrued in different accounting periods, the Accrual Distribution Journal must be posted after the first group is entered, but BEFORE any of the second group is entered. The same process must be followed for posting invoices to two separate fiscal years INVOICE ENTRY FROM PURCHASE ORDER This option allows Invoice Entry from a Purchase Orders option to the Invoice menu. This option will display all of the approved POs ordered in vendor number order and an invoice template entry screen. This will allow users to Tab through the screen and assign the individual invoice numbers to the approved POs. Once the option is selected, there will be three options; Create, Skip and Invoice. Create Automatically creates the invoice with no entry required Skip Will not create an invoice, it bypasses the selected PO to allow payment at a later date Invoice Opens the Invoice Entry screen so that modification can be made if needed 18

19 Simply highlight the PO to be processed, enter the invoice number that applies and click create. (Your invoice has now be created and is ready to be paid.) 1.30 UPDATE INVOICE STATUS What is updating an Invoice Status? This program is used to update the status of invoices in the system. As the invoices move through the payment process their status changes. How do I update my Invoice Statuses? From the Accounts Payable Toolbar Menu; click on Invoice. Using the dropdown menu click Update Invoice Status. This will take you to your invoice update options. The following three options are available: Update all invoices with a specified status This method will change the status of all invoices with the same specified status to a new status. You must first enter the code of the current status to update then the code of the new status to be assigned to those invoices. This method is the broadest and normally changes the status of the largest number of invoices. Update a batch of invoices This method will change the status of all invoices within a specified batch number. You must first enter the code of the current status to update then the code of the new status to be assigned to the invoices. You then enter the number of the batch for which the change should be made to. This is normally used with prepaid checks or a manual check run. 19

20 Update invoices due by a specific date This method will change the status of all invoices due by a specified date. You must first enter the code of the current status to update. Then enter the code of the new status to be assigned, then the due date. It will change the status of all invoices due on or before that date. Display and Select AB invoices to change to AP status This method will change the status of invoices you select. Once this option is taken, the following screen will appear: 20

21 If you double click on a line item the system will then take you to the invoice entry screen. This will allow you to make any changes if necessary. Otherwise, you can highlight one or multiple line items and click the Make Status button. This will allow you to transfer your invoices from AB to AP or vise-versa. 21

22 1.40 PRINT ACCRUAL DISTRIBUTION JOURNAL This program is used to print a distribution journal that shows all General Ledger accounts that will have accrual activity posted to them. It is only used by customers on accrual based accounting. NOTE: If you are currently cashed based accounting switching to accrual based read Appendix H (page 1380 for system requirements before the switch can be made. It should be run each time invoices are entered or maintained. Expenses will not be reflected in the General Ledger System until this journal is run and posted using Post Accruals to General Ledger. 22

23 The entries that are made in Invoice Maintenance will determine what will be included in this journal. If a new invoice is entered, the account numbers for the line items on the invoice are marked as to be accrued. If a current invoice is maintained, only the new items that have not yet been accrued will be marked for accrual. This program has a cumulative effect. It will include all accounts to accrue that have been entered in Invoice Maintenance since the last time this journal was run AND posted. However, once they are posted, they will not accrue again. If you run the journal without posting it, the next time you attempt to run it, you will get this message: You will not lose the data from the previous journal. It will be combined with any new accrual items. Please note that the system allows only ONE fiscal period to be selected for each journal. If two groups of invoices need to be accrued in different accounting periods, the Accrual Distribution Journal must be posted after the first group is entered, but BEFORE any of the second group is entered. The same process must be followed with separate fiscal years. The following fields are used for printing the Accrual Distribution journal: JOURNAL # - indicates the number to be assigned to the journal to identify it within the General Ledger. NOTE: The prefix "AP" is automatically assigned to the number you enter to identify the Accounts Payable System as the journal source. 23

24 JOURNAL DATE - indicates the date on which the journal is created. ACCOUNTING PERIOD - indicates the fiscal accounting period to which this journal will be posted. This can be changed if needed. (ie. A posting needs to occur in a prior accounting period.) FISCAL YEAR - indicates the fiscal year to which this journal will be posted. BATCH NUMBER indicates a batch of invoices to be posted to the GL. If you do not enter/select a batch umber, all batches will be selected to post. INVOICE DATE RANGE indicates invoices to be posted to the GL that have an entry date within the date range you enter. After the journal is printed, it should be reviewed and checked for accuracy. Once an accurate journal has been created, you should continue to Post Accruals to the General Ledger POST ACCRUALS TO GENERAL LEDGER This program is used to post the Accrual Distribution Journal to the MSI-General Ledger System. Those customers using accrual based accounting only use it. The data in the following fields will appear automatically as they were entered when the distribution journal was printed. JOURNAL # - indicates the number to be assigned to the journal to identify it within the General Ledger, this id is created when printing the distribution journal. NOTE: The prefix "AP" is automatically assigned to the number you enter. This identifies the Accounts Payable System as the journal source. JOURNAL DATE - indicates the date on which the journal is created. 24

25 ACCOUNTING PERIOD - indicates the fiscal accounting period to which this journal will be posted. FISCAL YEAR - indicates the fiscal year to which this journal will be posted RECURRING INVOICE ENTRY What is a Recurring Invoice? Click ok and your journal will be posted to the General Ledger. A recurring invoice is an invoice that reoccurs throughout the calendar year. Typically, the general ledger account numbers are the same and the invoice is on a predefined schedule. How do I enter a recurring invoice? From the Accounts Payable Toolbar Menu; click on Invoice. From the dropdown menu click Define Recurring Invoices. This will take you to your recurring invoice entry screen. The following fields must be completed: Recurring # Identifies the next available recurring invoice number to be input. Vendor Identifies which Vendor is assigned to the invoice being entered. Invoice Day-of-Month Indicates which day the invoice is to be generated. 25

26 Due Day-of-Month Indicates the day in which the invoice is to be paid. # of Invoices to be Generated Allows you to indicate how many invoices will be generated from the recurring invoice being entered. # of Invoices Generated System used field to track how many invoices have been generated for the particular recurring invoice. Once this value has reached the # of invoices to be generated value, the creation will cease. Months to Generate (click the boxes for the appropriate months) By clicking the box, a check mark will populate the field and will indicate the months this invoice should be processed. The next section is where each item on the invoice is entered as a detail line. You can be as detailed or as brief as you desire. As each line is added, it will allow the next item to be entered. Item # This field is displayed by the system and is used to identify the number of detail lines. Description A brief description of the item is entered here to identify the line item. Account Number The default General Ledger account number assigned to this vendor in their file will display here. If the cost of this item should be assigned to a different account number, it should be entered in this field. Amount The dollar amount of the line item is entered here. The total amount is entered in this field for all line items. It is compared to the invoice amount to serve as a check and balance. Invoice Total Entered Displays an accumulated total of the entered invoice line items GENERATING A RECURRING INVOICE What is generating a Recurring Invoice? Generating a recurring invoice will create the invoices for the specified months indicated within your pre-defined recurring invoice entries that are due to be processed and paid. How do I generate a Recurring Invoice? From the Accounts Payable Toolbar Menu click on Invoice. From the dropdown menu click Generate Recurring Invoices. This will take you to your recurring invoice generation screen. 26

27 The following entry must be made: Create Invoices for the month number Input which calendar month you would like to create invoices for. This process will run through the Recurring invoices and if the month you are processing for is checked, and this invoice has not been created prior, it will create the invoice. Calendar Year Input which calendar year you would like to create invoices for Enter Batch number Used as an identifier for the invoices you are creating Select option you would like: Create invoices for all vendor(s) Clicking here will create invoice for all vendors that have a recurring invoice entered scheduled for generation within the month/year selection. Create invoices for a specified vendor Clicking here will create invoices for a specified vendor that has a recurring invoice entered scheduled for generation within the month/year selection. 27

28 2.00 CHECKS This menu is used for all check processing done in the Accounts Payable System. This includes check printing and reconciliation. The menu is divided into three options: Standard Check Processing This option includes all normally used operations to process checks. Manual Check Processing This option is used when checks are manually produced, but have to be entered in the system to indicate which invoices they have paid. It is commonly used when one or more checks have been manually typed or written. Check Reconciliation This menu is used to enter cleared checks into the system for bank reconciliation STANDARD CHECK PROCESSING What is Check Processing? Check processing generates checks to be issued for accounts payable invoices. It also contains options for voiding checks and support programs to restart check runs. All options are used for the standard check run. If you do not have the MSI-General Ledger System installed, you will skip steps to print a distribution journal and post to the General Ledger. How do I process a Standard Check run? From the Accounts Payable Toolbar Menu click on Checks. From the dropdown menu click Standard Check Processing. This will take you to your menu options for check processing. Select the menu options in the order that they appear. 28

29 2.11 PRE-CHECK RUN EDIT To begin your check processes click on Pre-Check Run Edit. This is the first step taken when printing checks. It is used to indicate the check date, the beginning check number, and which invoices to pay during this check run. NOTE: If any changes are made to the invoices after a check run is started, you must use this option again to include those changes in the check run. The data entered in the following fields will remain the same. 29

30 The following fields must be completed or the default information accepted: Beginning Check Number This field indicates the beginning number that will be given to the first check printed. Consecutive numbers will be given to each check printed after the first. Your beginning check number will depend on the type of checks you are using. Under the AP Support menu option, there is a System Default option that allows you to password protect the default account number. This eliminates individuals from changing the check number and possibly printing on the wrong checks. A password is assigned so if the check number needs to be changed you must enter the override password. Click on the Lock to enter your password. Check Run Date The date that you wish to be printed on the checks is entered in this field. Pay Invoices Due on or Before This field determines which invoices are to be paid during this check run. The system will select all open invoices that are due on or before this date that have a status of (AP) for "Awaiting Payment". If the data that appears on this listing is correct, you would then continue with option (2) and print the distribution journal if the MSI General Ledger System is installed. If not, you would continue with option (3) and print the checks, then complete the process with option (5) PRINT A DISTRIBUTION JOURNAL This step produces a report that shows what journal entries will be posted to the General Ledger after you print your checks. If you do not have the MSI General Ledger System installed, this option is not used. NOTE: You must examine this report very carefully to ensure all account distributions are accurate. If there are corrections needed, you must make them now via invoice entry PRINT CHECKS To continue to print checks, click ok from the print check screen. In this step, the checks are printed on the check forms. 30

31 If you check the box Print Vendor Comments.. any additional comments entered during invoice entry will be printed on the check stub PRINT DIRECT DEPOSIT REMITTANCES If you have vendors set up to accept payments via Direct Deposits this option is made available; if not this option will be grayed out. To save on check stock, this allows you print check remittances on 8 X 11 paper; rather than printing on an actual check. Simply click ok and select your printer. 31

32 2.15 POST TO GENERAL LEDGER To post to the General Ledger, you will need to complete the following information: Field Name Required Default F4 Available Source Journal Number Yes Yes* No PC Date Entry Date Yes Yes* No PC Date Accounting Period Yes Yes* No AP Install Fiscal Year Yes Yes* No AP Install Print Journal Yes No No N/A * = Will default but can be overridden This step makes the appropriate General Ledger journal entries for the invoices that have been paid. If the MSI General Ledger System is not installed, this option is not used UPDATE FILES This is the final step in the standard check printing process; it performs the following actions: Note: Prints a check register listing all the checks that were issued. Moves the invoices being paid in the check run from the open invoice file to the paid invoice file. Records the checks with a status of OUT (outstanding) in the check reconciliation file Adds to check amount to the vendor s Calendar Year to Date totals and Fiscal Year to Date totals If you do not complete this step before beginning another check run, then these checks will appear on the new pre-check run edit. 32

33 2.15A INVALID CHECK NUMBER MESSAGE If you receive the below message while updating checks: You will want to follow the below steps to correct the problem: 1. Select Check Inquiry from the Inquiry menu a. Select Checks within a range of check numbers and input the range of checks included in the run (you may get your range of numbers off the Pre-check Run Edit). b. Select to Include all check statuses c. Click OK to get the list of checks 2. What you will find is one or more checks within the range of the run you re trying to update already exist in the system as processed checks. The MSI-Accounts Payable system doesn t allow one check number to be used twice. 3. To correct this just re-run the entire check run on new check numbers. To do this, just start the pre-check run edit over with a new Beginning check #. Then re-run the distribution journal, print the new checks, post the checks to the GL, and update. Remember to reverse the posting of the original check run from the GL so that the posting isn t in the GL twice. 33

