ENTRY AND INVOICE MASTER ENTRY SCREENS: SEARCHING FOR INVOICES

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1 AR INVOICE ENTRY ENTRY AND INVOICE MASTER ENTRY SCREENS: SEARCHING FOR INVOICES Select the Invoice Entry screen from the AR menu to: Search for Accounts Receivable invoices. Enter invoice information, including invoice and shipping addresses, and item descriptions, quantities, and unit prices. Specify account codes against invoice amounts that will be encumbered. Automatically encumber invoice amounts against the specified account codes. DESCRIPTION The Invoice Master search screen displays Search Criteria fields to help you locate specific Invoices. You can use multiple criteria fields to list in the Results Grid those Invoices that meet all the criteria you specified. After you have entered/selected data in the Search Criteria fields, click the Search button to list in the Results Grid all Invoice records meeting those criteria. You can click the Clear button to remove data from all the Search Criteria fields (while the Year field is reset to the default entry). If you leave ALL the Search Criteria fields blank and click the Search button, ALL the Invoice records to which you have access will be listed in the Results Grid. Leave any field blank to disregard it as Search Criteria. SEARCH CRITERIA FIELDS Year Select a fiscal year for which to search for invoices. By default, the current fiscal year (established on the Fund Accounting Parameters screen) is automatically entered. Delete the entry in this Year field (leave blank) to include in the Results Grid invoices from any fiscal year. If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed.

2 User (conditionally accessible) Display ONLY, if you access the Accounts Receivable Invoices Entry search screen; your own login displays. If you access the Admin Functions > Invoice Master Entry search screen, select a user name to list in the Results Grid those invoices added by the user you select; leave blank to include Invoices from ALL users. Building Select a building for which to search for invoices. Leave blank to include ALL buildings. The drop down list box includes only the buildings to which the specified User (based on Login) has Security access. Batch # Enter a specific batch number in which to search for invoices. Leave blank to include invoices from any batch. Date Range Enter a date range in which to search for invoices. Invoice # Range Enter a beginning and ending Invoice number for the number range in which to search for invoices. Vendor Select a Vendor (established in the Vendor directory) to search for Invoice records from that particular requisitioner. NOTE: When you view or edit a Invoice, the drop down list box displays an 'I' for inactive vendors an 'A' for active ones. Because you cannot Add or Copy a Invoice for inactive vendors, they are excluded from the drop down list box during an Add or Copy process. Approval Level To search for records at a particular Invoice level of approval, enter it in the text field. Print Date To search for Purchase Orders that were printed on a specific date, enter the date in MM/DD/YYYY format. Leave blank to disregard the Print Date as search criteria. Status Select an option to search for Invoice records that are either 'Suspended' or 'Open'; leave blank to disregard as search criteria. Click the Search button to list in the Results Grid those Invoice/Req records that meet your search criteria. THE RESULTS GRID The Results Grid lists the records that meet your Search Criteria. By default, the records are sorted by Invoice #; click any column heading in the Results Grid to sort the listed records based on that criterion. Click the Refresh button to return the listed records to the default sort order (Invoice#).

3 To view an Invoice, double-click on its Invoice#; the Accounts Receivable Invoices record displays in view/edit mode. Note that you can right-click, instead, to copy the selected record's data to a new record. You can also Add, Edit, and Delete Purchase Order records. You will ONLY be able to add, update, and/or review invoices from buildings for which you have Security access. If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed. If an Account Code is locked in the CSIU Fund Accounting application, it typically cannot be used, posted, or transferred. In most cases, a record cannot be saved when a locked account code is selected. The Find window displays the Lock status of an account code, which displays in red when locked. When you select the Invoice Entry from the AR menu, the Accounts Receivable Invoices screen displays, which allows you to specify a fiscal year. Use the Invoice Entry screen and its related tabs to enter invoice information including account codes, amounts to be encumbered, invoice and shipping address, item descriptions, quantities, and unit prices. Invoice amounts are automatically encumbered when you save the Accounts Receivable Invoices record if the Auto Encumber Invoices field on the Year Assignments/Accounts Receivable tab is set to Y for yes, regardless of the level of approval of the user entering the invoice. Many parameters related to entering and printing invoices are specified on the Year Assignments/Accounts Receivable tab and on the Fund Accounting Parameters/Global Invoice Defaults tab. To make invoices easy to maintain and organize, the information is grouped into four separate pages or tabs of related information. Each tab is connected by the Invoice Number and Fiscal Year. Therefore, when you open the Invoice Entry screen specific invoice information can be added/accessed by clicking on the appropriate tabs. You can generate Invoices by selecting the Print Invoices option. ADDING AN INVOICE RECORD

