Tips Session: AGRIS Product Suite Customer Conference. February 16-18, San Antonio, TX

Transcription

1 Tips Session: Accounts Payable AGRIS Product Suite 2011 Customer Conference February 16-18, 2011 San Antonio, TX

2 Copyright 2011 AGRIS Inc., Alpharetta, Georgia USA. All Rights Reserved Worldwide. This bulletin contains proprietary and confidential information owned by AGRIS Inc. and which is subject to laws, regulations, and treaties and the provisions of your AGRIS Inc. license agreement. Any copying, dissemination, or use of this bulletin or its contents without prior written consent from AGRIS Inc. is expressly prohibited. Products mentioned herein may be trademarks or registered trademarks of their respective companies.

3 Table of Contents Objective Go Button Combined Voucher & Disbursement View Aging AP Vouchers & Report Stream Aging Setup Placing Aging in Report Stream Running Aging in Report Stream Check Forms How to Create Full Page Form Designing the 8.5x11 Check Form U.S. Post Office Standard on Forms Mass Reverse of Disbursements Blank Name ID for Disbursements Setting up MISC Name ID for One-Time Disbursements Using MISC Name ID for One-Time Disbursements How to Track Prepayments Process Daily Reports Printing Grain Settlement Documentation with A/P Disbursements Setting Up Accounts Payable to Print Settlement Forms Tips Session: Accounts Payable Page 3 of 30

4 Objective The Accounts Payable Tips class will cover 10 tips that will make your day-to-day work easier. Some of these tips will be quick and easy tips that you can take advantage of with no setup, just a change in how you move about the AGRIS system. Some of these tips will require changes in your setup in order to add the new feature. Our goal is for everyone to take away one new bit of knowledge that will make your work life easier and make you seem like an AGRIS guru to your fellow co-workers when you get home. Tips Session: Accounts Payable Page 4 of 30

5 1 Go Button The Go Button is a button that can be used to jump from particular inquiry screens from Package to Package. From any dialog box displaying the popup menu. Button, click on the button to display the In Accounts Payable Balance Inquiry you can go to the following: Once you select B) ACR Account Balance Inquiry you will jump to ACR Account Balance Inquiry. Then you can select any of those A) through H) and jump to those screens. This saves time and key strokes, so that you do not have to escape out of one Package and go back into another Package. Tips Session: Accounts Payable Page 5 of 30

6 2 Combined Voucher & Disbursement View This new dialog box displayss generalized voucher and disbursement information, allowing you a quick overview of your current liabilities. Benefits: Minimizes the dialog boxes that you must key through to see invoice and payment information. Minimizes keystrokes needed to provide you with important account detail information. Provides combined viewing of invoices in payments in date order so that it more easily matches a statement printout. Note: takes longer for the information to populate to the screen due to the fact that we are combining the information from two different files. Tips Session: Accounts Payable Page 6 of 30

7 Use the range selection to limit what displays to the screen by two range factors. 1. Transaction Status 1) All Transactions 2) Non-Void Transactions (screen default) 3) Void Transactions 2. Date Range of Transactions. The new table lists: Transaction Date (default sort order) Location Code Document Number Bank Code for Disbursements Current Status of Vouchers (Paid or Unpaid) Transaction Type (Voucher or Disbursement) Transaction Description (Voucher Description or Disbursement Type) Total Amount Amount Remaining (Unpaid portion of voucher or Unapplied portion of disbursement) Their Invoice Number (Vendor s Document number) Due Date (vouchers only) NOTE: 1. Use Scroll Bar to Move to see more columns 2. Hold mouse over column lines & hold down left mouse button to increase/decrease column widths. 3. Use the F12 to change the order of the columns so the fields you use display for you. All these changes only affect your workstation. To view the details of an individual transaction: Highlight a transaction. Click on Select or double click on transactions. The disbursement option takes you first to a window that shows all the payment applications of that receipt number. Tips Session: Accounts Payable Page 7 of 30

8 Select an application to drill into more detail of that disbursement record, just like you would see if displaying disbursements only. Selecting a voucher takes you directly to the voucher detail screen, just like you would see if you were displaying vouchers only. Tips Session: Accounts Payable Page 8 of 30