34 2.16 CHECK PROCESSING SUPPORT What is Check Processing Support? This option provides various processing support options such as reprinting checks and viewing check numbers. NOTE: It can be used during a standard check run after checks are printed but before they are updated. If you are unsure the cause and effect of taking this option, please call our Support Services department for assistance. How do I run the Check Processing Support? From the Accounts Payable System Main Menu, select Checks then click on Standard Check Processing. Check Processing Support is the last option on the Standard Check Processing menu. Display printed check numbers This option will display the Check #, Vendor Name, Check Status, and Check Amount of the checks in the current Standard Check Run. It will ask you for what check number you want the inquiry to begin with and then display that check number and all subsequent check numbers: Assign a single check to be reprinted If a single check has to be reprinted this option allows you to do so. So, when a check is printed incorrectly, you can reprint it instead of the entire check run. When you select option #2, the system will ask for the following detail: 1. Enter the check to be reprinted in this field, key in check number of the one check to reprint. 2. Enter the number to be assigned in this field, key in the new check number you want that check to print out on. 34

35 3. Do you want to void the spoiled check (Y/N?) if you want the system to automatically Void Spoil the check number entered into the Enter the check to be reprinted field, then select (Y)es. If you plan to do this yourself later, then select (N)o. Once you enter in the appropriate detail and select (Y)es to continue, then press RTN to exit out of Check Processing Support and return to the Accounts Payable System Main Menu. Put the check into the printer and go back under the Standard Check Processing menu and select Print Checks. When you click OK the single check will print. Once the check is reprinted, finish the check run by selecting to Post to General Ledger (if that option was not taken previous to running Check Processing Support and the MSI General Ledger System is installed) and then Update Files. Assign a group of checks to be reprinted If a group of checks need to be reprinted, then this option allows you to do so. The important thing to understand when selecting this option is that it prints all the checks from the first one that went bad all the way to the end of the check run. So, if you are printing 286 checks numbered , and check numbers are misprinted the system cannot simply reprint those checks it has to reprint all the checks starting with 1501 through When you select option #3, the system will ask for the following detail: 1. Enter the first check to reprint in this field, key in the first check number of the group that needs to be reprinted. 2. Enter the number to be assigned to the first reprinted check in this field, key in the new check number you want the check specified in the Enter the first check to reprint field to print out on. 3. Do you want to void the spoiled check (Y/N?) if you want the system to automatically Void Spoil the checks starting with the one specified in the Enter the first check to reprint field through the end of the check run, then select (Y)es. If you plan to do this yourself later, then select (N)o. 35

36 Once you enter in the appropriate detail and select (Y)es to continue, then press RTN to exit out of Check Processing Support and return to the Accounts Payable System Main Menu. Put the checks into the printer and go back under the Standard Check Processing menu and select Print Checks. When you click OK the group of checks will print. Once the checks are reprinted, finish the check run by selecting to Post to General Ledger (if that option was not taken previous to running Check Processing Support and the MSI General Ledger System is installed) and then Update Files ACCOUNTS PAYABLE MANUAL CHECKS MENU What is Manual Check Processing? This menu is used to pay existing invoices when checks are written out manually rather than allowing the system to print them. It is usually used in the interim between regular check runs when one or more checks need to be created. This menu allows you to enter the data into the system without actually using the system to produce the checks. The options are described below to explain the steps that are taken. NOTE: You must enter all invoices that were paid by the manual check(s) prior to using these options. How do I process Manual Checks? From the Accounts Payable System Main Menu click on Checks. From the dropdown menu, select Manual Check Processing. This will take you to your five menu options for check processing. To process checks manually, select the menu options in the order that they appear. 36

37 Enter Manual Check Data This is where the manually distributed check information is to be entered into the database. Print Manual Pre-Check Run Edit This is a listing of the checks entered. Review it for accuracy before proceeding. Print Distribution Journal This option produces a report that shows the amounts that will be posted to accounts in the general ledger when the next step is taken. If you do not have the MSI General Ledger System installed, skip this option. Post to General Ledger This option makes the appropriate General Ledger journal entries for the invoices that are paid. If the MSI General Ledger System is not installed, skip this option. Update Files This is the final step that takes the information entered for the checks and updates the files within the Accounts Payable System. It also prints a check register for those checks that were issued ENTER MANUAL CHECK DATA To begin your manual check process, click on enter manual check data. This is the first step taken when processing manual checks. It is used to indicate which check(s) were manually issued and what invoices they apply to. 37

38 The following information must be completed or default information accepted: Check Number Enter the number of the check you wrote. This number is usually the next consecutive number after the last computer printed check. Vendor Number Enter the number of the vendor who the check is issued to. The name of the vendor will appear to the right so you can verify your entry. Check Date The date on which the check was issued is entered here. Check Amount The amount of the check is entered here. Invoice Number The number of the invoice for which this payment is being made against is entered here. This number must be for an open invoice that is "Awaiting Payment" in the system. NOTE: You can enter an unlimited number of invoices for each vendor per check. However, all invoices must total the check amount. If you want separate checks for the same vendor, they will have to be put in separate check runs. Invoice Amount The amount of the invoice entered goes in this field to verify the correct invoice is being paid. 38

39 ACCRUAL BASED ACCOUNTING If you are using accrual based accounting, there are additional items to be considered. If an invoice for a manual check has one or more line items that are not yet accrued, it can t be processed yet as a manual check. The following message will display: ERROR: This invoice cannot be processed until all of its items have been accrued. To process the manual check, you must return to the Invoice Processing Menu, run the Print Accruals Distribution Journal, and then Post Accruals to General Ledger before entering the manual check data PRINT MANUAL PRE-CHECK RUN EDIT This program is used to create a listing of the checks you manually entered in the system. It allows you to verify the check data before it is updated. Click okay for the report to generate. If the Municipal Software, Inc. General Ledger System has been installed, you should then continue with the Print Distribution Journal program, option. If the General Ledger System has not been installed, you would then skip to the last option on the Manual Check Processing Menu. 39

40 2.23 PRINT A DISTRIBUTION JOURNAL This step produces a report that shows what journal entries will be posted to the General Ledger after you print your checks. If you do not have the MSI General Ledger System installed, this option is not used. NOTE: You must examine this report very carefully to ensure all account distributions are accurate. If there are corrections needed, you must make them now via invoice entry POST TO GENERAL LEDGER To post to the General Ledger you will need to complete the following information: 40

41 Field Name Required Default F4 Available Source Journal Number Yes Yes* No PC Date Entry Date Yes Yes* No PC Date Accounting Period Yes Yes* No AP Install Fiscal Year Yes Yes* No AP Install Print Journal Yes No No N/A * = Will default but can be overridden This step makes the appropriate General Ledger journal entries for the invoices that have been paid. If the MSI General Ledger System is not installed, this option is not used. If the Municipal Software, Inc. General Ledger System has been installed, this program is used after the Distribution Journal is printed. If the General Ledger System is not installed, this program is not used. You would continue with step (5) on the Manual Check Processing Menu to complete the check run UPDATE FILES This is the final step in the manual check process. Click ok for your manual check process to be completed. Clicking ok will perform the following actions: Moves the invoices paid in the check run from the open invoice file to the paid invoice file with a status of PD (paid). Records the check as OUT (standing) in the check reconciliation file Adds to check amount to the vendor s Calendar Year to Date totals and Fiscal Year to Date totals Prints a check register for all checks that were issued. NOTE: If you do not complete this step and begin another check run, these checks will post to the general ledger again and never update the invoice and check statuses. The data from the initial process will be lost. 41

42 2.30 ACCOUNTS PAYABLE CHECK RECONCILIATION MENU This menu is used for check reconciliation for checks issued by the Accounts Payable System. Each option is used to perform a different function so that you can keep track of the history of the checks you produce. Enter Cleared Checks This option is the first step in check reconciliation. It is used to enter the checks to be canceled and lets you indicate what their status will be after they are canceled. Update Cleared Checks This option is where the checks are actually canceled in the system and the affected files are updated ENTER CLEARED CHECKS How do I processes my Reconciled Checks? From the Accounts Payable Toolbar Menu click on Checks. From the dropdown menu click Check Reconciliation. This will take you to your two menu options for check processing. Select the menu options in the order that they appear. To begin your check reconciliation process click on Enter Cleared Checks. This program is where you select the checks you wish to cancel. It is the first step in the check reconciliation process. Reconciliation allows you to account for all checks produced by the Accounts Payable System for administrative and historic purposes. This program allows you cancel "ranges" of checks at one time to speed the process. This is because most checks, when canceled, are given the same status. 42

43 This program uses the following fields: New Status The new status that should be assigned to the range of checks is entered here. The new status can either be "CAN" for (Canceled) or "OUT" for (Outstanding). Control Total The total dollar amount of all checks to be canceled is entered here. This amount is only entered once. The system will compare this amount to the values assigned to the checks in the system to serve as a balancing tool for those to be canceled. Also, click the box for which check status you would like displayed. Once the selection is made, click ok to display all checks for the status you have selected. Once displayed you may select the checks to reconcile by double clicking the line for the check or by clicking once on the line, which will highlight the line, then click the add button. You may also select line items, if you have a group in sequential order, by highlighting the first check and then holding your shift key and highlighting the last check. This will select the first, last and all checks in between. Once selected, click your add button and all checks will be selected for reconciliation. When all checks are selected, click ok to save this information. 43

44 - Moves a check or checks from the check history file to be reconciled - Moves a check or checks from the check reconciliation back to the history file The next step in the process is to cancel the checks. This is done using the Cancel Entered Checks option on the Check Reconciliation Menu UPDATE CLEARED CHECKS In this step, the statuses of the checks entered are updated to (CAN)celled. This program indicates to the system that the checks are no longer outstanding. It is the final step in the check reconciliation process. All checks will be reconciled and the status changed once the ok button is selected. If a check is cancelled in error, this can be corrected by starting back at (2.31) Enter Cleared Checks, but rather than assign it a (CAN)celled status, assign it a (OUT)standing status. Follow it through the process. 44

45 3.00 ACCOUNTS PAYABLE INQUIRY MENU What in an Inquiry menu? This menu is used to make inquiries into various data in the system. Each option allows you to view different data tables, but no changes can be made to it. There are seven available inquiries that can be made: Vendor Inquiry This inquiry allows you to access the vendor files and view basic mailing and purchase history data. Open Invoice Inquiry This inquiry allows you to view open invoices that are in the system. You can access these by an individual batch number, vendor, or all open invoices. Paid Invoice Inquiry This inquiry allows you to view paid invoices that are in the system. Check Inquiry This inquiry allows you to view the status of checks in the system issued to pay vendor invoices. Direct Deposit Inquiry This inquiry allows you to view the status of direct deposit remittances in the system issued to pay vendor invoices. P-Card Inquiry This inquiry allows you to view the status of checks in the system issued to pay vendor invoices. Contact Support Services for further information. Account Number Inquiry This inquiry allows you to view paid invoices by a General Ledger account number. 45

46 3.10 VENDOR INQUIRY This program allows you to make inquiries as to the present status of your vendors. The information is displayed, but cannot be modified in this program. You access the vendors using their vendor numbers. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Vendor inquiry. Input the vendor number you want to inquire on (if you are not sure of the vendor number you can click the binoculars. This will retrieve all vendor files, and will allow you to select the one you want). Once selected, the following screen will appear and display your Vendor Master. If you click on the red arrow under Payment History, the system will display the invoice information that accumulated the This Fiscal year total for your selected vendor. 46

47 You may display the invoice and how it was entered by double clicking the specific line. If you click on the Copy to new invoice button, this will take the displayed information and create a new invoice for processing. You will be prompted to enter a batch number and new invoice number. Once you click ok you will be taken to the invoice entry screen to make any necessary changes before processing the payment. 47

48 3.20 OPEN INVOICE INQUIRY This program is used to make inquiries into open invoices in the system. The invoices selected will be displayed for your review, but they cannot be modified in this program. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Open Invoice inquiry. The program displays for three different methods to make inquiries. Click the line item needed, then okay: All open invoices The system will display all open invoices numerically by vendor number. Open invoices within a specified batch The system will prompt you to enter the number of the batch desired. It will then display all open invoices within that batch. Open invoices within a specified vendor The system will prompt you to enter the number of the vendor desired. This will then display all open invoices for that vendor. Open invoices within a range of dates The system will prompt you to enter the range of dates requested, the invoices are selected by invoice date, not due date. This will then display all open invoices for those dates. Once ok is selected, they display box will show the open invoices that meet your selection. 48

49 You also have the capabilities to double click an invoice and display all the details that were entered PAID INVOICE INQUIRY This option allows you to make inquiries on invoices that have been paid. It is a useful reference tool for the recent history of invoices. The data can be reviewed in this program, but no changes can be made to it. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Paid Invoice inquiry. 49