4 Before you can record information for an invoice, you may need to create a record to identify the invoice and assign an invoice number that will be used to link all related pages of information. To create a new invoice record, click the Add Inv at the bottom of the Invoice Master screen, choose the fiscal year for the invoice, and complete the following fields: Year Code Display Only. Displays the fiscal year that was selected on the Accounts Receivable Fiscal Year Parameters screen. You cannot add, edit, or delete an invoice with a locked or archived fiscal year. Building Required. Select a building for which to add this invoice. Depending on your security permissions, you may be limited in which buildings you can select. Inv # Required. Enter an invoice number, up to eight characters. Defaults to the next invoice number if the Auto-Assign Invoice # on the Year Assignments directory. Date Required. Enter the issue date of the invoice. Default is the current date, change as necessary. The date needs to be within the current fiscal year (as established on the Fund Accounting Parameters screen). Customer # Required. Enter a valid customer code. Defaults to the previously displayed vendor. If you do not know the code, right-click in the field to display the Find Window. The Vendor (in the Vendor Directory) must be either Custom or both. Description Display Only. Displays the item account. Approved Display Only. Displays the date in which this Invoice was approved. Items Display Only. Displays the total amount of the invoice, when you click the Accept button after entering the unit price Invoice Items tab. Accts Display Only. Displays the total amount of accounts or line item account records specified, when you click the Accept button on the Invoice Accounts or the Line Item Accounts tabs. Line Item Invoice Select this checkbox option to alternate the Invoice Item style from the default style, which is established on the Year Assignments/Accounts Receivable tab. Show closed and Deleted Invoices (at the bottom of the screen) Select this checkbox option to view closed and deleted invoices that are at or below

5 your level of approval. At the top of the Invoice Entry screen, the words "Closed Invoice" or "Deleted Invoice" display in red, as applicable. INVOICE ENTRY RELATED TABS After you have created a purchase order record, you can use the related tabs to add pertinent information. Use the Invoice to tab to specify general information for the invoice, including shipping and invoice addresses. Use the Invoice Items tab to identify each item, and its cost, included in the invoice. Optionally, specify a message to be included in the invoice. Use the Invoice Accounts tab or the Line Item Accounts tab to identify account codes against which invoice amounts will be encumbered. The appropriate tab will be enabled, depending on whether or not you use line item invoices, or allow alternate invoice styles.

6 INVOICE ENTRY/INVOICE TO TAB Use the Invoice To tab to: Specify general information for the invoice, including shipping and invoice addresses. DESCRIPTION The Invoice To tab is the first tab of the Invoice Entry screen. Enter general information such as the customer's address and invoice number. Only one shipping and invoice record can exist for an invoice; therefore, you should make any additions/changes to the information as it displays on the screen. To add or change information on an existing invoice, locate the appropriate record by clicking the Find button. Note that the Query-by-Example feature can also be used. If you Right-click the Query button more search options become available. If no record exists, click the Add button to add a blank invoice and complete the fields at the top of the screen. DATA ENTRY FIELDS Invoice To This field is automatically populated when you make an entry in the Customer # field at the top of the screen. You can modify this information by updating the Vendor Directory. Attn/Dept Enter up to 30 characters in this field to display with the "Invoice To" name on reports, including any Printed Invoice, Manually Encumbered Invoice, Invoice Entry Proof, Customer Statement, and Open Invoice Report. Name This field is automatically populated when you make an entry in the Customer # field at the top of the screen. You can modify this information by updating the Vendor Directory. Address 1 / 2 / 3 This field is automatically populated when you make an entry in the Customer # field at the top of the screen. You can modify this information by updating the Vendor Directory. City This field is automatically populated when you make an entry in the Customer # field at the top of the screen. The State and ZIP code also display in the adjacent fields. You can modify this information by updating the Vendor Directory. Phone This field is automatically populated when you make an entry in the Customer # field at the top of the screen. You can modify this information by updating the Vendor Directory.

7 Ship To Enter a vendor code where the invoice should be sent if the location is different than that of the Invoice To vendor (established in the Vendor Directory). If you do not know the code, right-click in the field to display the Find Window. Name Enter the full name of the Ship To customer, up to 30 characters. Address 1 / 2 / 3 Enter the street address of the Ship To customer, up to 30 characters each. City Enter the city address of the customer, up to 20 characters. In the adjacent fields, select the state and enter a ZIP code. Phone Enter telephone number (including area code) of the customer to whom items on this invoice should be shipped. Attention Enter the name of person, up to 20 characters, to whose attention the invoice should be shipped. When Invoices are printed, this name prints in the Attn: field on the invoices. Up to 20 characters. Ship Mode Enter method of shipment, up to 20 characters. Entries might include UPS, ground, or Federal Express. When invoices are printed, this entry prints in the Ship via field on the invoice. Notes Enter miscellaneous note to display on the invoice for customer's information, up to 65 characters. PO Number Enter the customer s purchase order number associated with this invoice, up to eight characters. Print Acct $ Amts Select this checkbox option if account information (amounts posted to accounts) should print on the invoice. Leave blank to prevent the customer from seeing amounts posted to each account. Note that this checkbox is disabled for users with Query-only permission in Security. Invoice Print Date Display only. (Key Field) When an invoice is printed, a date is automatically entered in this field. Only users with Update, Add, or Delete access established in Security can change this field. To prevent invoices from being printed when a date exists in the Invoice Print Date field, select the Invoice Print Control checkbox option on the Year Assignment Directory/Accounts Receivable tab.

