Activant Prophet 21. More Voucher Creation

Transcription

1 Activant Prophet 21 More Voucher Creation

2 This class is designed for Accounts Payable personnel

3 Objectives Adjust Vouchers through Debit/Credit Memo Entry Perform Reverse Vouchers Establish a Recurring Voucher Utilize Disputed Voucher functionality Use the Vendor Drill Down option

4 This course will NOT cover Vendor Creation Purchase Order Receipts Requisition Purchase Order Receipts Convert PO to Voucher Manual Voucher Entry Pre-Pay Vouchers

5 Credit/Debit Memo Entry

6 Credit/Debit Memos Create Credit/Debit Memos to increase or decrease vendor accounts or specific vouchers

7 Credit/Debit Memo Options Referencing memos affect a voucher directly Independent memos post to vendor accounts and must be selected at check printing

8 Creating a Referencing Memo

9 Memo Tab Step 1: Key or search for the Reference Number. Step 2: Select the Memo Date.

10 Memo Tab Step 3: Select the Adjustment Type. Steps 1 and 2

11 Memo Tab Step 3 Step 4: Review Period and Year. Steps 1 and 2

12 Memo Tab Step 4 Step 3 Step 5: Enter the Total Amount of the adjustment. Steps 1 and 2

13 Memo Tab Step 4 Step 3 Steps 1 and 2 Step 6: Enter the invoice number. Step 5

14 Purchase Tab Step 7: Enter an Item ID, description, unit price, and quantity.

15 Purchase Tab Step 7 Step 8: Select the Purchase Account.

16 Creating an Independent Memo

17 Memo Tab Step 1: Key or search for the Vendor ID. Step 2: Select the Memo Date.

18 Memo Tab Steps 1 and 2 Step 3: Select the Adjustment Type.

19 Memo Tab Steps 1 and 2 Step 4: Review Period and Year. Step 3

20 Memo Tab Step 4 Steps 1 and 2 Step 3 Step 5: Enter the Total Amount of the adjustment.

21 Memo Tab Step 4 Steps 1 and 2 Step 5 Step 3 Step 6: Enter the invoice number.

22 Purchase Tab Step 7: Enter an Item ID, description, unit price, and quantity

23 Purchase Tab Step 7 Step 8: Select the Purchase Account.

24 Credit/Debit Memo Entry You cannot reference an existing memo! Debit Memos Decrease the amount owed Credit Memos Increase the amount owed

25 Reverse Vouchers

26 Steps to Reverse Vouchers Step 1: Select the Vendor ID associated with the reversal. Step 2: Enter the Voucher to be reversed.

27 GL Impact for Reverse Vouchers What? Where? How? Accounts Payable Voucher Record Debit Purchase Account Voucher Record Credit

28 Reverse Vouchers Vouchers tied to checks Void the check, then reverse the voucher Convert PO to Voucher Reversals Correcting manual voucher must note the Inventory Receipts Clearing account as the offset

29 Reverse Vouchers If a check has printed for the Voucher VOID the check first, then reverse If a voucher created through Convert PO to Voucher is reversed The correcting entry must site the Inventory Receipts Clearing account as the purchase account in Manual Voucher Entry.

30 Recurring Voucher Entry Designed to save you time! Used for Vouchers entered on a regular basis such as rent or lease payments

31 Recurring Voucher Tab

32 Recurring Voucher Tab Step 1: Enter a Vendor ID.

33 Recurring Voucher Tab Step 1 Step 2: Create a Code and Description for quick recall.

34 Recurring Voucher Tab Step 2 Step 1 Step 3: Enter a standard invoice number.

35 Recurring Voucher Tab Step 4: Enter how often to post the voucher in days.

36 Recurring Voucher Tab Step 4 Step 5: Enter the Begin Date.

37 Recurring Voucher Tab Step 4 Step 5 Step 6: Enter the Next Day to Post.

38 Recurring Voucher Tab Step 4 Step 5 Step 6 Step 7: Determine how to track the postings.

39 Details Tab Step 8: Enter the Invoice Amount.

40 Details Tab Step 8 Step 9: Select the Terms for the voucher.

41 Details Tab Step 8 Step 10: Select a Voucher Class. Step 9

42 Details Tab Step 9 Step 8 Step 10 Step 11: Enter a description for the voucher.

43 Line Items Tab Step 12: Enter an Item ID or an ID that meets your needs.

44 Line Items Tab Step 12 Step 13: Enter a Unit Price.

45 Line Items Tab Step 12 Step 13 Step 14: Enter a Quantity.

46 Line Items Tab Step 12 Step 13 Step 14 Step 15: Enter a description for the line item.

47 Line Items Tab Step 12 Step 13 Step 14 Step 15 Step 16: Enter a Purchase Account.

48 Post Recurring Vouchers Step 1: Review Period Step 2: Review Year

49 GL Impact for Posting Recurring Vouchers What? Where? How? Accounts Payable Vendor Record Credit Purchase Account Defined by the user Debit