50 This option provides three methods to access the paid invoices along with four criteria options. All paid invoices Displays all invoices that have been paid to your vendors Invoices within range of check dates This option will ask you to enter the beginning and ending dates of the range you wish to review. The system will display paid invoices within that range for all vendors by vendor number. Invoices for a specified vendor This option will prompt you to enter the number of the vendor whose paid invoices you wish to view. All invoices that have been paid for that vendor will then be displayed. Invoices within a range of check dates for a specified vendor This option combines both features for the most exact inquiry. It will first ask you for the vendor number then the beginning and ending dates of the range. It will then display those paid invoices during that range of dates for the specified vendor. Invoices within a range of check number This option will prompt you to enter a beginning check number and an ending check number. All invoices that have been paid within the entered check numbers will then be displayed. Invoices within a range of invoice dates This option will prompt you to enter a beginning date and an ending date. All invoices that have an invoice date within the entered dates will then be displayed. 50

51 Invoices within a range of invoice dates for a specified vendor This option combines both features for the most exact inquiry. It will first ask you for the vendor number then the beginning and ending dates of the range of the invoice(s). It will then display those invoices during that range of dates for the specified vendor. Sort/Criteria options Sort Invoices in Check Date order This option will display the invoices in order of the issued check date. Sort Invoices in Invoice Date order This option will display the invoices in order of the invoice entry date vendors only This option will display only invoices for vendors who are to receive a (1099 option is set up under the Vendor Maintenance.) Minimum Invoice Amount This option will display only invoices for vendors whose invoice amounts are greater than the value entered. Once your selection and criteria are made, click ok to display the invoice(s). Of you click on an invoice, the system will display how the invoice was entered for payment. Double Click You may then display the actual paid invoice by double clicking a line item. 51

52 Result: 3.40 CHECK INQUIRY This program allows you to inquire into the status of accounts payable checks that are in the system. It will only display the data, and no changes can be made to it in this program. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Check Inquiry. This option provides three methods in which you can access the paid invoices, along with four criteria options. 52

53 There are two (2) different methods in which to make check inquiries: Checks within a range of check numbers This method allows you to view all checks in the system within a range of numbers. You enter the beginning and ending check numbers to specify the range. Checks within a range of dates This method allows you to view all checks in the system issued within a range of dates. You enter the beginning and ending date to specify the range. There is criteria that can be selected for the check status you would like displayed. Upon your selection, click okay, and only the checks will display with the chosen status. From your check display you can double click on a check line item to view the actual check print. 53

54 Result: From your check display you can double click on a invoice number to display the details on the invoice. 54

55 Result: 3.50 DIRECT DEPOSIT INQUIRY This program allows you to inquire into the status of accounts payable direct deposit remittances that are in the system. It will only display the data, and no changes can be made to it in this program. This option will only be available if the Direct Deposit to vendors has been activated. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Direct Deposit Inquiry This option provides two methods in which you can access the remittances. 55

56 Direct Deposits within a range of deposit numbers This method allows you to view all remittances in the system within a range of remittance numbers. You enter the beginning and ending remittance numbers to specify the range. Direct deposits within a range of dates This method allows you to view all remittances in the system issued within a range of dates. You enter the beginning and ending date to specify the range. Direct Deposits within a range of deposit numbers or within a range of dates: The options below can be used no matter which search option you select. Once your display appears you can perform the following: Result: Double Click 56

57 Result: 3.60 P-CARD INQUIRY This program allows you to inquire into the status of accounts payable direct deposit remittances that are in the system. It will only display the data, and no changes can be made to it in this program. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click P-Card inquiry ACCOUNT NUMBER INQUIRY This program allows you to inquire into the status of paid invoices that are in the system by General Ledger account number. It will only display the data, and no changes can be made to it in this program. From the Accounts Payable Toolbar Menu click on Inquiry. From the dropdown menu click Account Number Inquiry 57

58 Enter (+) for the positions to be substituted The (+) sign allows you to wildcard an account number. What this means is you fill in only the component(s) you want to focus on and wildcard the remaining. (IE. If your account number is and you only want to focus on the department code 23; you would enter your account as follows: This will run through the invoices for the dates selected and pull any paid line item with 23 in that position). Print Activity between Enter the range of checks dates that you would like to see paid items for. Enter the information for your criteria, then click ok. Example: 58

59 Result: 59

60 Result: 4.00 ACCOUNTS PAYABLE REPORTS MENU This menu contains options for the reports that are produced by the Accounts Payable System. Each has a special purpose and allows the user to generate it in a variety of ways. A brief description of each report is given below. 60

61 Vendor Listing This is a listing of vendors in the system, and the data in their files. Vendor Analysis Report This option gives a report that shows all activity for a vendor during a specified time period. Vendor Tax ID Report This option will print a report that will list vendors with Tax ID s, or if selected; Vendors with no Tax ID s. Open Invoices This report will print an open invoice listing. You tell the system which invoices to include. Board Reports This option lets you print board reports for invoices in the AB status, "Awaiting Board Approval". This includes a detailed report and a vendor summary report. Paid Invoices This report will print a paid invoice listing. You tell the system which invoices to include. Check Reconciliation A report that can be used for check reconciliation purposes is produced here. Treasurer s Report This option will print a summarized list of all activity over a specified dollar amount. Check Warrant Listing This option will print a detailed list of invoices paid in check number order. Paid Invoices by Account Number This will print a detailed list of paid invoices sorted by General Ledger account number MISC Preparation report This option will print a detailed report for Vendors who will be included in your 1099 workfile. It allows you to preview and make any necessary changes prior to creating your workfile VENDOR LISTING This option allows you to print a listing of vendors that are in the system. The listing will be prepared according to the number you enter. The following options are available. 61

62 Sort by Vendor Number This option will sort the listing according to the vendor numbers. Sort by Vendor Number This option will sort the listing alphabetically according to the vendor names If your vendor numbers begin with spaces (ex. 8501) and you wish to run a Numeric Vendor Listing, select Vendors within a specified range of numbers with a beginning number of 1 and an ending number of NOTE: We do not recommend the use of leading spaces in your vendor numbers. All Vendors If selected all vendors identified in the database will print on the report Direct Deposit Vendors If selected all vendors identified in the Vender Maintenance as a Direct Deposit Vendor will print on this report. Vendors within a range of numbers If selected, you will enter beginning and ending vendor numbers to be included on the report. This will print the beginning and ending vendor number and will include every vendor number in between. 62

63 Vendors within a range of names If selected, you will enter beginning vendor name and ending vendor name to be included on the report. This will also print every vendor name in between. The name selection will be the sort name assigned to the vendor in File Maintenance. Vendors within a specified category codes If selected, you will enter the category code, and this will print every vendor with the chosen category code assigned to it in File Maintenance. Include Address and phone # for each vendor If selected, the address and phone numbers will be included on the report. Include purchase order history If selected, this report will include this fiscal year s totals, last fiscal year s totals, and calendar year todate totals. Double space between vendor If selected, your report will be double spaced whenever a new vendor is identified. Include only 1099 eligible If selected, your report will include only vendors that have their 1099 flag in your File Maintenance set to F or S VENDOR ANALYSIS REPORT This option produces a report that shows all transactions with a vendor during a specified time period. The activity consists of all open and paid invoices that were processed for the vendor during that time period. Vendor Number This field is where you enter the number of the vendor for which the report will cover. Beginning Date The beginning date of the range for which the report will include activity is entered here. 63

64 Ending Date The ending date of the range that the report will cover is entered in this field VENDOR TAX ID REPORT This option will print a report that will list vendors with Tax ID s, or if selected; Vendors with no Tax ID s. Print Vendors with Tax ID Numbers If selected, all vendors that have their 1099 flag to F or S with an id number entered on their vendor master will print on this report. Print Vendors with No Tax ID Numbers If selected, all vendors that have do not have their 1099 flag to F or S on their vendor master will print on this report. Print Payments If selected, this will include any payments issued to a vendor within your selected date range. DO NOT Include Temporary Vendors in Report If selected, this will exclude any Vendors flagged as a temporary vendor from the report OPEN INVOICE LISTING This option will print a listing of open invoices in the system. You determine the open invoices to include by entering one of the following corresponding numbers. 64

65 All Open Invoices This method will include all open invoices in the system in the listing. Open Invoices Within a Specified Batch This method will include all open invoices within a batch by entering the number of that batch in the appropriate field. Open Invoices From a Specified Vendor This method will include all open invoices for one vendor by entering the number of that vendor in the appropriate field. Print by sort vendor name This will print the report in sort name order rather than in vendor id order BOARD REPORTS MENU This menu is used to produce reports of invoices that have a status of "Awaiting Board Approval" as of a specific date. It can then be given to the board or another administrative body for approval. Four types of reports are available. 65

66 Detail Board Report This method gives detailed information on the invoices awaiting board approval. Vendor Summary Report This method gives a summarized version of the report by vendor number. Department Summary Report This method gives a summarized version of the report by department number. Manual Detail Board Report Included only checks that were manually entered within your specified time frame 4.51 DETAIL BOARD REPORT This option lets you print a detailed board report for all open invoices with a status of AB (Awaiting Board Approval). It can then be given to the board or another administrative body for approval. Print in Vendor Number Order If selected, this report will print in Vendor ID order. Print in Vendor Name Order If selected, this report will print in Vendor Name order. If you are using alpha characters for your Vendor id, this report will automatically sort in vendor name order. Due on or Before For the date entered, this report will select any open invoices in an AB (Awaiting Board Approval) status with a due date on or before the date entered. Include GL Account Descriptions If checked, the report will include the description of the GL account number selected during invoice entry. 66

67 4.52 VENDOR SUMMARY REPORT This will print a report of all open invoices with a status of AB summarized to the vendor level. When the option is selected, the screen will ask you to enter a date. The system will then include all open invoices that are awaiting board approval, due on or before that date, on the report DEPARTMENT SUMMARY REPORT When the option is selected, the screen will ask you to enter a date. The system will then include all open invoices that are awaiting board approval, due on or before that date. 67

68 Summarize by Fund Yes/No If yes is selected the report includes a vendor summary for all invoices sorted your General Ledger fund code and a total per fund. If no is selected the report includes a vendor summary for all invoice sorted by your General Ledger department codes and a total per department MANUAL CHECK BOARD REPORTS When this option is selected, the screen will prompt you to input issued between dates. The report will then include all manual checks issued between the dates you have selected. 68

69 4.60 PAID INVOICE LISTING This option will print a listing of paid invoices in the system. The options listed below let you decide which open invoices to include in the report. The listing will be prepared according to the option you choose and the entries you make. All Paid Invoices This method will include all paid invoices in the database. Invoices Within a Specified Range of Dates This method will include all paid invoices within a range of dates. Enter the beginning and ending dates of the period you wish the listing to cover. Invoices For a Specified Vendor This method will include all paid invoices for one vendor by entering the number of that vendor in the appropriate field. Invoices Within a Range of Dates For a Specified Vendor This method will include all paid invoices for a single vendor within a range of dates. Enter the number of the desired vendor and the beginning and ending dates of the range to include. Invoices Within a Range of Check Numbers This method will include all paid invoices within a range of check numbers. 69

70 1099 Vendors only If selected, your report will include only vendors that have their 1099 flag in your File Maintenance set to F or S. Minimum Invoice Amount This will include all paid invoices greater than the amount entered. Print Summary Report This will include one line per invoice paid to a vendor CHECK RECONCILIATION REPORT This option is used to print check reconciliation reports for checks that have been issued to pay vendors. It can be used for any administrative purpose you need and can be prepared in four different manners. Checks within a range of checks numbers The system will ask you to enter the beginning and ending numbers of the range of checks you wish to include in the report. Checks within a range of dates The system will ask you to enter the beginning and ending dates for the checks you wish to include in the report. Include all checks All checks in the system will be included in this report. Include all outstanding checks All OUT standing checks in the system will be included in this report. 70

71 Include all canceled checks All CAN celed checks in the system will be included in this report. Include all voided checks All (VS, VR, VNR) voided checks in the system will be included in this report PRINT TREASURER S REPORT This report is used to print values paid to a vendor throughout a fiscal year. It will select all vendors that fall within your selected criteria. (Please see Appendix D for detailed information regarding the Treasurer s Report.) 4.90 CHECK WARRANT LISTING This option will process the paid invoice file; sorting the output of invoice detail in check number order. It will include such items as: Check Number Vendor Name Transaction Description Fund/Department Charged (Name, not number) Check total 71

72 Warrant Number This number is issued as a reference number only. (Must be numeric) Beginning Check Number The report will include the check number entered and all checks after it. Ending Check Number The report will include the check number entered and all checks before it. 4.AA PAID INVOICES BY ACCOUNT NUMBER This option will process the paid invoice file; sorting the output of invoice detail by G/L account Number. Account Number Account Name Vendor Name Vendor Number Transaction Description Check Number Check Date Item Amount 72