8 If you use this feature and need to print an invoice more than once, you can rightclick on the Invoice Print Date field label and remove the date. Only users with Update, Add, or Delete access and key field change permission established in Security can change the date. Approval Level Display Only. Displays the current approval level for this invoice. When you add an invoice, your own level of approval is entered here. As the invoice is approved by users with a higher level of approval, the current level of approval is automatically entered here. Delinquent (check box) Select this check box option to identify the invoice as delinquent.

9 INVOICE ENTRY/INVOICE ITEMS Use the Invoice Items Tab to: Identify items to include on an invoice. Add descriptions that will display on the invoice. Identify quantity and unit price. DESCRIPTION The Invoice Items tab is the second tab of the Invoice Entry screen. This tab allows you to enter information about the item(s) for which a customer will receive an invoice. There is no limit to the number of items on an invoice. You can also use this tab to make changes to any existing Item records. Simply locate the appropriate invoice, using the Find button or Query button. The records display in Sequence # order, as indicated in the far left column of the grid. ADDING/EDITING/DELETING ITEM RECORDS To add an Item record, click the Add Item button or CTRL + A on your keyboard at the bottom of the Items tab. To delete an Item record, click the Delete Item button or CTRL + D on your keyboard. Click the Edit Item button, CTRL + E on your keyboard, or doubleclick on specific record in the grid to edit an Items record. When you Add or Edit an Item record an Items screen displays for you to enter/modify item details. If you choose to auto-encumber (established on the Year Assignments/Accounts Receivable tab) you should click the Save button when you are finished entering all Item records and Invoice Accounts tab or Line Items Accounts tab records. Also during auto-encumbering, when you save the first record you will be prompted to auto-encumber batches. When you save without adding Account records, the invoice becomes Suspended (noted in red at the top of the screen).

10 INVOICE ENTRY/INVOICE ACCOUNTS TAB Use the Invoice Accounts Tab to: Identify account codes against invoice amounts that will be encumbered. Specify the amounts to be encumbered for each account code. If an Account Code is locked in the CSIU Fund Accounting application, it typically cannot be used, posted, or transferred. In most cases, a record cannot be saved when a locked account code is selected. The Find window displays the Lock status of an account code, which displays in red when locked. DESCRIPTION The Invoice Accounts tab is the third tab of the Invoice Entry screen. You can add as many account records as necessary to store all information relating to a specific invoice and item. You can also use this tab to make changes to any existing account records. Simply locate the appropriate invoice using the Find button or Query button. The records display in Sequence order, as indicated in the far left column of the grid. ADDING/EDITING/DELETING RECORDS To add an account record, click the Add Acct. Code button or CTRL + A on your keyboard at the bottom of the tab. To delete an Item record, click the Delete Acct. Code button or CTRL + D on your keyboard. Click the Edit Acct. Code button, CTRL + E on your keyboard, or double click on specific record in the grid to edit a record. When you Add or Edit a record, an Account Codes Entry screen displays for you to enter/modify details. If you choose to auto-encumber (established on the Year Assignments/Accounts Receivable tab) you should click the Save button when you are finished entering all Item records and Accounts tab records. Also during auto-encumbering, when you save the first record you will be prompted to auto-encumber batches. If liquidation or the double entry process has occurred, the encumbrance accounts and amounts will NOT be automatically updated.

11 INVOICE ENTRY/LINE ITEM ACCOUNTS TAB Use the Line Items Accounts Tab: Identify account codes against invoice amounts that will be encumbered. Specify the amounts to be encumbered for each account code. DESCRIPTION The Line Item Accounts tab is the fourth tab of the Invoice Entry screen. You can add as many account records as necessary to store all information relating to a specific invoice and item. If you are using this feature, you will need to encumber funds for each item on the invoice. You may use more than one account code per item; however, you can split the encumbrance among several account codes (as established on the Proration Tables Directory). This feature might be useful if your district uses the CSIU Assets Inventory application and you want to enter detailed line-item invoices for purchases. You can also use this tab to make changes to any existing account records. Simply locate the appropriate invoice using the Find button or Query button. The records display by Sequence number, as indicated in the far left column of the grid. MODIFYING RECORDS To add an account record, click the Add Acct. Item button or CTRL + A on your keyboard at the bottom of the Items tab. To delete an Item record, click the Delete Acct. Item button or CTRL + D on your keyboard. Click the Edit Acct. Item button, CTRL + E on your keyboard, or double click on specific record in the grid to edit an Items record. When you Add or Edit an Item record an Account Codes Entry screen displays for you to enter/modify item details. If you choose to auto-encumber (established on the Year Assignments/Accounts Receivable tab) you should click the Save button when you are finished entering all Item records and Accounts tab records. Also during auto-encumbering, when you save the first record you will be prompted to auto-encumber batches. If liquidation or the double entry process has occurred, the encumbrance accounts and amounts will NOT be automatically updated.