9 3 Aging AP Vouchers & Report Stream Aging in Accounts Payable does two things in the AGRIS system. 1. Aging of AP vouchers places the locational totals in balance. It adds up all unapplied disbursements and unpaid vouchers. If the A/P Balance Inquiry does not equal this total, then aging will correct the balance total. 2. It places an aging bucket on unpaid vouchers for analysis of payments. 3.1 Aging Setup ACP > Setup Information > General Information > Screen 2 of 3 Calculating the age category of vouchers is based on the Ending Date specified in the Aging option. Which Method Should Be Used To Age Vouchers? There are two methods to age vouchers. By Number of Days - The number of days method uses the five digits Julian date to determine the age category of a voucher. The Julian date is the day of the year. For example 17-Jul-10 is The 10 stands for the year and 199 for the 199th day of the year. By Number Months - The number of months method uses the four digits of the date the YYMM format. Which Date Should Be Used To Age Vouchers? - To determine the age category, the software may subtract either the due date or the invoices date from the aging cut-off date. Aging Period Days the number of days in the aging categories or brackets or buckets is specified in the six input fields at the bottom of the screen, if aging by number of days. If using the number of months method, the six aging input fields are not opened. Tips Session: Accounts Payable Page 9 of 30

10 ACP > Account Processing > Age Open Vouchers The aging process may be run as frequently as necessary. Run the aging after applying all credit memos and unapplied disbursements. Aging Date this is the date that is compared to either the Voucher Date field or Due Date field to determine the age category for each unpaid voucher. Name ID Number the selection of unpaid vouchers may be limited to a range of name IDs. The Name ID Number field identifies vendors as maintained in the AGRIS Name/Address System. Location Code the selection of unpaid vouchers may be limited to a range of locations. The location code field identifies the document location where the accounts payable balances are maintained. 3.2 Placing Aging in Report Stream Many of the AGRIS functions can be placed in a report stream. Your system manager may add (insert) daily, weekly, and monthly user-defined reports and functions into a report. The operator must remember to start the periodic report stream. 1 Report Streams are maintained in System Support Level so that they have access to all packages. NOTE: Any place in AGRIS that asks you to Save Parameters is saving information that will be used in report streams. 1 Report streams are maintained and run at the system support level. Please refer to the version 8 AGRIS System Software Manual. Tips Session: Accounts Payable Page 10 of 30

11 The saved parameters are used if this option is included in a report stream. AGRIS Main Menu > Maintenance > Report Stream Maintenance. Insert > you will be prompted to create the stream in front of the highlighted entry or answer NO to make it the last stream. Enter the report stream name and leave all other fields blank. Answer Y/N to Set Up a Report Stream Password? You would have to key this password in before the stream could start. The first time you start a stream, there is no reports/functions selecting. So you receive a warning that Nothing Found as specified Press enter to continue. Click OK to pass this message. Answer YES to Add a Report to the Stream? At this point you will see a listing, by package, of reports and functions that can be added to the stream. Tips Session: Accounts Payable Page 11 of 30

12 We want to add aging so find ACP > Age Open Vouchers This will place the Age Open Vouchers function into the report stream. Remember that it will use saved parameters to run by. Save/Exit to exit form Report Stream. 3.3 Running Aging in Report Stream AGRIS > Reports > Report Streams > Select Stream Answer NO to View/Edit Processing Dates. Click OK to start stream. This was a very basic report stream. Remember that many reports and functions can be added to the stream process to make your daily work life easier. Tips Session: Accounts Payable Page 12 of 30

13 4 Check Forms How to Create Full Page Form Moving from Okidata Dot matrix printing to laser printer check forms. NOTE: You can still use a dot-matrix form that is 8.5x11 inches in size. Remember that AGRIS Dot-Matrix prints check/stub or it prints stub/check. AGRIS Fixed-Font Forms cannot print the stub twice. You can use an advanced Graphic report to print two stubs. Must purchase the form or the design time. Design the form or call into support for a copy of a form to download for a fixedonce. font form that uses the laser check form but only prints the stub 4.1 Designing the 8.5x11 Check Form ACP > Forms Manager > A/P Check Form Insert a new form. Output type of 1) Fixed-Font Text Form Leave Dataset Number Blank Leave Assigned to Blank Screen 1 of 5 Give the stub 44-rows to print, whether it prints on the top of the paper or at the bottom. Tips Session: Accounts Payable Page 13 of 30