73 Enter (+) s for those positions to be substituted, press enter The + allow you to select a General Ledger account number or a grouping of General Ledger account numbers. ++ indicate a wildcard selection. For instance, if is selected, only accounts in fund 01, department 01 will be reported on. Beginning Check Date The report will include the date that is entered and all dates after it. Ending Check Date The report will include the date that is entered and all dates before it. 4.AB 1099 MISC Preparation report This option allows you to prepare for your 1099 season prior to beginning the process. It allows you to review how are vendors are created and make any changes necessary before creating the 1099 workfile. 73

74 Print All 1099 Vendors This will include all vendors regardless if their 1099 ID is in Federal ID format or Social Security Format. Print Only Vendors with an FEIN This will include all vendors if their 1099 ID is in Federal ID format. Print Only Vendors with an SSN This will include all vendors if their 1099 ID is in Social Security Format. Sort By: Vendor ID vs Vendor Sort Name Determines how you want to sequentially list the vendors included on the report. Print Vendors with a specific category code This will include all vendors that have the selected category code on their Vendor Master. Enter the amount which qualifies.. This will include all vendors th at have been paid above the entered qualifying amount. Check Invoices for 1099 Flag This will include all vendors that have had an invoice that was checked to be 1099 eligible during invoice entry. 74

75 5.0 ACCOUNTS PAYABLE FILE MAINTENANCE MENU This menu is used when any tables in the system are to be maintained. This includes the vendor files and all codes used in the system. These programs allow the addition, modification, and/or deletion of the data. All files maintenance must be completed before any invoice processing can begin. The following is a description of the each option. Vendor Maintenance A table for each of the supplying vendors in the Accounts Payable System is defined here. Mailing and processing information for each vendor is stored in these files. Each vendor is given a number to identify them. Status Codes These codes are used with invoices to indicate their status in the payment process at a particular time. The codes that identify the status of checks in the system are also included here. Terms Code The payment terms that have been given to you by your vendors are defined and entered here. Each term is given a code then entered in the vendor files to define the payment terms allowed. Category Code These codes can be created to classify vendors into certain categories for reporting purposes. G/L Profile Distribution This allows you to create a GL distribution template that can then be attached to a vendor for ease of invoice entry. (Note: Since all codes can be attached to a Vendor, we have moved the Vendor Maintenance to the end of this selection.) 75

76 Bank Maintenance This option is used to set up bank names and ABA numbers for the Vendors who opt to have their checks direct deposited STATUS CODES MAINTENANCE What is a Status Code? A status code is applied to an accounts payable document, such as an invoice and/or a check. It indicates to the user where the document stands in the current accounts payable cycle. The following list of standard status codes must be entered before the invoice processing can begin. Invoice Status Codes: AB = Awaiting Board Approval The invoice has not been approved for payment and will not process for payment. AP = Approved The invoice has been approved for payment and will generate a check for disbursement. PD = Paid A check has been issued and the invoice has been paid Check Status Codes: OUT = Outstanding A check has been written but has not been cashed CAN = Cancelled A check that has been written and cashed VL = Void Leader Assigned if invoices have more text then one check stub can accommodate. VS = Void Spoiled Assigned to a check used for alignment or when a check is ruined (such as a printer jam) VR = Void Reissue Assigned to a check that needs to be re-issued. Using this code will re-open the invoice for payment and (if selected) will reverse your journal entries. An example for the use of the code would be a check lost by a vendor. VNR = Void No-Reissue Assigned to a check issued in error. Using this code will void the check number, delete the invoice, and (if selected) reverse the journal entries. An example for the use of this code is if you issue a check to a wrong vendor. 76

77 NOTE: If you have an open check run, your void codes can only be used once you have updated the check run. You may enter as many status codes as you like to match the amount of control and detail you need. How do I create a Status Code? From the Accounts Payable Toolbar Menu click on Maintenance, from the dropdown menu click Status Codes. This will take you to your status code entry screen. Status Code A unique identifier to indicate the status of a check or invoice. Status Code Definition of the status code TERMS CODES MAINTENANCE What is a Terms Code? A terms code is entered on the vendor file to establish payment terms with your vendor. When an invoice is entered, the terms code will default from the vendor file and be applied to the invoice. For example, if a vendor s terms code is Net 30 Days and an invoice is entered on 4/1/00, the system will calculate a due date of 4/31/00. If no terms code is identified on the vendor file, Due Upon Receipt will default on the invoice entry, and a due date must be entered. There are no term codes defined with the installation. They must be created. 77

78 How do I create a Terms Code? From the Accounts Payable Toolbar Menu click on Maintenance, from the dropdown menu click Term Codes. This will take you to your term code entry screen. Term Code Generic description for what the payment term is. Description A description of what the term code stands for. Discount Percent Defines what type of discount may be offered to a vendor providing you pay their invoice within a specified time frame. This is informational only and will not apply any discounts to the actual invoice. Discount Days The number of days from the invoice date you have to pay in order to receive their discount. This also is informational and will not apply any discounts to the invoice. NOTE: Earned discounts must be manually entered on the invoice. Net Due Days Number of days from the invoice date that a payment is due, TAB 78

79 5.30 CATEGORY CODES MAINTENANCE What is a Category Code? A category code can be used to group vendors under one classification. For instance, if you have 20 vendors that deal with software, you may want to assign each an SFT category code and describe it as Software Distributors. This is an informational field only and may help you in structuring custom reports. You can assign up to three category codes per vendor. How do I create a Category Code? From the Accounts Payable Toolbar Menu click on Maintenance, from the dropdown menu click Category Codes. This will take you to your category code entry screen. Category Code A unique identifier to indicate a type of vendor. Category Code Definition of the identifier G/L PROFILE What is a G/L Profile? This option allows you to create a GL Template and assign it to one or multiple vendors. When performing invoice entry they system will identify there is a profile attached to a vendor and allow you the option to use the profile or not. Normally used for vendors who s invoice distribution is consistent. How do I create a G/L Profile? From the Accounts Payable Toolbar Menu click on Maintenance, from the dropdown menu click G/L Profile Distribution. This will take you to your entry screen. 79

80 Profile Number The system will sequentially apply the profile number. This is the unique identifier that will be attached to your vendor. Profile Description This a the description as to what the profile applies to. (ie. Utility bills, office supplies, ect.) Creation Date The PC date will be defaulted in this field. It simply indicates the date the profile was created. Distribution Detail Entry > GL Number > GL Description > Distribution Percentage Entry > This number will default sequentially and indicates the line item within the profile GL Number > Enter the GL account number you want to include in the profile GL Description > Defaults to the description of the account number assigned in the General Ledger Distribution Percentage > Indicates how much of the overall invoices should be applied to a line item. NOTE: The distribution percentages must equal 100% 80

81 Completed Profile 5.50 VENDOR MAINTENANCE What is a Vendor? A vendor is a participating supplier of products/services. New vendors are entered here, current vendors are maintained, and former ones are deleted. How do I create a Vendor? From the Accounts Payable Toolbar Menu click on Maintenance, from the dropdown menu click Vendors. This will take you to your vendor entry screen. 81

82 The following information needs to be completed for proper Vendor set up: Field Name Required Default F4 Available Source Vendor Number Yes No Yes Vendor Maintenance Name No No No N/A Address No No No N/A City No No No N/A State No No No N/A Zip No No No N/A Sort Name Yes Yes* No Vendor Name Terms Yes No Yes Term Code Maintenance 1099 Yes Yes* No N/A Tax ID No Yes* No N/A Default Account No No Yes GL Chart of Accounts Default No No No N/A Description Comments No No No N/A Category Code No No Yes N/A * = Will default but can be overwritten Vendor Name This is the identifying number assigned to the vendor by the customer. This field may be alpha, numeric, or alpha/numeric. The customer is in complete control on how they wish to identify their vendors. 82

83 Name The business name of the vendor is entered here. A second name line is available if you need an attention line. Standard Info: Address - The street address where the vendor is located City The city where the vendor is located State The state where the vendor is located Zip The zip code assigned to the address Telephone # - The vendor phone number including the area code Fax # - The vendor fax number including the area code Sort Name This field is used as sort criteria for vendors and other payables processing. If you have a vendor named The Data Group (which is entered on the name line), you would probably want to use Data Group as the sort name. Web Address The Web Address assigned to the vendor. Address The Address assigned to the vendor. Terms Code What the vendors payment terms are (see terms code set up) 1099 info 1099 Y/N Signifies whether a vendor receives a 1099 or not. If the vendor is to receive a 1099 enter an F or S to identify what type of format will be used. S = Social Security Format (XXX-XX-XXXX) F = FEIN format (XX-XXXXXXX) N =No no 1099 needed Tax ID This field is used for vendors that will receive a The vendors identifying number would be entered here. Default Account # (General Ledger) If a payment of an invoice is normally charged to the same general ledger account number, you can enter it here. When an invoice is being entered it will default this account number, however, it can be overridden. Default Description If a vendor usually charges for the same item, you can enter a description for that item here. This will default on the invoice but can be overridden. Comments Any comments you wish to relate to the vendor. (Informational only. Shows only on your vendor maintenance screen) 83

84 G/LProfile Assignment of the pre-defined GL Template Category code Used if you wish to categorize a group of vendors. There is an option of entering remit-to information, which can be captured on screen 2 of your vendor entry. The remit to address will be used if the checks being mailed are forwarded to a location different from the vendor address. Simply click the rolodex icon to access this option. 84

85 The following information must be completed: Field Name Required Default F4 Available Source Vendor Number Yes Yes No Screen 1, Vendor Maintenance Vendor Name Yes Yes No Screen 1, Vendor Maintenance Name No No No N/A Address No No No N/A City No No No N/A State No No No N/A Zip No No No N/A Telephone No No No N/A The vendor number and name will default from screen one. NAME The business name of the remit-to is entered here. A second name line is available if you need an attention line. STANDARD INFO: Address - The street address where the payment is to be mailed City The city where the payment is being mailed State The state where the payment is being mailed Zip The zip code assigned to the address Telephone # - The remit-to phone number including the area code The right side of the Remit To screen is used for ACH Information. This is for processing direct deposit payments to your vendors and can only be implemented upon contacting Municipal Software, Inc. 85

86 5.50 BANK MAINTENANCE What is Bank Maintenance? This is where you would set up bank information the vendors who wish to be set up on direct deposit. BANK CODE Three digit identifier for a bank name. BANK NAME ABA NUMBER The routing number associated to the bank. 86

87 87

88 6.00 APPLICATION SUPPORT MENU This menu contains programs that are used less frequently than others but are important for proper functioning of the Accounts Payable System. The following options are available: 1099 Processing Menu This menu is used to print 1099 forms for those vendors who meet the appropriate requirements at the end of the calendar year. Begin A New Fiscal Or Calendar Year This option is used at the end of each calendar and fiscal year to prepare the system for the upcoming calendar and fiscal year. Archive This option provides multiple options for removing vendor history. Project Costing Menu Using this menu you can set up project ids and track all revenues and expenses for that project. Direct Deposit Menu This is used to set up your Accounts Payable system to allow vendors to be paid via Direct Deposit. System Defaults This option defines information in the system that is used in other programs. These fields are usually defined during installation. 88

89 File Import/Export There are multiple options available to import files from a third party vendor, or to export a file to a third party vendor. Transfer Vendor Number This option allows you to transfer the history and files of a Vendor invoiced under one number to a different number. Check Void This option will create an ASCII file of the vendor master file data, which can then be imported by other application software packages. Change GL# on posted invoice Once an invoice is posted, if an adjustment is made via a journal entry in the General Ledger; this option allows you to reflect those changes on the paid invoice. Backup Data Files This option allows you to back up your entire module. Recommend to perform this function when performing large purge options or testing new functionality PROCESSING MENU This menu is used at the end of the calendar year to print 1099 forms for applicable vendors that received payments during that year. Each step that is needed to produce these forms is an option on the menu. Please review this document and all related documents thoroughly before using the program. We hope this makes your 1099 processing as trouble-free as possible. However, you are responsible for the information that appears on the 1099 forms and for any changes made to the data. If you have any questions on the information that should appear on the 1099 forms, please contact your auditor or accountant for further details. If you have any questions on how to enter or modify the data, or with the use of any programs, call MSI for further instructions so that you have a full understanding of their use and results. Create 1099 Workfile This option is used to create a workfile of the 1099 data. This allows you to begin your first new check run in January without having to print the forms. NOTE: This option must be completed BEFORE beginning a new fiscal year. Print 1099 Edit Report This option prints a report listing general information that will appear on the 1099's. This eport should be reviewed to determine the information is accurate. 89