12 INVOICE ENTRY PROOF Select the Invoice Entry Proof screen from the AR menu to: Generate a listing of invoice information. If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED] and an alert displays on the report indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed. If an Account Code is locked in the CSIU Fund Accounting application, it typically cannot be used, posted, or transferred. In most cases, a record cannot be saved when a locked account code is selected. DESCRIPTION Use the Invoice Proof listing to verify your data entry before printing invoices. The Invoice Proof Listing includes approved and unapproved invoices and lists the invoice number, vendor code, customer name, date, fiscal year, status (open and suspended), building, batch, ship to address, Attention/Department line, and each item. For each item, the report lists the sequence number, quantity, item description, unit of measure, price per unit, total amount, the encumbrance account codes and cross references. A grand total is also included. For line-item invoices, the report prints the line item sequence number preceding the account code. RUN OPTION FIELDS Year Code Required. Select a fiscal year for which to generate the report. User Enter a login ID to include on the report only invoices created by a specific user. Leave blank to include invoices created by ALL users. Batch # Enter a batch number or leave blank for ALL batch numbers. Buildings Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Date Range Enter a beginning and ending date for invoices to include that range in the report. Invoice Enter a beginning and ending invoice number to include that range in the report.

13 Invoice Status Required. Select the appropriate status of invoices to include in the report. Defaults are Open and Suspended. Sort Criteria Select an appropriate sequence option to determine the sort order of the report. LINE ITEM INVOICES: Print Account Information under the line item Select this option to display account codes on the report beneath the line item with which they are associated. Leave blank to include all accounts at the end of the invoices. GENERATING THE REPORT Select the Output Options tab to choose the form your report will take: printed copy or onscreen preview. After you have selected the Run Options criteria and the output format, click Run Now to generate the report. Click here to see a sample Invoice Proof Listing.

14 PRINT INVOICES Select the Print Invoices option from the AR menu to: Generate invoices that have been entered on the Invoice Entry screen. DESCRIPTION Before printing invoices, you can use the invoice Entry Proof report option to verify and review invoice information. This report ONLY includes invoices that have been approved to a level 1. Each invoice includes the Invoice number, date, school district name and remit to address, vendor name, vendor address, and vendor phone. Beneath the address, the address is listed. Also included are the ship to address, shipment method, and attention/department name. The invoice also lists the customer number. For each item on the invoice, customer purchase order number, invoice description, quantity, item description, unit of measure, unit cost, extension amount (units times unit price), and the encumbrance account codes and cross references (preceded by the line item sequence number for line-item Invoices). Finally, the invoices include the terms and conditions (defined on the Fund Accounting Parameters/Global Invoice Defaults tab) and any notes (defined on the Invoice Entry/Invoice To tab). You can specify printing parameters for invoices on the Year Assignments Directory/Accounts Receivable tab. In fact, the text at the bottom of this Print Invoices Run Options screen actually changes according to the selected Invoice Copies Print Order option (the order in which the invoice and any copy 1, copy 2, etc. will print) in the Year Assignments Directory/Accounts Receivable tab. When an invoice is printed, a date is entered in the Invoice Print Date field on the Invoice Entry/Invoice To tab. If the Invoice Print Control checkbox option is selected (established on the Year Assignments Directory/Account Receivable tab) a message displays asking if the invoices were printed. Click Yes, if you printed the invoices and to enter a date in the Invoice Print Date field; click No if the invoices were not printed. Invoices are printed on plain or colored 8 1/2 x 11 paper. The first copy can be printed on logo or watermark paper. In addition, you can specify a message to print at the bottom of each copy of an invoice. You might, for example, print ORIGINAL, REMITTANCE, or BUSINESS OFFICE on specified copies. RUN OPTION FIELDS Year Code Required. Select a fiscal year for which to generate the report.

15 Buildings Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. User Enter a login ID to include on the report only invoices created by a specific user. Leave blank to include invoices created by ALL users. Batch # Enter a batch number or leave blank for ALL batch numbers. Date Range Enter a beginning and ending date for which to include in the report. Defaults to the first and last date of the current fiscal year, change as necessary. Invoice Enter a beginning and ending invoice number for which to include in the report. Query Invoices (button) Click this button to search for invoice using the Query Maker function. Sort Criteria Select an appropriate sequence for the report. GENERATING THE REPORT Select the Output Options tab to choose the form your report will take: printed copy or onscreen preview. After you have selected the Run Options criteria and the output format, click Run Now to generate the report. Click here to see a sample Invoice.

