Activant Prelude. Reconciling Vendor Invoices and Paying Vendors

Transcription

1 Activant Prelude Reconciling Vendor Invoices and Paying Vendors

2 This class is designed for Financial managers Accounts payable personnel Anyone who pays vendors or processes vendor claims

3 Objectives Set up maintenance requirements for payables Reconcile vendor invoices/vendor claims Handle discrepancies Use the Buyer Hold Merge/split receivers Enter manual invoices Select vendors/invoices for payment Void payments Use accounts payable inquiries

4 This course will NOT cover Setting up vendors Entering purchase orders Creating vendor claims G/L structure Custom modifications User-specific topics or scenarios

5 Maintenance Requirements Accounts Payable Parameters AP/PO Cost Adjustment Reason Code Maintenance User Identification Maintenance A/P Terms Maintenance Vendor Maintenance

6 Accounts Payable Parameters Invoice Margin Any discrepancy less than this amount will automatically post to the general ledger discrepancy account Max. Discrepancy Dollar The maximum amount that can post to the G/L discrepancy account Max. Discrepancy Percent The maximum percent that can post to the G/L discrepancy account

7 Accounts Payable Parameters S/R Adj Reason Code Determines if a Cost Adjustment Reason Code is required if you change a cost when reconciling a vendor invoice

8 AP/PO Cost Adjustment Reason Codes Accounts Payable > Maintenance > AP/PO Cost Adjustment Reason Maintenance

9 User Identification Maintenance Limits that can cause a vendor invoice to go on hold for a user. User Identification Maintenance > F5-Administrative

10 Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance

11 Invoice Due Date Options Due Date Set a specific due date or day of the month Net Days Allowed A set number of days past the invoice date Net Day-Of-Month and Cutoff Day (prox dating) Due date varies among 2 or 3 dates based on the invoice date and a cutoff date. If the invoice date is after the cutoff date, the due date is the net day of the following month.

12 Discount Due Date Options Discount Date Day of the month when the invoice must be paid to receive the discount Disc. Days Allowed Number of days past the invoice date after which a discount is not allowed Disc. Day-Of Month and Cutoff Day Day of the month after which discount is not allowed. Use Prox terms if payment is due the following month

13 Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance

14 Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance

15 Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance

16 Vendor Maintenance Payable Type Set in Vendor Payable Type Maintenance to classify the vendor Payable method Regular Automatic bank deduction Electronic transfer Credit card CC Payment Vendor The credit card company that you will pay Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P

17 Vendor Maintenance Status Trade Hold Inactive Pay On Receipt No Pay when reconciling Yes Pay when received Audit Require invoice information when received Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P

18 Vendor Maintenance Single Check Yes print a check for each invoice No all invoices are combined into one check Unearned Discount Days The number of days past the discount date that you will take a discount Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P

19 Vendor Maintenance Off Discount Appears when you reconcile the invoice On Discount The additional discount beyond the normal merchandise amount Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P

20 Reconciling Vendor Invoices/Claims Vendor Invoice Reconciliation Entry Handle discrepancies Use the Buyer Hold Split a receiver Merge a receiver Vendor Claim Reconciliation Entry Manual Invoice Entry

21 Vendor Invoice Reconciliation Entry Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry

22 Vendor Invoice Reconciliation Entry Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F2-Save

23 Vendor Invoice Reconciliation Entry

24 Vendor Invoice Reconciliation Entry If the difference is LESS than the Invoice Margin in A/P Parameters. If the difference is LARGER than the Invoice Margin in A/P Parameters.

25 Handling Discrepancies Re-cost the purchase order Write-off the discrepancy Generate an additional invoice to the vendor Send it to the buyer for review Accounts Payable Discrepancy Inquiry Accounts Payable Released Inquiry

26 Re-Cost the Purchase Order Vendor Invoice Reconciliation Entry > F7-Recost or From the Discrepancy Warning Box, select Recost

27 Write-Off the Discrepancy Vendor Invoice Reconciliation Entry > Discrep If the amount to write-off is less than the amount set in Accounts Payable Parameters > Max. Discrepancy Dollar Max. Discrepancy Percent Vendor Invoice Reconciliation Entry > G/L Account Write off to a General Ledger account Maximum limit set in User Identification Maintenance

28 Choose a G/L Account for Discrepancies Invoice Reconciliation Entry > F2-Save > G/L Acct

29 Invoice the Vendor Invoice Reconciliation Entry > F2-Save > Addl Inv

30 Buyer Hold Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F8-Buyer Hold

31 Accounts Payable Discrepancy Inquiry Accounts Payable > Inquiries > Accounts Payable Discrepancy Inquiry

32 Accounts Payable Released Inquiry Opens Vendor Invoice Reconciliation Entry so you can complete the reconciliation. Accounts Payable > Inquiries > Accounts Payable Released Inquiry

33 Splitting a Receiver Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F5-Split

34 Splitting a Receiver The original receiver is used for the first invoice sent by the vendor. The remaining products are assigned a new receiver number.