90 Edit 1099 Workfile This program allows you to display each 1099 form and make modifications when needed. You are completely responsible for the accuracy of all data that appears on the 1099 forms. Please be extremely careful using this program. Print 1099 Forms The 1099 forms are printed using this option. The forms can be printed as many times as needed. Create 1099 Misc Federal Magnetic Media Creates a Magnetic Media file that can be transferred to participating institutes. Exit This option exits processing from the Accounts Payable System and returns you to your desktop CREATE 1099 WORKFILE This option is used to create a workfile of the 1099 information. It allows you to begin your first check run in January without having to print the 1099 forms if time does not allow. THIS PROGRAM MUST BE USED BEFORE CONTINUING WITH YOUR ACCOUNTS PAYABLE YEAREND CHECKLIST! YOU CAN RUN THIS PROGRAM ONLY ONCE! You must run the 1099 EDIT REPORT directly after this option. If there appears to be any problems, please call MSI immediately for further instructions. After you select this option, the system will display the following prompt: "Enter the amount that qualifies a vendor for receiving a 1099 form:. Enter the qualilfying amount that determines if a vendor is 1099 eligable 90

91 The minimum payment amount that qualifies a vendor to receive a 1099 is entered in this field. Those vendors who have been paid this amount or over during the last calendar year AND whose Vendor Master File has been identified with a (Y)es in the 1099 field, will be included in the workfile. If a vendor does not meet either of these requirements, they will not be included. Check Invoice for 1099 Flag if you are processing vendors using the standard 1099 procedure, this option is not needed. If you are choosing which invoices per vendor are 1099 eligible during invoice entry, then this option should be selected. NOTE: If this program is run again, the previous work file, including any modifications made in the Edit 1099 Work file, will be replaced with a new work file. NOTE: This program SHOULD NOT be used again once the program to Begin a New Calendar Year has been run EDIT REPORT This option is used to print an edit report, which allows you to review the data that will appear on the 1099 forms. It provides you with the opportunity to analyze the data in a report format rather than on the 1099 forms themselves. If any data appears incorrect, you may make modifications using the Edit 1099 Work file. This report can be run as many times as necessary and sorted either numerically by vendor number or alphabetically. 91

92 EDIT WORKFILE This program allows you to display each 1099 form on your screen and to make modifications when needed. You are responsible for the information that appears on the 1099 forms, and for any changes that are made to them. If you have any questions on the information that should appear on the 1099 forms, please contact your auditor or accountant for further details. If you have any questions on how to enter or modify the data, please call MSI for further instructions. If changes are made, the 1099 Edit Report should be run again to verify your entries. NOTE: You may create 1099 forms for vendors who were not included automatically, and delete forms for vendors who were PRINT 1099 FORMS This program is used to print the 1099 forms. It can be run as many times as necessary to accurately produce the documents. You will be asked to make entries for the following fields: 92

93 Preprinted Name? If your facility information is preprinted on your forms, check this box. If not you may manually key in your facility information. Preprinted ID# If your facility information Federal ID is preprinted on your forms, check this box. If not you may manually key in your ID. After your entries have been made, follow the instructions displayed on the screen to load the forms and print the 1099's. NOTE: When lining up the forms, printing should begin on the third form of a full sheet. The test print lines will be printed on that form, the first actual 1099 will be printed on the top of a new page. 93

94 6.15 CREATE 1099 MISC FEDERAL MAGNETIC MEDIA Enter the requested information on this option and press return. You will receive the following message: The 1099Misc MAGNETIC MEDIA FILE (1099MISC.DAT) has been created This file can now be found and transferred from your Drive letter MSI runs on\msi\custom and can be submitted via a browser. 94

95 6.20 BUILD A NEW FISCAL OR CALENDAR YEAR This option is used at the start of each calendar and fiscal year at your installation. Its purpose is to: 1) define the beginning of the calendar and fiscal years to the system and 2) clear the corresponding yearto-date accumulators in the vendor files. These options must be taken before processing occurs in the following year for the system to function correctly. The following options are taken at the appropriate times of the year. Begin a new fiscal year This option is used to define your new fiscal year to the system. It will ask you to enter the last two (2) digits of the new year in the field provided. It must be done at the end of every fiscal year before processing occurs in the new fiscal year. Begin a new calendar year This option is used to define your new calendar year to the system. This option must be taken at the end of every year in December before processing occurs in January of the new year. Begin new fiscal and calendar year This option is used if your fiscal year coincides with the calendar year. If your fiscal and calendar years are the same, this option will define them at the same time. The system will ask you to enter the last two (2) digits of the new fiscal year in the field provided. If you use this option, it must be done at the end of every year in December before processing occurs in January of the new year ARCHIVE There are multiple options allowed from this menu. Before this option is taken, you should make sure that all the data you are deleting has been backed-up in case you must retrieve it in the future. The following methods may be used: 95

96 Remove Paid Invoices from History This option will remove multiple paid invoices from the history files. Delete Vendors with no Activity in Prior Two Years This option will remove all paid invoices and vendor masters for vendors Rebuild Accounts Payable Master File This option, once a mass deletion option is taken, condenses the data files and gives back the space on your network. Delete Check History Allows you to delete checks by a range of check numbers or by a range of dates, it also allows you to delete by a specific check status. Delete Batch This will delete a batch header record and any open invoices within the batch REMOVE PAID INVOICES FROM HISTORY This option allows you to remove multiple paid invoices from the history files and may include the option to remove the vendor. NOTE: If a vendor has paid invoices applied to it you cannot delete that vendor through Vendor Maintenance. The following options are available: 96

97 Remove a single invoice This option will remove one paid invoice from the history files. It will ask you to enter the vendor number and invoice number of the invoice to delete. Remove all invoices for a single vendor This option will remove all paid invoices for one vendor. You need to enter the number of the vendor desired. Remove a fiscal group of invoices This option will remove all invoices paid during a single fiscal year. It will ask you to enter the last two (2) digits of the fiscal year desired. Remove all invoices for a category code This can be used for removing temporary vendor codes, designated as such with a common category code DELETE VENDORS WITH NO ACITIVY IN THE PRIOR TWO YEARS This option allows you to remove all paid invoices and vendors from the system that have not had a payment issued to the over the last two years. NOTE: Please read the message box carefully; if you wish to proceed, click yes and then the ok button. If you do not want to proceed, click no on the message and you will be exited of this screen. 97

98 6.33 REBUILD ACCOUNTS PAYABLE MASTERS This option, once a mass deletion option is taken, condenses the data files and gives back the space on your network. 98

99 6.34 DELETE CHECK HISTORY Allows you to delete checks by a range of check numbers or by a range of dates, it also allows you to delete by a specific check status DELETE BATCH This will delete a batch header record and any open invoices within the batch. 99

100 6.40 PROJECT COSTING MENU This menu contains programs that are used to setup, maintain, and report on Project Costing functionality in the Accounts Payable System. Before any set up can be accomplished you must go to the Support > System screen and check the box that states Allow Project Costing Functionality. The below options will then be available: Project Code Maintenance A Project Code is used to group Project detail under one heading. It is applied to an Accounts Payable invoice to indicate which Project the vendor and expenses relate. For instance, the example below shows a screen shot of a Project Code used for the building of the new Centennial Park Maintain Project Data Once Accounts Payable Invoices are entered with Project Code(s), the Project detail can be edited and viewed in this program by Project. Project Listing Report Project detail is printed with this program. There are several options for filtering the data to print only what is required, or just click OK to print the entire report. Upgrade Project Files This program can only be run by an MSI representative. It is used to upgrade the Project Files from one version of Accounts Payable to the next. 100

101 6.41 PROJECT COSTING MENU What is a Project Code? A Project Code is used to group Project detail under one heading. It is applied to an Accounts Payable Invoice to indicate which Project the vendor and expenses relate. For instance, the example below shows a screen shot of a Project Code used for the building of the new Centennial Park (Figure 6.51A): How do I create a Project code? From the Accounts Payable System Main Menu click on Support > Project Costing Menu > Project Code Maintenance; this will take you to your Project Code entry screen. Code A unique identifier for the Project, this is what will be entered in the invoice (limit 10 characters). Description Enter in the expanded definition of the Project Code (limit 20 characters). GL Account # If for a specified project it is normally expensed to the same account number, it can be entered here. This will default during invoice entry but can be overwritten. NOTE: These codes are used within Invoice Entry to indicate the Project with which the expenses are associated. 101

102 Note: If the Project field is not available in Invoice Entry as shown in Figure 6.50A, then that means Project Costing has to be activated in the system defaults. From the Accounts Payable Main Menu select Support>System Defaults and check the box next to Use Project Costing Functionality (see Figure 6.50B) Maintain Project Data This program allows changes to be made to Project Codes associated with invoice line items once those invoices have been paid (prior to being paid the Project Codes can be maintained in invoice entry). In the below example (Figure 6.52A), there are five different line items that have been entered and associated with the Centennial Park Project. If one of those lines was entered by mistake and should ve been tied to an alternate Project, this program will allow that change to be made. How do I Maintain Project Data? 1) From the bottom Display box, click on the line item to be changed. This will bring the detail to the top Entry part of the screen (Figure 6.52B): 102

103 Double Click Result: 2) Select the New Project Code by either hand-keying it into that field or by using the binoculars to select it from the lookup list (Figure 6.52C). 103

104 3) Click OK. 4) This will transfer the detail from one Project to another. In the above example the Advertising Costs were transferred from the Centennial Park Project to the Oktoberfest Project. NOTE: If a line simply needs to be removed from the Project (instead of being transferred to an alternate Project), click on the line to be removed and select the Delete button Project Listing Report This report is used to list the detail associated with a your project(s). The screen offers the following options, which can be selected to filter the results on the report (if no options are taken the report will print detail for all Projects): 104

105 Items in a Range of Dates Prints Project detail within a specified Invoice Date range. Specified Project(s) Prints Project detail on up to 10 different projects as specified by the user. Specified Vendor(s) Prints Project detail associated with up to 10 different vendors as specified by the user. Specified Account(s) Prints Project detail associated with up to 10 different general ledger account numbers as specified by the user. Specified Accounts This will include any activity for a specific GL account number Cash Receipts Only Includes any Cash receipts keyed in against a project id. 105

106 Accounts Payable Only Includes only items applied to the project id from the Accounts Payable Module. General Ledger Only Includes only items applied to the project id from the General Ledger Module. Purchase Order Only Includes only items applied to the project id from the Purchase Order Module. Subtotal for GL Accounts Includes a subtotal value for each GL account number DIRECT DEPOSIT MENU This option should be implemented with an MSI Representative. See Appendix for a detailed process. This will allow you to offer Direct Deposit to your vendors. The following options are available: 6.51 Create Nacha File This will allow you to create a file APNACHA.DAT that can be downloaded to your banks website to issue payments to your vendors. 106

107 6.52 SEND REMITTANCES This option will send an to all Vendors selected to receive a on their Vendor Master DIRECT DEPOSIT SYSTEM DEFAULTS This page must be completed before any Direct Deposits can be implemented. This includes your facilities bank information to be included in the NACHA file. 107

108 6.54 REMITTANCE LAYOUT This allows you to personalize the sent to your vendors. This is a free formatted field so any entry will be excepted. 108

109 6.60 SYSTEM SET UP These screens are set up during implementation time. When logging into the MSI system this information is read within the program to determine how you are processing. There are two options available: System Defaults When logging into the MSI system this information is read within the program to determine how you are processing. Signature Setup This option is completed if you choose to have the software print signatures on your checks. This needs to be set up by an MSI Representative SYSTEM DEFAULTS This screen is set up during implementation time. When logging into the MSI system this information is read within the program to determine how you are processing. If any changes are made you must log off of the Accounts Payable module, and then back in for the changes to be recognized. 109

110 AP Encumbrance Account Number Is for use with accrual based accounting only. This field determines the Accounts Payable account numbers that will be used when the Accrual Distribution Journal is created. "Substitution" will be used in this field. This allows you to relate the Accounts Payable number to the fund, department, class, and subclass of the expense accounts entered on the invoice. The only requirement is that the fund component must be substituted. A common scenario is listed in the example below: Example: The GL Mask for our example is FF-DD-CC-AAAA. In the chart of accounts, each fund has an "ACCOUNT PAYABLE" liability account defined. A. General Fund ACCOUNTS PAYABLE B. Water/Sewer Fund ACCOUNTS PAYABLE When the accrual distribution journal is printed, any expense from Fund 01 should be posted to (A), while any expense from Fund 02 should post to (B). This is accomplished by entering " " in the AP Account Number field. The "++" tells the system to use the fund number from the expense account number and the remaining numbers of the substitution to determine the liability number for that line item from the invoice. Expense Acct. # Description Will substitute as: Office Supplies Utilities The following also applies for substitution: 110