16 OPEN INVOICE REPORT Select the Open Invoices Report from the AR menu to: Generate a list of invoices. DESCRIPTION The Open Invoice report allows you to generate a list of invoices that are open, suspended, or both. This report might be useful in determining which invoices need encumbering. Each open invoice (with outstanding encumbrances), the report lists the customer code and name, Attention/Department line, Invoice number, date, and fiscal year, notes, and status, along with the total, paid amount and open amount. Each item on the Invoice, the report lists the sequence number, item description, quantity, unit of measure, unit price, and total. For each account code on the Invoice, the report lists the account code (preceded by the item sequence number for line-item Invoices), cross reference, and amount charged to that account code. RUN OPTION FIELDS Year Code Select a fiscal year for which to generate the report. Default is the current fiscal year, as established on the Fund Accounting Parameters screen. User Enter a login ID to include on the report only invoices created by a specific user. Leave blank to include invoices created by ALL users. Buildings Select a building or multiple buildings for which to generate the report. Leave blank to include ALL buildings. Date Range Required. By default, the beginning and ending dates of the specified fiscal year are entered automatically. Change as needed to suit your needs. Include Prior Dates By default, if the start date in the Date Range is changed to a date prior to the beginning date of the specified fiscal year, this checkbox option defaults to deselected. Select this checkbox option to include invoice dates prior to the beginning of the specified fiscal year. Note that records with invoice dates following the end of the specified Date Range will still be excluded from the report. Customer Enter a valid vendor code (as established in the Vendor Directory). If you do not know the code, right-click in the field to open the Find dialog box. Invoice Status Required. Select the appropriate status of invoices to include in the report ('All' {default}, 'Open', 'Suspended', or 'Closed').

17 Summarize the account information Select this checkbox option to display invoice totals without detail account information. Include Closed Invoices Select this check box option to include invoices that have a status of closed. Only Delinquent Invoices Select this check box option to include ONLY delinquent invoices on the report. Delinquent invoices are identified on the report with a 'D' which is noted in the footer. Sort Criteria Select an appropriate sequence option to determine the sort order of the report. GENERATING THE REPORT Select the Output Options tab to choose the form your report will take: printed copy, onscreen preview, or output to file. After you have selected the Run Options criteria and the output format, click Run Now to generate the report. Click here to see a sample Open Invoices report.

18 OPEN INVOICE BY ACCOUNT Select the Open Invoice By Account option from the AR menu to: Generate a list of invoices that have outstanding encumbrances, sorted by account codes. DESCRIPTION The Open Invoice by Account report allows you to generate a list of encumbered invoices. When you access the Open Invoice by Account report, a message box displays to notify you that outstanding amounts can be listed on the Outstanding Revenues report. If you would like to generate a list of ALL open revenue encumbrances (manually entered encumbrances and those generated by the creation of an invoice), select Outstanding Revenues option. For each account code, the report lists each original encumbered amount of the invoice charged to that account. For each amount, the report includes the customer code and name, along with the Invoice number and date. A total is provided for each account code. The report is sorted by account code, customer code, and Invoice number. Only open invoices (those with outstanding encumbrances) are included in the report. RUN OPTION FIELDS Year Code Required. Select a fiscal year for which to generate the report. GENERATING THE REPORT Select the Output Options tab to choose the form your report will take: printed copy or onscreen preview. After you have selected the Run Options criteria and the output format, click Run Now to generate the report. Click here to see a sample Open Invoices by Account Codes report.

19 APPROVE INVOICES Select the Approve Invoices option from the AR menu to: Identify invoices that are awaiting approval. Approve invoices entered and approved by users with a lower level of approval. Reevaluate suspended invoices to determine if the reason for the suspension has been resolved and the Invoice can be approved. If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed. You cannot approve an invoice with a locked or archived fiscal year, but you can view the invoice details. DESCRIPTION The Approve Invoices screen allows you to review invoices that are awaiting approval and to approve invoices. This screen might also be useful in evaluating invoices that have been suspended. Before an invoice can be printed it must be approved by someone with an approval level of 1. If an invoice is entered and saved by someone with a level 1 approval, that invoice is automatically approved; also, the Approved date (on the Invoice Entry screen) is automatically entered, even if the invoice is suspended. Users with a higher level of approval can approve invoices that have been entered or already approved by a user with a lower approval level. If the auto-encumber feature is turned on, invoices are automatically encumbered, as soon as the invoices is saved and without being approved. However, the invoices will need to be approved by someone with a level 1 approval, before it can be printed. You can also generate an on-screen copy of the invoices in the grid. The preview lists invoices number, customer and shipping addresses, account cross reference number, quantity, item and description, unit cost, and total amount. PROCESS SELECTION FIELDS Year Select a fiscal year for which to approve invoices. Default is the current fiscal year as established on the Fund Accounting Parameters screen. You cannot approve an invoice with a locked or archived fiscal year. Building Select a building for which to approve invoices. Leave blank to include ALL buildings.