14 In the following example, the detail/stub starts printing on row 6 for 30-rows. So 36-rows for detail plus 6 at top of form 42 rows before the actual check starts printing. Screen 2 of 5 Assign a Title LASER CHECK ACCOUNTS PAYABLE CHECK Output Device where it will default to print. Print Type 0) Normal Default Leading Sign on Numeric Fields? No Replace Name ID with Alternate ID? No Create Additional Copy in Spooled Forms? - Yes/No your choice Screen 3 of 5 Leave as you find it. Tips Session: Accounts Payable Page 14 of 30

15 Screen 4 of 5 Main check printing Screen 5 of 5 Stub Detail or All Vouchers Check is paying. Tips Session: Accounts Payable Page 15 of 30

16 5 U.S. Post Office Standard on Forms There is special coding in the Report Writer that allows the City, State, Zip field option to print without extra spaces. When you are designing a form and you have the form print the City-State-Zip field, use the Field type of U, for post office Standard. Why be aware of this Type? What check looks like if you use the 0=Character Field Type. If you use the Type U=US Post Office Standard, then the field between city, state, and zip are removed. Tips Session: Accounts Payable Page 16 of 30

17 6 Mass Reverse of Disbursements Creating mass disbursements in the AGRIS system: Payment of Patronage Refunds Payment of Deferred Grain Settlements These are just a few ways that you can create mass disbursements in the AGRIS system quickly. And after creating all these disbursements, what do you do if you find that they are flawed? Checks printed off their pre-printed document number. Checks printed on wrong account date. So what do you do in the AGRIS system when you have hundreds of disbursements that need to be backed out of the system? In the past, the only option was to reverse each disbursement, one at a time. But now we have the ability to reverse disbursements in mass. ACP > Disbursements > Disbursement Processing You may reverse one disbursement at a time, or reverse multiple disbursements in a batch process. Tips Session: Accounts Payable Page 17 of 30

18 DANGER AGRIS USER DANGER!!!! Because you have the option to void multiple receipts, you should be restricted through System Security to prevent unauthorized reversal/void of invoices. Use the RULE OF THREE when using the Multiple Reverse option anywhere in the AGRIS system. RULE OF THREE Use 3-range criteria to limit data to be reversed. Also notice that there are required fields in the Reverse Multiple Disbursements option that are there to protect you from reversing too much. Location Code Bank Code Tips Session: Accounts Payable Page 18 of 30

19 7 Blank Name ID for Disbursements Your company may occasionally make disbursements to vendors that you know will not be used again. The recommended method is to add the vendor record in NAM with the status code set to T for temporary. These accounts can be purged from the dataset as necessary. Alternately, your company may use a "miscellaneous vendor" record in NAM for disbursements to one-time vendors. This name ID alone would allow edits of the name ID description and address. All other name IDs would be controlled by system security as to what edits can be done at check time. This will make a consistent audit trail and allow all other checks to be secured from editing. If a check needs to be edited, then use the miscellaneous vendor name ID. 7.1 Setting up MISC Name ID for One-Time Disbursements 1. AGRIS > Name/Address > Name/Address Maintenance > Add new name IDs 2. Enter name ID number. 3. Leave the name ID description and address fields blank. 4. Select a name ID type that places this name ID in the vendor selection range. 5. Save/Exit. 7.2 Using MISC Name ID for One-Time Disbursements Assumption is made that a voucher has already been keyed for appropriate expenses to the misc name ID. 1. AGRIS > Accounts Payable > Disbursements > Disbursement Processing > Enter Disbursements & Print Check 2. Enter misc name ID number, location code, & other required fields. Note that the name ID description and address fields are blank. Even if user does NOT have security to edit the name on the check, they will have rights. Tips Session: Accounts Payable Page 19 of 30

20 8 How to Track Prepayments The Accounts Payable prepayment option only allows a check to be issued with no assignment of what the funds are for. So how do you manage the prepayment of product/services to vendors? The answer: Purchase Orders AGRIS Inventory package has an option called Purchase Orders. These are orders for product that will be purchased or expensed to your company. 8.1 Process Issue an Inventory Purchase Order for the product or service that you are prepaying for. By keying in a purchase order you can lock in the guaranteed prepay price and mark the order so that clerks will realize it is a prepay. INV > Purchase Orders > Add new purchase order. Tips Session: Accounts Payable Page 20 of 30