111 1. The Accounts Payable Liability accounts must be defined consistently across all funds, departments, classes, and subclasses. 2. It can be continued into other mask positions such as fund/department or and/department/class. Budget Warning % Determines if and when a warning should be given during Invoice Entry to indicate how the line item compares to the budgeted amount for the expense account. The system will warn the user when the amount entered for the invoice line item, plus the actual amount expended during the current fiscal year, exceeds the budgeted warning percentage entered here. Some common scenarios are listed. Example: The expense account number for our example has an actual amount expended this fiscal year of $ , and a budgeted amount of $ This is what would occur with different Budget Warning Percentages during invoice entry for different expense amounts. Budget Expense Warning % Amounts Results/Warning 00.0 % $ No warning 00.0 % $ No warning 75.0 % $ Account will be at 75.0% of its budget with an unexpended balance of $ % $ Account will be at 100.0% of its budget with an unexpended balance of $ % $ Account will be at 125.0% of its budget with an unexpended balance of $ % $ No warning % $ Account will be at 100.0% of its budget with an unexpended balance of $ % $ Account will be at 125.0% of its budget with an unexpended balance of $ % $ No warning % $ No warning % $ No warning % $ Account will be at 150.0% of its budget with an unexpended balance of $ NOTE: To deactivate this function, enter %. 111

112 Refund Checks Vendor Number This vendor number would be used when issuing a check for a temporary vendor. It allows you to manually type in Vendor information for check processing (see Invoice processing/how do I process an invoice for a temporary vendor). Also used to assign temporary vendor numbers if you are processing Refund Check Uploads. (see Application Support/Refund Check Upload) Next Available Refund Number When a Refund Upload is processed or an invoice is processed for a temporary vendor, the system will assign the next refund vendor number that is available and update this field. It will assign them in sequential number order to ensure the proper numbers are being issued. Temporary Vendor Category Code This will be stamped on the temporary vendor master file to help distinguish what vendors are temporary and which are not. You can generate reports from this field provided a custom report has been programmed. Otherwise, it is informational only. Laser Check Printing Y/N/F/D Y = Laser check print (stub in the middle) N = Dot Matrix check print F = Laser check print (check at the bottom) D = Laser check print (check at the bottom include details on the stub) Lookup Box Limit When using your binoculars on a lookup field, this indicates how many records do you want to display at first. Use Project Costing Functionality If checked, you will be able to use the Project Costing menu options Align Vendor Name in Middle of Stub If selected, this will print the vendor name in the middle of the check stub rather than on the top left hand corner, Duplicate Vendor in Invoice Entry When in invoice is entered and the OK button is selected, the last vendor id used will default in the vendor ID field for your next entry. This can be overwritten. Duplicate Due Date in Invoice Entry When in invoice is entered and the OK button is selected, the last due date entered default in the due date field for your next entry. This can be overwritten. Lock Out of Invoice Maintenance If you have more than one department/person keying invoice, this allows you to lock them out of the Invoice Menu so they are not making changes to an invoice while you re processing checks. Show Voided Check Information If checked the system will retrain any information that originally printed on the check, even if it voided. 112

113 Print Detail on Direct Deposit Remittance s If checked, when the goes to a Vendor it will include the details entered on the invoice that is being paid, otherwise; it will send summary information SIGNATURE SET UP This functionality must be set up by an MSI Representative. This will allow MSI to print signatures on your checks. Contact our Support Services if the functionality is needed FILE IMPORT/EXPORT Before taking any of these menu options they should be thoroughly discussed with an MSI Representative. This allows you to import/export files to and from third party vendors. Specific file layouts are required so some research needs to be done before these options can be activated. 113

114 6.80 TRANSFER VENDOR NUMBER This option allows you to transfer one vendor number to another and/or create new vendor numbers. Simply enter the current vendor number and press return, then enter the new vendor number you wish to merge the current vendor with or enter the new number you wish to assign to the current vendor. 114

115 This option will not only create or merge a new vendor number but it will also transfer all the historical data for the current vendor to the new vendor CHECK VOID Please see Appendix for details regarding this option. This will further explain your void options and how they will affect the Accounts Payable and GL modules CHANGE GL # ON POSTED INVOICES Once an invoice is posted, if an adjustment is made via a journal entry in the General Ledger; this option allows you to reflect those changes on the paid invoice. Once this option is taken the following screen will appear: 115

116 Vendor Enter the Vendor ID that needs the change Invoice Enter the invoice number for the Vendor selected Item # Enter the line item number for the invoice selected Orignal GL # - This will default from the original invoice New GL # - Enter the new GL number that should apply, click ok 6.1A BACKUP DATA FILES This option allows you to back up your entire module. Recommend to perform this function when performing large purge options or testing new functionality. Please contact our Support Services Department for assistance. 116

117 APPENDIX A - CHECK VOID PROCEDURES I. Voiding Vendor Checks When an AP check needs to be voided from the system, either for a standard or manual check run, the following steps are used: NOTE: NEVER attempt to void a check in a check run that has not been updated. This will cause errors which will require maintenance by MSI. Check voiding should always be done AFTER the check run is updated! A. Select the Check Void option B. Enter you check number C. If a vendor number, vendor name, and check amount are not displayed, you have entered an unprocessed check. The only status that can be assigned to this check is (VS) for VOID- SPOILED. See (E.1) below for additional information. D. If the vendor number, vendor name, and check amount are displayed, verify that the correct check number was entered. NOTE: Once a check is voided, it cannot be unvoided. See instructions under (II) below if this occurs. E. Depending on the status you select, the following will occur: 1. VS: Void Spoiled a. Changes the check status from unprocessed to VS. NOTE: This is only used if you have pre-numbered checks. NOTE: The system will not allow you to use this status for a check that has been updated. Only unprocessed checks can be given this status. 2. VR: Void-Reissue a. Changes the check status from OUT to VR. b. Removes the invoices from the paid file, and returns it to the open invoice file. The status of the invoice is changed from PD (Paid) to AP (Awaiting Payment). c. Decreases the vendors payment history by the amount of the invoice. NOTE: A message will appear to remind you to make a reversing GL journal entry to reflect this voided check. 117

118 NOTE: A new check is NOT issued automatically. You must process the invoice through a standard or manual check run to produce a new check. 3. VNR: Void-No Reissue a. Changes the check status from OUT to VNR. b. Deletes the invoice from the paid file. c. Decreases the vendor payment history by the amount of the invoice. NOTE: A message will appear to remind you to make a reversing GL journal entry to reflect this voided check. II. Voiding the Wrong Check If you have voided the wrong check number, the following steps should be followed: A. Void the check that SHOULD have been voided according to the instructions for Voiding Vendor Checks (see I above). B. Submit an RFS to MSI to have a programmer change the data file so that the incorrectly voided check is changed to (CAN)celed. NOTE: This is an optional step. However, if the status of the check is not changed, it will be referenced incorrectly as Voided. C. Process the checks manually; following the steps indicated for the void status used: 1. VR: Void-Reissue a. Process the open invoice as a manual check using a check number in either a very high or low range so that it will not interfere with future check runs. This will correct the vendor history. Ex. If the check voided was #75623, use the # as the new number. NOTE: If you do not wish to post this check to the General Ledger, you may skip the option to Post to General Ledger ( ). ALL OTHER OPTIONS on the Check Processing Menu MUST BE USED. b. Make a notation for the person that does check reconciliation indicating that the check to be canceled on the system will be different that what is returned from the bank. 2. VNR: Void-No Reissue a. Enter a new invoice for this check to replace the invoice that was not reissued when the check was voided. Use an invoice number that will not be used by the vendor in the future. Ex. If the invoice was #11555, use # as the new number. b. Process the open invoice as a manual check. See (1.a) above for further details. c. Make a notation for the person that does check reconciliation indicating that the check to be canceled on the system will be different that what is returned from the bank. 118

119 APPENDIX B PROCESSING PROCEDURES The 1099 process is a four (4) step process. You will not have to actually PRINT the 1099 forms prior to your first new calendar year check run. Each of the 4 steps will be found on the 1099 Processing Menu. Step #1 - Create 1099 Workfile Select Toolbar menu option, Application Support From your Application Support menu, 1099 processing, press enter From your 1099 processing menu select option #1 (Create 1099 workfile), press enter This will create your 1099 workfile. The Create W-2 Workfile program should be used AFTER the last check run (Standard or Manual) is processed in the current calendar year, BEFORE the first check run is started for the new calendar year, AND prior to processing Begin a New Calendar Year in MSI-Accounts Payable. The remaining steps can be processed any time after the workfile is created and verified. As a matter of practice, we recommend that users have at least two(2) system back-ups. The Create 1099 Workfile program MUST BE COMPLETED PRIOR TO CONTINUING WITH THE SUBSEQUENT STEPS. Step #2 - Print 1099 Edit Report From your 1099 processing menu select option #2 (Print 1099 Edit Report), press enter This menu option prints a columnar report of the 1099 workfile created in Step #1. This includes all vendors whose 1099-YN field has a value of Y or S AND their CALENDAR-PAID-YTD amounts are greater than the amount to qualify entered in Step #1 above. To print the vendor s TAX ID # in Social Security number format (xxx-xx-xxxx) rather than FEIN format (xx-xxxxxxx), enter S for 1099-YN field on the Vendor Master Maintenance screen. Vendors that appear on this report in error and should not receive a 1099, can be removed by changing the 1099-YN flag to N. Those vendors that do not appear on the report but should, can be added by changing the 1099-YN flag to Y or S. In either event, the Create 1099 Workfile must be re-run. NOTE: If a vendor has been coded as Y for 1099-YN and should be an S, or visa versa, the operator may correct this by changing the value in Vendor Master Maintenance and re-running the Create 1099 Workfile, or by using the Edit 1099 Workfile Option explained below. Step #3 - Edit 1099 Work File From your 1099 processing menu select option #3 (Edit 1099 Workfile), press enter 119

120 This program will allow the operator to add vendors to the 1099 workfile, remove vendors from the 1099 workfile, or modify the information stored. Please note that the BOX # field will have a default value of 0. This will set the Print 1099 to print the Non-employee Compensation field in Box #7 of the form. If a value of 1 is entered in the BOX # field, the Print 1099 option will print the 1099 Nonemployee Compensation field in Box #1 of the form, Rents. Any value other than 1 will always print in Box #7 on the form. Step #4 - Print 1099 s From your 1099 processing menu select option #4 (Print 1099 forms), press enter The Print 1099 option provides for printing on 1099 forms with a pre-printed sender s information or program printed if entered by the operator printing can be run multiple times since no updating occurs. MSI recommends that 1099s are printed to plain paper first before printing on the actual forms. 120

121 APPENDIX C - REFUND CHECKS SYSTEM UPLOAD To upload Refund Checks from a 3rd party application into the MSI-Accounts Payable System, complete the following steps: Step #1 Refund Check Upload Select main menu item #6, press enter From your Application Support menu, select item Refund Check Upload Step 2: Select the Refund Checks Upload option Step 3: Execute Refund Checks System Upload Enter the following information: 121

122 Batch #: This will be the Refund Checks batch number in the MSI-AP System. In the example above, batch R0520 will be created. It is helpful, although not required, to begin the Batch # with a specific character to help differentiate which batches were created via the Refund Checks Upload vs those that were entered manually via Invoice Entry. The R above designates that this journal was created via a recreation software system. Enter Date (MMDDYY): This will be the entry date used on the invoice. This option will compare the date entered to the PARKSAP-ENTRY-DATE field in the PARKSAP.DAT. If they match, the item will be added to the invoice batch. Accounting Period: This is the GENERAL LEDGER fiscal accounting period that will be used for the Refund Checks. Fiscal Year: This is the GENERAL LEDGER fiscal year that will be used for the Refund Checks. Upon entering C to continue, the system will display a processing screen, read the PARKSAP.DAT (see example in figure 1), and for each record with a matching entry date, will add a vendor to the Vendor Master File (see example in figure 4), and write an invoice to the Open Invoice File (see figure 5). It will then print a Refund Checks UPLOAD DISTRIBUTION report (see example in figure 2). The report will state which batch was created, the # of line items, and the batch total. These figures should be compared to an edit report from the host 3rd party application that created the PARKSAP.DAT file. Once the Refund Checks Upload Distribution report has been approved, the operator would then print the Open Invoice Listing for the batch being processed. (see figure 3). The batch can then be processed to completion (including posting the accruals to the G/L and changing the invoice status to AP from AB to process for payment). 122