20 The Building field lists only the building(s) to which you have security access. Re-evaluate Suspended Invoices Select this checkbox option to display suspended invoices in the grid and determine if they should be open (items and accounts match). Show current + Lower Levels of approval Select this checkbox option to display any invoice with a lower level of approval than your own. Preview (button) Click this button to generate an on-screen copy of the selected invoices or all of the invoices in the grid. A small, black, right-pointing arrow at the far left of the grid indicates the selected record. GRID FIELDS The grid displays open invoices from the specified year and building(s). If Show current + Lower Levels of approval checkbox is NOT selected, the grid will only display invoices at the level right below your level of approval. You cannot approve invoices at your own level of approval. To approve an invoices that displays in the grid use the following field. Use the scroll bars to view additional fields. Invoice # Enter the number of the Invoice. Double-click or right-click the number to open the Invoice Entry screen. Invoice Date Displays the date of the invoice. Customer Name Displays the name of the customer. Stat Displays the status of the invoice (O = Opened or S = Suspended). Invoice Total Displays the amount of the invoice. Level Displays the level of approval. Appr Select this checkbox option to approve an invoice. Notes Enter a brief message about the invoice. Double-click on this field to view the entire message.

21 Click here to see an Invoice sample.

22 UNENCUMBERED INVOICE ACCOUNTS REPORT Select the Unencumbered Invoice Accounts Report from the AR menu. DESCRIPTION The Unencumbered Invoice Account Report allows you to generate a list of unencumbered account codes for all invoices and/or account codes or by specifying invoices and/or account codes. The report lists the account code, unencumbered amount, invoice number, date, customer code and name, cross reference number, invoice number total, and account total. The report may be sorted by account code or invoice. RUN OPTION FIELDS Year Required. Select the fiscal year for which to include in the report. Defaults to the current year as established in the Fund Accounting Parameters screen. All Account Codes By default this box is checked to indicate that all account codes will be included in the report. Remove the checkmark to enable the Accounts tab for which you can select up to 10 specific account codes. All Invoices By default this box is checked to indicate that all invoices will be included in the report. Remove the checkmark to enable the Invoices tab for which you can select up to 24 specific invoices. Sort Criteria Required. Select the Account Code, Invoice Number OR Invoice Number, Account Code sort option to determine the sequence order of the report. Include Account Code totals Select this checkbox option to calculate account code totals. Include Invoice totals Select this checkbox option to calculate invoice totals. GENERATING THE REPORT Select the Output Options tab to select the form your report will take: printed copy or onscreen preview. After you have selected the data selection criteria and selected the output format, click Run Now to generate the report. Click here to see a sample Unencumbered Invoice Account Codes report.

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24 MANUALLY ENCUMBER INVOICES Select the Manually Encumber Invoices option from the AR menu to: Display the Invoice Manual Encumber Batch Parameters screen. Create all appropriate type B transactions. Update the Encumbered flag field on the Invoice Entry/Accounts or Invoice Entry/Line Item Accounts screen from 'N' (n) to 'Y' (yes). If you attempt to add or change an overdrawn account code a message displays to alert you. If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed. You cannot manually encumber an AR Invoice with a locked or archived fiscal year, but you can view the invoice details. INVOICE MANUAL ENCUMBER BATCH PARAMETERS The Invoice Manual Encumber Batch parameters screen displays when you select the Manually Encumber Invoices option. This screen allows you to specify the following Parameters before continuing to the Manually Encumber Invoices main screen. PARAMETER OPTIONS Year Code Required. Select a fiscal year for which to manually encumber purchase orders. You cannot manually encumber an AR Invoice with a locked or archived fiscal year. Encumbrance Date Required. Enter a date for which to record encumbrances. Batch # Select an existing batch number to add the new type B transactions. Click the Accept button to continue to the Manually Encumber Invoices main screen, or click Cancel to return to the main menu. OR To automatically create a new batch: 1. Click the Accept button without selecting a batch number. A Batch # is a required field message displays, click OK to continue. 2. Click the Accept button a second time to display the New Batch # Assigned message. Click OK to return to the parameters screen.

25 3. Click the Accept button a third time to continue to the Manually Encumber Invoices main screen. DESCRIPTION The Manually Encumbered Invoice option is one of two ways to encumber invoices. You can specify to automatically encumber invoices in the Auto Encumber Invoices field (established on the Year Assignments Directory/Accounts Receivable tab). If you have NOT chosen to automatically encumber invoices, you MUST use this option to manually encumber invoices. Whether or not you use line-item invoices, the ENTIRE invoice is encumbered at one time. You cannot encumber by item number. An invoice need not be approved before it is encumbered, but it cannot be printed until it has been approved by a user with level 1 approval. Only users with Add, or Delete permission in Security can manually encumber invoices. If an invoice is SUSPENDED, you cannot manually encumber the invoice. In fact, the Invoice will not even display on the Manually Encumber Invoices screen. When you select the Manually Encumber Invoice option from the AR menu, the Invoice Manual Encumber Batch Parameters screen displays, which allows you to specify a fiscal year, encumbrance date, and batch number You can use the Find button or Query button to locate a specific invoice. PROCESS SELECTION FIELDS Most of the fields on this screen are Display Only Fields, the only active options available are: Encumber this Invoice (button) Click this button to encumber the displayed invoice. Encumber all selected (button) Click this button to encumber all the invoices that meet the query specifications. To verify that the correct invoices have been queried, use the next and previous arrows at the bottom of the screen. Invoices included in your Query can be encumbered one by one or all at once. When you have finished encumbering invoices click the Exit button to return to the main menu. To review transactions created by the encumbrance process, use the Transaction Master screen.