21 Issue Disbursement prepay to Fuel Vendor for 10,000-gallons of fuel. ACP > Disbursements > Disbursement Processing >Enter Disbursement and Print Check Key into the Remarks a link to the Purchase Order # Print the remarks on the check form. (May have to tweak/design check form via report writer.) Tips Session: Accounts Payable Page 21 of 30

22 When the product is delivered, the stock addition will relieve the purchase order. When entering the stock addition, you will be alerted that there is a PO because it will be a searchable field for that vendor that you are keying in the stock addition for. And if you display the User Order Field #1 (aka 1 st grn ticket# in this dataset) then the clerk sees this is a prepaid item. This is their alert to apply the prepayment to the voucher. Tips Session: Accounts Payable Page 22 of 30

23 You can view detail in Accounts Payable Balance Inquiry that shows this is a prepaid voucher, to help further identify. ACP > Balance Inquiry > Fuel Vendor > Display Purchase Order ACP > Balance Inquiry > Fuel Vendor > Display Vouchers Apply the prepayment to the voucher, using the user field #1 as a limiting factor. ACP > Disbursements > Disbursement Processing > Apply Disbursements from Hold Tips Session: Accounts Payable Page 23 of 30

24 Use the Range Selection Criteria to Limit the vouchers that pop up for payment. Only the voucher that we marked Prepay is displayed for payment application. And the Prepay came from the Purchase Voucher, so it was not something that the clerk had to remember to key. It defaulted onto the invoice from the purchase order User field #1. So in the end we have: Prepaid amount tracked Amount prepaid tracked via purchase orders. Purchase Orders affect inventory balances & A/P Balances. Tips Session: Accounts Payable Page 24 of 30

25 9 Daily Reports Your business is only as good as its last backup. Every business should have a backup system in place that is backing up the system on a nightly basis. But we ve all been in the situation where: the tape backup was corrupted the raid drive had a disk go out and only a portion of the data can be recovered flood water got to the server and backup tapes the grain bin beside the office collapsed and destroyed equipment. a former employee caused some mischief upon existing the business Because of life circumstances it never hurts to have some additional backup. Because of this, a recommendation is being made to print end-of-day reports. These are not reports that you have to keep forever. But it s a quick, fast way to recover from data disasters. If it s printed out, then it can be rekeyed. Also, if it s printed out, the daily entry of information can be reviewed for errors and corrected in a timelier manner. Tips Session: Accounts Payable Page 25 of 30

26 A/P DAILY VOUCHER REPORT for a list of vouchers keyed that day. Be sure to answer YES to print G/L & Item Voucher detail. Tips Session: Accounts Payable Page 26 of 30

27 A/P DAILY DISBURSEMENT REPORT for a list of checks issued that day. Tips Session: Accounts Payable Page 27 of 30

28 10 Printing Grain Settlement Documentation with A/P Disbursements You can now print your settlement forms for commodity shipments that need to be settled, while you are disbursing A/P checks. To enable this functionality, you need to set up Accounts Payable to Print Settlement Vouchers. You can choose to create commodities settlement forms for settlements associated with disbursement checks you are printing. The settlement data is communicated to Accounts Payable to enable faster processing of payments, combining the effort of receiving the monies and generating the settlements. NOTE: Make sure settings in both packages are set up correctly. See the Commodity Management What's New Help for more information Setting Up Accounts Payable to Print Settlement Forms Complete the following procedure to enable printing settlement forms. To set up accounts payable to print settlement forms: Open the Accounts Payable - General Information Screen 3 of 3 window. Type Y in the Default Settlement Form field. Click OK. Tips Session: Accounts Payable Page 28 of 30

29 To Print Settlement Forms during A/P Disbursement Processing: 1. Open the Accounts Payable - Disbursement Processing screen. (GRN >> Disbursements >> Disbursements Processing >> 1) Enter Disbursements and Print Checks) 2. In the "Do You Wish to Print Check Forms" field, type Y. 3. Click OK. 4. Type the appropriate Remittance Form Printing Option number (1, 2, or 3). 5. In the "Print Related Commodity Settlement Forms" field, type Y. 6. Click OK. Continue with normal Disbursement Processing. 7. When the checks are ready to print, settlements associated with each check will print, automatically, following the related check. Tips Session: Accounts Payable Page 29 of 30

30 Notes Tips Session: Accounts Payable Page 30 of 30