123 Municipal Software, Inc. MSI-Accounts Payable User s Guide PARKSAP.DAT ======================================================================================== Johnson, Brenda 321 E. Main St Elmhurst IL60126 class cancelled Tomas, James 667 Lawrence Blvd Elmhurst IL60126 refund for one week ===================================================================================================================== 01 AP REC. 03 AP DATA. 05 PARKSAP-VENDOR-NUM PIC X(8). 05 PARKSAP-VENDOR-NAME PIC X(30). 05 PARKSAP-ADDRESS PIC X(60). 05 PARKSAP-CITY PIC X(20). 05 PARKSAP-STATE PIC XX. 05 PARKSAP-ZIP PIC 9(9). 05 PARKSAP-DESCRIPTION PIC X(20). 05 PARKSAP-INVOICE-DATE. 07 PARKSAP-INVOICE-DATE-CC PIC PARKSAP-INVOICE-DATE-YY PIC PARKSAP-INVOICE-DATE-MM PIC PARKSAP-INVOICE-DATE-DD PIC PARKSAP-ACCT-NUM PIC X(17). 05 PARKSAP-INVOICE-AMOUNT PIC 9(7)V99. FILE FORMAT: 1. ASCII Sequential bytes long 3. Terminated by CR and LF FILE LOCATION: \msi\ap

124 Municipal Software, Inc. MSI-Accounts Payable User s Guide DATE: 05/23/96 MUNICIPAL SOFTWARE, INC. PAGE: 1 TIME: 00:40:38 REFUND CHECKS UPLOAD DISTRIBUTION INVOICE BATCH # R0520 SYSTEM: ACCOUNTS PAYABLE AP ACCOUNTS PAYABLE 987 Johnson, Brenda 01 class cancelled Tomas, James 02 refund for one week TOTALS:

125 Municipal Software, Inc. MSI-Accounts Payable User s Guide DATE: 05/23/96 MUNICIPAL SOFTWARE, INC. PAGE: 1TIME: 13:33:08 OPEN INVOICE LISTING BATCH # R0520 INVOICE VENDOR # INVOICE # STATUS INV. DATE P.O.# BATCH DUE DATE INVOICE AMT/ ITEM DESCRIPTION ACCOUNT NUMBER ITEM AMT 1288 Tomas, James 02 AP 05/20/96 R /20/ refund for one week VENDOR TOTAL: Johnson, Brenda 01 AP 05/20/96 R /20/ class cancelled VENDOR TOTAL: TOTAL --- ALL INVOICES:

126 Municipal Software, Inc. MSI-Accounts Payable User s Guide APPENDIX D - TREASURER S REPORT PROCESSING 1. Report Options After selecting columnar or word wrap format, the following screen will appear: The program will prompt the operator for the following information: Fiscal Year: Enter the appropriate fiscal year you wish to report on. Include Revenues (Y/N): Enter a (Y) es if you would like to report the revenues received during the fiscal year. NOTE: the MSI-GL system must be installed to enter Y. Qualifying Amount: Enter the minimum dollar amount desired. All items in excess of this amount will be printed in detail. All items less than this amount will be summarized under a single DISBURSEMENTS UNDER line item for each fund. 126

127 Municipal Software, Inc. MSI-Accounts Payable User s Guide Include Payroll (Y/N): Enter a (Y)es if you would like to report the payroll expenses during the fiscal year. NOTE: the MSI-PR system must be installed to enter Y. If (Y)es is selected, you will be asked Do you want to print the payroll by a range? Again, if (Y)es is selected, you will them be prompted to enter your payroll category limits. 127

128 Municipal Software, Inc. MSI-Accounts Payable User s Guide This allows you to group your employees by wage brackets. Once the limits are entered you will be taken to the include expenses option. Include Expenses (Y/N): Enter a (Y)es if you would like to report the accounts payable expenses by fund during the fiscal year. Qualifying Amount: For each of the areas you would like to report on (revenues and expenses) enter the minimum dollar amount desired. All items in excess of this amount will be printed in detail. All items less than this amount will be summarized under a single DISBURSEMENTS UNDER line item for each fund. You will be asked if you wish to sort expenses by fund. If sorting by fund is not required enter (N)o; if it is required enter (Y)es. To print your Treasures Report select (Y)es from your prompt at the bottom of the screen. 128

129 Municipal Software, Inc. MSI-Accounts Payable User s Guide 2. Summary Statement Once printed, the following screen will appear: This option allows you to include additional sources for funds not tracked within the Municipal Software General Ledger application and print a Summary Statement of Condition report for publishing, NOTE: The Sources would include additional Revenue received. The Uses would include additional Expenditures. If there are no additional funding sources to record, simply tab past all fields. 3. Fund Code Maintenance In order for the Summary Statement to process correctly, Treasurers Fund Types must be set up under the Fund Code Maintenance option in your General Ledger application. 129

130 Municipal Software, Inc. MSI-Accounts Payable User s Guide Treasurers Fund Type Identifies the fund type for the treasurers report A C D E G S TE TI TP TPP AGENCY CAPITAL PROJECT DEBT SERVICE ENTERPRISE GENERAL SPECIAL REVENUE EXPENDABLE TRUST INVESTMENT TRUST PENSION TRUST PRIVATE PURPOSE TRUST 4. ASCII File of Treasurers Report After running the Treasurers Report, a copy of the information will automatically be created and stored in the ASCII file titled TREASURE.DAT. This file my then be transmitted to various third parties, such as newspapers, for their use. 5. Processing Steps: Revenues (MSI-GL) - The program will sequentially read each account number in the General Ledger chart of account for the fiscal year selected. If the account number has an Account Type of R for 130

131 Municipal Software, Inc. MSI-Accounts Payable User s Guide revenues, it will be selected for processing. The total amount of revenue for the fiscal year will be calculated. If this amount is equal to or greater than the Revenue Qualifying Amount, it will be printed as a detail line. If the total amount for the account is less than the Revenue Qualifying Amount, it will be summarized by fund under the line REVENUE COLLECTIONS UNDER and be printed at the end of each fund. Payroll (MSI-PR) - The program will sequentially read the payroll check history file for each employee. It will total all checks paid to the employee, for the fiscal year entered, based on the check date that was processed. The total amount of expense for the fiscal year will be calculated. If this amount is equal to or greater than the Payroll Qualifying Amount, it will be printed as a detail line. If the total amount for the employee is less than the Payroll Qualifying Amount, it will be summarized by fund under the line PAYROLL DISBURSEMENTS UNDER and be printed at the end of each fund. The system will then do the same processing for payroll liability checks if this feature has been implemented at your installation. Expenses (MSI-AP) - The program will sequentially read the accounts payable paid invoice history file for each vendor. It will check to determine if this invoice was paid during the fiscal year selected. Please note: the fiscal year for this option is calculated by using the check date paid, regardless of what fiscal year you posted the expenditures to in the MSI-GL. After the file has been sorted, the sorted file will be processed in fund order. The following analysis will occur: 1. If the fiscal year in the Vendor Master file is equal to the fiscal year selected above, the system will determine if the PAID THIS FISCAL YEAR field is less than the Expense Qualifying Amount. If it is, the vendor total will be accumulated with other vendors and printed at the end of the fund under the line EXPENSE DISBURSEMENTS UNDER. If the PAID THIS FISCAL YEAR field is equal to or greater the Expense Qualifying Amount, the vendor s total will be printed as a detailed line on the report. 2. If the fiscal year in the Vendor Master file is not equal to the fiscal year selected above, the system will determine if the PAID LAST FISCAL YEAR field is less than the Expense Qualifying Amount. If it is, the vendor total will be accumulated with other vendors and printed at the end of the fund under the line EXPENSE DISBURSEMENTS UNDER. If the PAID LAST FISCAL YEAR field is equal to or greater the Expense Qualifying Amount, the vendor s total will be printed as a detailed line on the report. Please note: If the total amount for a vendor, across all funds, is not less than the Expense Qualifying Amount, that vendor will be printed on its own detail line. Even though within a specific fund the individual amount is less than the Expense Qualifying Amount. 131

132 Municipal Software, Inc. MSI-Accounts Payable User s Guide 6. Report Sample 132

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135 Municipal Software, Inc. MSI-Accounts Payable User s Guide 7. State of Illinois filing requirements 135

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140 Municipal Software, Inc. MSI-Accounts Payable User s Guide APPENDIX E - HOW TO ACTIVATE ACCRUAL ACCOUNTING Activating Accrual Accounting requires efforts from both the customer and from Municipal Software. MSI should complete their steps first. STEPS FOR THE CUSTOMER TO COMPLETE In the General Ledger system: 1) Establish a single Accounts Payable Liability OFFSET Account in each fund (see example in Figure A-1). 2) 3) The Department, Class, Sub-class, and Object all need to be the same only the Fund number will differ. For example, see Figure A-2 where the Fund changes, but the Department (00), the Class (00), the Sub-class (00), and the Object (2020) all stay the same. Fund New OFFSET Account # New OFFSET Account Description 11 General Fund ACCOUNTS PAYABLE 21 Public Library ACCOUNTS PAYABLE 40 Escrow ACCOUNTS PAYABLE In the Accounts Payable system: 1) Make sure there is no open activity a. Print the Open Invoice List and make sure there are no open invoices in the system. b. Make sure there are no open standard or manual check runs. 2) In AP System Defaults found under the Support Menu set up the Accounts Payable Liability OFFSET account number with substitution (substitute the Fund portion of the account number) in the AP Encumbrance Account field. Enter pluses for the Fund number and then define the Department, Class, Sub-class, and Object setup in step #2 in the General Ledger system (see Figure A-3). 140

141 Municipal Software, Inc. MSI-Accounts Payable User s Guide 4) Test the setup a. Key in a sample invoice. Enter detail lines for each fund. b. Run the Accrual Distribution Journal and verify that all the entries appear ok and that the Journal is in balance. DO NOT POST THE JOURNAL! c. Delete the sample invoice. 5) How processing changes a. Before an invoice may be paid in either a Standard or Manual check run, that invoice must be accrued to the General Ledger. b. So, once new invoices are entered, then take the option off of the Invoice menu to Print Accrual Distribution. Once printed and reviewed for accuracy, then the option to Post Accruals to General Ledger should be taken from the Invoice menu. STEPS FOR MSI TO COMPLETE 1) MSI will need to dial into the modem machine and check the box for Accrual Based Accounting? in the APINSTAL program (see figure A-3). 141

142 Municipal Software, Inc. MSI-Accounts Payable User s Guide 142

143 Municipal Software, Inc. MSI-Accounts Payable User s Guide APPENDIX F - ACCOUNTS PAYABLE VENDOR EXPORT PROGRAM Purpose: This will aid our customers that also use the WINTERCRESS, or any other software that will accept an ASCII fixed length file as input. Scope: To Export the Vendor Master (AP dat) data into an ASCII sequential file with Carriage Return (CR) and Line Feed (LF) at the end of each record. All numeric data will be unpacked, and all data will be in the DISPLAY format. There will NOT be any EDITING or SELECTION logic performed by this program. This program will be written in COBOL and use the FD copybooks. Input: The vendor Master (AP dat see AP FD) is the only input for this project. Output: Sequential Vendor Data file (AP dat see AP FD). This is a fixed length data record, and each record in this file is terminated with a Carriage Return and Line Feed (CR & LF) as the last two bytes. Logic: Open all of the files, then read the Vendor Master (AP FD). Move and Format the data into the Sequential file (AP FD). Note, that the output date field is 8 bytes (CCYYMMDD where the CC = Century, YY=Year, MM=Month, and DD=Day), this file will be year 2000 compliant. All numeric fields will have leading zero fill and have an assumed decimal point (see record layout). Display the number of records written to the output file counter on the CRT. Close all files, and then Exit. All of the standard MSI error handling routines will apply. There is one special routine that must be used for ALL signed numeric data fields; this routine will check to see if the input numeric data field is less than zero (Negative), if so, this will strip the sign from the input and move a - to the output sign (SGN) field for that numeric field. Otherwise, this routine will strip the sign from the input and move a SPACE to the output sign (SGN) field. The reason for this type of routine is that not all programs handle a Negative amount field as COBOL (sign in the units position). This Program-Id will be AP CBL-SEQ-VEND- MSTR. This will be called via AP cbl program through AP scr menu. Also change AP cbl and AP SCR to include this as Option #9. 143