26 POST PAYMENTS Select the Post Payments option from the AR menu to: Record payments received from customers. Liquidate encumbered revenue for ALL the account codes on an invoice at one time. DESCRIPTION The Post Payments option allows you to liquidate ALL accounts on a specific invoice. You can NOT record partial payments for an invoice using this screen. Use this option ONLY when a payment received from a customer pays one or more outstanding invoices in FULL. To locate an open invoice (suspended invoices are NOT included), use the Next and Previous arrows at the bottom of the screen. You can also use the Find and Query buttons to locate invoices. ENTERING PAYMENTS After you have located the record for the appropriate customer, you can post payments and liquidate the encumbered revenues. Enter data in the required fields and in those optional fields you have chosen to use. Year Code Display only. The fiscal year of the displayed invoices. Customer # Display only. The customer number for whom the invoice was created. The customer name displays to the right of the Customer # field. When the customer's Active Status (on the Vendors/Order Info tab) is 'Inactive' or 'Discontinue Use,' the words "*Inactive Customer*" display (in red) in place of the customer name. Payment Date Required. Enter date of payment. This is the date that will be entered on the type G transactions (Liquidated Revenue transactions) that will be created when you post payments. The date you enter must be within fiscal year specified above. Payment Received Required. Enter the total amount received from the customer. As you select invoice(s) to apply the payment to, totals are automatically calculated and entered in the Applied Amount field. You can NOT save the payment until the Applied Amount equals the Payment Received amount. Revenue Control # Enter up to 16 characters or change this entry as needed to group transactions for subtotals on various reports. Click here for more information regarding this field entry and 'R' and 'G' transactions.by default, when this process includes 'R' and 'G' transactions, the number entered in this Revenue Control # field is entered automatically in the Revenue Control Number field on Revenue Transactions.

27 Check Account Required. Enter the checking account for these transactions. When you make an entry in this field, that entry becomes the default until you end this session or until you change the Check Account. Check # Enter the check number (up to eight characters) for this payment. Leave this field blank to indicate the customer paid with cash. Applied Amount Display Only. As you select invoices to which to apply a payment, totals are automatically calculated and entered in this field. You can NOT save the payment until this amount is equal to the Payment Received amount. Pay All Invoices Select this checkbox option to apply the payment to all open invoices listed in the grid. To use this checkbox, the Payment Received amount must equal the total of all outstanding invoices. To record payment(s) for one or more specified invoices, select the invoices from the list in the grid. Total Amount (bottom of screen) Display only. Displays the total amount of all open invoices for the customer during the specified year. GRID FIELDS The grid in the lower half of the screen displays information about each open invoice for the customer during the specified year. However, only the Pay field is available for updating: Pay Select this checkbox option to apply a payment to one or more invoices. As you do so, totals are automatically calculated and entered in the Amount field. You cannot save the payment until the Applied Amount equals the Payment Received amount. SAVING THE DATA When you have completed all the appropriate fields, click the Save button at the bottom of the screen to post the payments and liquidate the encumbrances. You cannot save the payment until the Applied Amount equals the Payment Received amount. If the amounts do not match, a message displays and you can NOT post payments. If the Applied Amount equals the Payment Received, the payments are posted and the encumbrances are liquidated. If this is the first time during this session that you have saved payments, you will be prompted to create a new batch or use an existing batch.

28 ACCOUNT LIQUIDATION-ENCUMBERED REVENUE Select the Account Liquidation Encumbered Revenue option from the AR menu to: Liquidate full or partial encumbrances when revenues are received. Encumbrances for all account codes on an invoice are listed in a grid on the same screen for convenience. Cancel encumbered revenue transactions. Re-encumber partial liquidations. Establish a link between the original Encumber Revenue Transaction (type B) and the Liquidated Revenue Transaction (type G). If a fiscal year is "locked" or "archived" in the CSIU Fund Accounting application, an alert displays next to the year field, indicating [LOCKED] or [ARCHIVED]. Records with locked or archived fiscal years typically cannot be added, changed, copied, posted, transferred, or reversed. DESCRIPTION You can also liquidate, in full, encumbered revenues when you select the Post Payments option on the AR (Accounts Receivable) menu. You can ONLY perform this function if you have an security access level of Update or higher. Also, invoices that are not at an approval level of 1 can NOT be posted using this screen. The Account Liquidation Encumbered Revenue option can be used to liquidate encumbered revenue transactions. When you liquidate encumbered revenues a type G transaction record is automatically created. The type G transaction can be added to an existing batch or you can create a new batch. If you partially liquidate transactions a new type B batch and a Type B transaction record is automatically created for the remaining amounts to be re-encumbered. When type B transactions are liquidated, a link is established between the original Encumber Revenue Transaction (type B) and the Liquidated Revenue Transaction (type G). An entry is made in the Link to trans fields of both the Encumber Revenue Transaction record and the Liquidated Expenditure Transaction record. Select a Checking account on the Transaction Master (Batches) screen to easily assign or update a checking account for all transactions in a batch. [back to top] DISPLAY FIELDS