35 Merging Receivers First receiver number. Second receiver number. Total of the receivers. Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F6-Merge

36 Reconciling Vendor Claims Accounts Payable > AP/PO Subsystem > Vendor Claim Reconciliation > Claim Reconciliation Entry

37 Manual Invoice Entry Accounts Payable > Manual Invoice Entry

38 Manual Invoice Entry

39 Paying Vendors Select vendors/invoices for payment Auto selection Manual selection Issue payment Enter a manual check Void a payment Void a batch of payments

40 Select Vendors and Invoices for Payment R Regular A A/P floor plan F A/P floor plan (deduction) B Automatic bank deduction E Electronic funds transfer C Credit card Accounts Payable > Check Processing > Payment Selection/Print

41 Select Vendors and Invoices for Payment Due Date: Selects invoices due before this date. Discount Date: Selects invoices that must be paid by this date to get a discount. Lost Discounts: Determines if you will take discounts regardless of the date. Accounts Payable > Check Processing > Payment Selection/Print

42 Select Vendors and Invoices for Payment Allows you to enter additional criteria to select invoices. Accounts Payable > Check Processing > Payment Selection/Print

43 Selecting Invoices Automatically pay invoices Select F5-Auto Sel Uses the selection criteria entered in the header Use F7-Sel Rpt to list the selected invoices Manually select invoices Select F6-Manual Sel Manually enter vendors and invoices to pay Automatically select invoices, then add or remove invoices manually Auto-select the invoices to pay, then manually add, delete or edit the invoices

44 Auto Selecting Invoices

45 Manually Selecting Invoices Accounts Payable > Check Processing > Payment Selection/Print > F6-Manual Sel

46 Manually Selecting Invoices Accounts Payable > Check Processing > Payment Selection/Print > F6-Manual Sel > F5-Maintain Invoices

47 Paying Vendors

48 Paying Vendors Accounts Payable > Check Processing > Payment Selection/Print > F7-Sel Rpt

49 Paying Vendors Accounts Payable > Check Processing > Payment Selection/Print > F8-Print Chks

50 Paying Vendors If Batch Type is: E (Electronic funds transfer). A file is created and transmitted to your bank. B (bank deduction). The invoices are marked as paid with sequentially assigned check numbers with an A prefix. You can print, , or fax the list of invoices. C (credit card). The invoices are marked as paid with sequentially assigned check numbers with a C prefix. A new invoice is created for the CC Payment Vendor. R (regular), load the check stationary to print.

51 Record a Manual Check Accounts Payable > Check Processing > Manual Check Entry

52 Void a Payment Accounts Payable > Check Processing > Void Check Entry

53 Void a Batch of Payments Accounts Payable > Check Processing > Void Check Batch Entry

54 Accounts Payable Inquiries Accounts Payable Inquiry Vendor Invoice Inquiry Vendor Invoice History Inquiry Detail Payable Aging Inquiry A/P Transaction Inquiry Accounts Payable Check Inquiry

55 Accounts Payable Inquiry Accounts Payable > Inquiries > Accounts Payable Inquiry

56 Vendor Invoice Inquiry Accounts Payable > Inquiries > Vendor Invoice Inquiry

57 Vendor Invoice History Inquiry Accounts Payable > Inquiries > Vendor Invoice History Inquiry

58 Detail Payable Aging Inquiry Accounts Payable > Inquiries > Detail Payable Aging Inquiry

59 A/P Transaction Audit Inquiry Accounts Payable > Inquiries > A/P Transaction Audit Inquiry

60 Accounts Payable Check Inquiry Accounts Payable > Inquiries > Accounts Payable Check Inquiry

61 Summary Set up maintenance requirements for payables Reconcile vendor invoices/vendor claims Handle discrepancies Use the Buyer Hold Merge/split receivers Enter manual invoices Select vendors/invoices for payment Void payments Use accounts payable inquiries

62 For More Information On-line help keys in the Prelude Accounts Payable screens Accounts Payable and Purchasing manuals Visit Activant on the web: Prelude HTML documentation View Educational Services course offerings Search the Solutions database Submit a Support case Professional Services Sales for consultation pss@activant.com