144 Municipal Software, Inc. MSI-Accounts Payable User s Guide Upon completion, the following screen will appear: 144

145 Municipal Software, Inc. MSI-Accounts Payable User s Guide ACCOUNTS PAYABLE VENDOR MASTER ASCII FILE LAYOUT AP dat Field Description Positions Length Type Notes Vendor key Alpha Vendor Name Alpha Vendor Name Alpha Vendor Address Alpha Vendor Address Alpha Vendor Zip Code Full Alpha Notel Vendor Zip Numeric CBB Vendor Zip code (5 digit) Numeric CBB Vendor Telephone # Numeric CBB Vendor Fax # Numeric CBB Vendor Sort Name Alpha 1099 Req. Y Y=Yes N=No Vendor Terms Code See your codes Vendor Default Acct.# See your accts. Vendor Default Description Alpha CBB Vendor Category Code See your codes Vendor Category Code See your codes Vendor Category Code See your codes Vendor Misc. Comments fld Any comment Last Check Number Issued Alpha Last Check Issued Date YYYYMMDD format Vendor Ident. Number SSAN/FID CBB Amounts PAID to Vendor in dollars and cents ($99,999,999.99) maximum amount) Calendar YTD nnnnnnnn.nn format Sign if Negative Last Cal YTD nnnnnnnn.nn format Sign if Negative Fiscal YTD nnnnnnnn.nn format Sign if Negative Last Fsl YTD nnnnnnnn.nn format Sign if Negative Line Feed End of Record NOTES: CBB = Can be Blank field Note = Use all eleven if using US Postal Bar Coding; otherwise use the ZIP +4 or Zip code field. 145

146 Municipal Software, Inc. MSI-Accounts Payable User s Guide APPENDIX G PROJECT COSTING SET UP Purpose: This will aid our customers with the system set up of Projects and all applications that can apply to the process. There are multiple modules that can affect your projects, this appendix will walk you through all the options. G.01 PROJECT SET UP The first item is setting up the module to allow the use of the Project Costing Functionality: From the Accounts Payable module, go to Support > System Set up > System Defaults; the following screen will appear: The Use Project Costing Functionality needs to be checked off so the Project options are available for use. NOTE: Once you have checked this box ensure you log off the AP module, and then you can log back in. This will ensure the system knows you want the option to use project codes. 146

147 Municipal Software, Inc. MSI-Accounts Payable User s Guide G.02 PROJECT Code Maintenance This option allows you to set up project codes you wish to use. The initial project code field is 10 characters long and can be alpha-numeric. This code will be available using the Accounts Payable, General Ledger, Payroll and Purchase order systems. From the Project code you will be able to see/report all revenues and expenditures assigned to the project. To set up a project code to the accounts payable module, go to the Support menu > Project Code Maintenance. The following menu will appear. 1. Project Code Maintenance A Project Code is used to group Project detail under one heading. It is applied to an Accounts Payable Invoice to indicate which Project the vendor and expenses relate. For instance, the example below shows a screen shot of a Project Code used for the building of the new Centennial Park 2. Maintain Project Data Once Accounts Payable Invoices are entered with Project Code(s), the Project detail can be edited and viewed in this program by Project. 3. Project Listing Report Project detail is printed with this program. There are several options for filtering the data to print only what is required, or just click OK to print the entire report. 4. Upgrade Project Files This program can only be run by an MSI representative. It is used to upgrade the Project Files from one version of Accounts Payable to the next. 147

148 Municipal Software, Inc. MSI-Accounts Payable User s Guide 6.03 PROJECT CODE MAINTENANCE What is a Project Code? A Project Code is used to group Project detail under one heading. When entering an Accounts Payable Invoice a Project Code can be entered against a vendor and expenses that relate to that vendor. How do I enter a Project Code? From the Accounts Payable System Main Menu click on Support > Project Costing Menu > Project Code Maintenance; this will take you to your Project Code entry screen. Code A unique identifier for the Project, this is what will be entered in the invoice (limit 10 characters). Description Enter in the expanded definition of the Project Code (limit 20 characters). GL Account # If for a specified project it is normally expensed to the same account number, it can be entered here. This will default during invoice entry but can be overwritten. NOTE: These codes are used within Invoice Entry to indicate the Project with which the expenses are associated. See Below: 148

149 Municipal Software, Inc. MSI-Accounts Payable User s Guide Note: If the Project field is not available in Invoice Entry as show, then that means Project Costing has to be activated in the system defaults. From the Accounts Payable Main Menu select Support>System Defaults and check the box next to Use Project Costing Functionality. Note: The Accounts Payable invoice does not need to be processed to apply the expense to a project. Once the invoice is entered via invoice entry, the expense(s) are applied immediately. If applied and needs correction, you may go back into invoice entry to adjust and/or remove the projec t code. Note: If your Accounts Payable invoice has been processed, you must use the Project Code Maintenance option in Accounts Payable to remove, transfer or adjust this item Maintain Project Data This program allows changes to be made to Project Codes associated with invoice line items once those invoices have been paid (prior to being paid the Project Codes can be maintained in invoice entry). In the below example, there are five different line items that have been entered and associated with the Caboose Park Playground. If one of those lines was entered by mistake and should ve been tied to an alternate Project, this program will allow that change to be made. 149

150 Municipal Software, Inc. HOW TO I MAINTAIN PROJECT DATA? MSI-Accounts Payable User s Guide 5) From the bottom Display box, click on the line item to be changed. This will bring the detail to the top Entry part of the screen: Double Click Result: 150

151 Municipal Software, Inc. MSI-Accounts Payable User s Guide 6) Select the New Project Code by either hand-keying it into that field or by using the binoculars to select it from the lookup list. 7) Click OK. 8) This will transfer the detail from one Project to another. In the above example the Fence Repair Costs were transferred from the Caboose Park Playground to the Improvements Project. NOTE: If a line simply needs to be removed from the Project (instead of being transferred to an alternate Project), click on the line to be removed and select the Delete button Project Listing Report This report is used to list the details associated with your project(s). The screen offers the following options, which can be selected to filter the results on the report (if no options are taken the report will print detail for all Projects): 151

152 Municipal Software, Inc. MSI-Accounts Payable User s Guide 1. Items in a Range of Dates Prints Project detail within a specified Invoice Date range. 2. Specified Project(s) Prints Project detail on up to 10 different projects as specified by the user. 3. Specified Vendor(s) Prints Project detail associated with up to 10 different vendors as specified by the user. 4. Specified Account(s) Prints Project detail associated with up to 10 different general ledger account numbers as specified by the user. 5. Specified Accounts This will include any activity for a specific GL account number 6. Cash Receipts Only Includes any Cash receipts keyed in against a project id. 7. Accounts Payable Only Includes only items (expenses) applied to the project id from the Accounts Payable Module. 152

153 Municipal Software, Inc. MSI-Accounts Payable User s Guide 8. General Ledger Only Includes only items (revenue) applied to the project id from the General Ledger Module. 9. Purchase Order Only Includes only items applied to the project id from the Purchase Order Module. 10. Subtotal for GL Accounts Includes a subtotal value for each GL account number. EXAMPLE REPORT Example of the Project Listing, this was processed for a specific project code, which currently has recorded expenses: G.11 PROJECT CODES GENERAL LEDGER MODULE This option allows you to track any monies that have been issued /received to complete a project. These monies are usually received via State grants or donations. To enter the revenue issued you must log into the General Ledger module. From here go to the Cash > Cash Receipt Entry Screen. 153

154 Municipal Software, Inc. MSI-Accounts Payable User s Guide The following screen will appear: This field is the identifying number of the receipt journal being entered. The prefix "CR-" will automatically be assigned to the beginning of the number. Note: Journal entries made automatically through other interfaced Municipal Software, Inc. systems will also have a corresponding prefix relevant to the system. For example, postings from Accounts Payable will have a prefix of AP. Entry Date The date the entry is made. The current date is automatically displayed but can be changed if needed. Accounting Period Specify the accounting period to which the journal should be posted. Fiscal Year Display of the fiscal year to which the entry will be posted. This defaults in based on the fiscal year signed into when logging into the General Ledger application. Control Total This field is used to enter a control total for the amount of the receipts you are entering under the current journal number. If the total amount of the receipts entered does not equal this control total, a message will appear alerting you that your totals do not match. This is simply a warning and will not stop you from process the batch of receipts. Allow Offset Override 154

155 Municipal Software, Inc. MSI-Accounts Payable User s Guide By default the offset account for the journal s entries will post to the Depository Account Number specified in the Fund s setup (Maintenance > Fund Codes): Item Number The item number indicates a detail line item in the journal. Project If you use Project Costing and want to tie this cash journal to a Project that s been defined via the MSI Accounts Payable application, then specify the project code here. Account #/Desc. The general ledger account number for the line item entered. The description of the account number will appear directly beneath it. Transaction Description Description of the line item entered. Amount The total amount of the line item. Total Cash Receipts Entered, display only The total dollar amount of the lines entered on the journal. G.12 PRINT CASH RECEIPTS WHAT IS A RECEIPT JOURNAL LISTING? This option is used to print individual cash receipts journals. It allows you to generate a printed copy of the receipts for review before they are posted to the general ledger. The listing contains all the data that is entered for the journal ID selected. HOW DO I PRINT A JOURNAL LISTING? From your General Ledger Toolbar Menu click Cash. Click on Print Cash Receipt; the following fields are used to print a cash receipt journal. After each field is input press tab to accept the information and proceed to the next field for entry 155

156 Municipal Software, Inc. MSI-Accounts Payable User s Guide Journal # The journal id number for the cash receipts you want to print. If a valid number is entered, the corresponding data for the remaining fields will be displayed. Entry Date, default only The date the journal selected was entered. Accounting Period, default only The fiscal month the journal was applied to. Fiscal Year, default only The fiscal year the journal was entered. This report can be used as a check and balance for your journal entry. G.13 POST CASH RECEIPTS WHAT IS POSTING A CASH RECEIPTS JOURNAL? This option is used to post cash receipts to the general ledger accounts numbers indicated by your cash entry. Once posted a journal is no longer considered current. The journal should be verified for accuracy before posting. If an incorrect journal is posted, an adjusting entry must be made HOW DO I POST A JOURNAL? From your General Ledger Toolbar Menu click Cash. Click on Post Cash Receipts; the following fields are used to post a cash receipt journal. After each field is input press tab to accept the information and proceed to the next field for entry. 156

157 Municipal Software, Inc. MSI-Accounts Payable User s Guide Journal # The journal id number you want to post. If a valid number is entered, the corresponding data for the remaining fields will be displayed, but can be overwritten. You can post a single journal or all open journals by simply clicking on your selection. Entry Date, default only The date the journal selected was entered. Accounting Period The fiscal month the journal is to be applied to. Fiscal Year The fiscal year the journal was entered. Print the Posted Journal? (Y/N) If you want a print out of the journal select Yes, if not select No. You may now log into your Accounts Payable module to print a project report. EXAMPLE REPORT Example of a Project Listing Report. This was processed for a specific project code which currently has recorded expenses and revenue assigned to it. 157

158 Municipal Software, Inc. MSI-Accounts Payable User s Guide G.20 PROJECT CODES PAYROLL MODULE This option allows you to track any monies that have been paid to employees to complete a project. While processing your payroll (see Payroll manual for PR processing instructions), you can assign a project code during timecard entry. You must, however; have your Payroll installation screen reflect that Project Codes are being used. To complete this task you must contact the Support Services Department. 158

159 Municipal Software, Inc. MSI-Accounts Payable User s Guide Timecard Entry: Note: The Payroll workfile does not need to be updated to apply the wages to a project. Once they are entered into timecard entry the are applied immediately. EXAMPLE REPORT Example of a Project Listing Report. This was processed for a specific project code which currently has recorded expenses, revenue and payroll assigned to it. 159

160 Municipal Software, Inc. MSI-Accounts Payable User s Guide Note: If an entry error has been made in Payroll and you have not updated your payroll, you may go back into timecard entry and correct the error. This will also adjust the project. Note: If your payroll has been updated, you must use the Project Code Maintenance option in Accounts Payable to remove, transfer or adjust this item. G.30 PROJECT CODES PURCHASE ORDER MODULE This option allows you to track an expense to a project that will follow through to the Accounts Payable processing. While entering your Requisitions/Purchase Order ( see Purchase Order manual for processing instructions), you can assign a project code during Requisition/Purchase Order entry. You must, however; have your Purchase Order System Setup screen reflect that Project Codes are being used. To complete this task you log into the Purchase Order Module > select the System Defaults option > then check the Use Project Code Functionality box. 160

161 Municipal Software, Inc. MSI-Accounts Payable User s Guide NOTE: Once you have checked this box ensure you log off the PO module, and then you can log back in. This will ensure the system knows you want the option to use project codes. G.31 PROJECT CODES PURCHASE ORDER ENTRY To enter the project code against a future expense, log into the Purchase Order module > select Requisition Entry. The following screen will appear: 161

162 Municipal Software, Inc. MSI-Accounts Payable User s Guide Simply enter the Project code that should be assinged to this item. These Project Codes can also be assigned to a Purchase Order if Requisitions are not being used. NOTE: When entering a Project Code through the Purchase Order module, nothing will be reflected on the Project until the Purchase order is applied to an Accounts Payable innvoice. 162