29 Year Code Displays the fiscal year of this record. Invoice # Displays the invoice number. Approval Level Displays the invoice approval level; a one (1) or a zero (0) indicates you can liquidate encumbered revenue. Invoice Date Displays the date of the invoice. Customer Displays the customer for this invoice. Trans Date Displays the encumbrance (transaction) date for this invoice. Line Item Invoice Displays a checkmark if the invoice was created using line item style. This field will be left blank for summary style invoices. DATA ENTRY FIELDS Liquidation Date Enter the date of the liquidation. Total Amt Enter the total amount of the invoice. Liq Batch Key Field. Right-click this label to liquidate using an existing batch or you can create a new batch. Reencumb Batch Key Field. Right-click this label to reencumber using an existing batch or you can create a new batch. Revenue Control Number Enter or change the revenue control number as needed (up to 16 characters). Check account Select a checking account, established in the Checking Accounts Directory, through which this liquidation should be processed. Check # Enter the check number (up to eight characters) for this payment. Leave this field blank to indicate the customer paid with cash. [back to top] GRID FIELDS

30 The grid displays each Cancel, Sequence #, Account Code, Outstanding Encumbrance, Amount Received, Re-encumber Amount, and Description for each record; if necessary use the scroll bars to view all the records within the grid. You can change the outstanding encumbrance amount for an account code by leaving the Amt Received grid field at zero and entering the new outstanding encumbrance amount in the Reencumb. Amt grid field. Enter data in the grid to modify records. The fields in the grid available for modification are: Can (Cancel) Select this checkbox option to liquidate a zero amount and close the encumbrance. Amount Received Enter the amount received for this invoice. Reencumb Amount This dollar amount is automatically calculated and entered if this is a partial liquidation. Description Enter a description of the liquidated revenue. PERFORMING THE PROCESS Locate the appropriate record and enter all required information and click the Save button.

31 CUSTOMER INQUIRY Select the Customer Inquiry option from the AR (Accounts Receivable) menu. DESCRIPTION The Customer Inquiry option allows you to view information about open invoices, cash receipts, all invoices, and the customer's current unpaid balance, including B, G, R, J, C and M transactions in the listed screens/reports. You can also generate a detailed invoice report for a customer. Information cannot be added or updated from an inquiry screen. The information is for display only. The fields provided at the top of the screen are for data selection purposes. DATA SELECTION FIELDS Customer Required. Enter a customer number or code (up to nine characters) for which you want to view records. If you do NOT know the customer number, right-click in the field to display the Find Window. The code must be defined in the Vendor Directory with an entry of Customer or Both in the Type field. Year Code Select the year for which you want to view records (established in the Year Assignments Directory). Date Range Enter a beginning and ending date for the range in which you want to view records. If you do NOT enter a date range, the grid will display all open invoices for the customer. You can narrow down the number of invoices in the grid by selecting a year. Show Closed/Deleted Invoices Select this checkbox option to view closed and deleted invoices for the customer that are at or below your level of approval. The Status column within the grid contains a 'C' if the invoice is closed or a 'D' if the invoice is deleted (purged). Unpaid Balance Display Only. Displays the unpaid balance for the customer. (Includes ALL of the customer's open invoices.) This ONLY displays the amount of the encumbrance and is NOT reflective of the invoice amount. GRID FIELDS To populate the Grid, enter/select all required information in the Data Selection Fields and press your TAB key or use your mouse to click in the grid.

32 Invoice # Displays the invoice number. Double click the number to display an on-screen preview of the Invoice Detail Listing (established on the Invoice Entry screen). The Invoice Detail Listing will NOT generate if an encumbrance transaction (Type B) is NOT found for an invoice. This will need to be corrected before you can generate the listing for this invoice. Invoice Date Displays the date of the invoice (established on the Invoice Entry screen). Description Displays a description of the invoice, typically what the invoice is for (established on the Invoice Entry screen). Paid Amt Displays the amount paid on this invoice. Open Amt Displays the amount the customers owes. Stat Displays the status code of the invoice. Appr Displays a checkmark if the invoice has been approved. Click the Print button (in the upper-right of the screen)to generate a printed copy of your inquiry results (the output is initially sent to a preview screen; click the Print button on the Print Preview Toolbar to send the report to your printer). Click here to view a sample Invoice Detail Listing. Click here to view a sample Customer Statement.