50 Recurring Vouchers Define days to post in number of days Do not base on date! Adjustments can be made to the voucher maintenance records between postings

51 Disputed Vouchers Dispute when a discrepancy exists between your records and your vendor charges Applies to an entire voucher or just specific lines Use in Voucher Entry and Convert PO to voucher Marking lines in dispute either manually or automatically Disputed voucher/line(s) removed from cash requirements and check printing

52 System Settings System Settings / Accounts Payable / General node

53 System Settings Acceptable Variance Levels Total invoice Invoice line

54 System Settings System can automatically create credit/debit memo for amount entered in disputed column Determine if you wish to print disputed memo

55 Dispute Voucher lines Disputed line checkbox found at header and line: Voucher Entry by Amount Voucher Entry by Item Convert PO to Voucher Convert Inventory Return to Voucher Checkbox marks invoice line disputed. Field holds disputed amount, which can be caused by difference in invoice qty or line item price.

56 Dispute Voucher lines Create a voucher Mark as disputed (at header or line) Resolve issue remove disputed status determine if an amount remains for adjustment

57 Dispute Voucher lines

58 Disputed Checkbox Effects When enabling the Disputed checkbox: Posts to GL like normal voucher creation Posts cost/qty differences to inventory/cost variance accounts Convert PO to Voucher or Convert Inventory Return to Voucher Excludes voucher/line from check printing windows Lists entire invoice in Disputed column in Cash Requirements and AP Trial Balance. Disputed vouchers print on Unvouchered PO Report

59 Dispute Voucher lines

60 Convert PO to Voucher Unit price discrepancy Line item and voucher header automatically disputed

61 Calculating Disputed Amounts If there are adjustments to the unit price, difference between PO cost and value entered here appears in the Disputed Amount field. If qty invoiced = 0, then entire amount disputed If qty invoiced < receipt amount, difference between the two is disputed

62 Example of Resolving Disputed Charge GL Posting AP Debit $700 IRC Credit $500 Cost Variance Credit $200

63 Example continued Vendor invoice had typo, true cost of items was $5 each Bring up Voucher in Voucher Entry Clear Disputed checkbox Leave entry in Disputed Value Debit/credit memo created when disputed voucher, line or charge is made undisputed GL Posting made upon saving AP Debit $200 Cost variance Credit $200

64 Charges Tab Able to dispute charges for vouchers Placing in dispute Same impact as disputing an item line Removing from dispute Same impact as disputing an item line

65 Disputed Debit/Credit Memos Debit/credit memo created when disputed voucher, line or charge is made undisputed GL effects Debit Memo Debit AP Credit Inventory Cost Variance Credit Memo Debit Inventory Cost Variance Credit - AP Popup asking to print disputed amount memos in Check Printing

66 Disputes and voucher payments If you fully pay an undisputed amount on a voucher Original voucher paid in full with a new voucher created for disputed amount Disputed attached to vendor invoice number so that same number can be used

67 Disputed Voucher Fast Edit Alternate method to update disputed vouchers In Purchase Order Module update voucher lines via fast edit window Purchase Order Module/Maintenance/Disputed Voucher Fast Edit

68 Disputed Voucher Fast Edit To update disputed voucher Check Select checkbox Update Price to Pay for pricing issues Update Qty to Pay for quantity issues Can have both quantity and price issues RMB click to Select All or Deselect All Save

69 Disputed Voucher Reason Codes AP / System / Disputed Voucher Reason Codes Define reason codes for use when disputing vouchers

70 Update Disputed Voucher Lines AP/Transaction/Update Disputed Voucher Lines

71 Update Disputed Voucher Lines Price and/or quantity bolded To accept buyer s updates, check Update Voucher checkbox Voucher line reflects buyer selected price and qty Voucher line removed from dispute If setting enabled, debit/credit memo created

72 Disputed Checkbox Effects Previously saved undisputed vouchers Can be disputed System doesn t reverse postings Inventory value doesn t change Voucher displays in disputed column on Cash Requirements and AP Trial Balance Voucher excluded from check printing

73 AP Drill Down by Vendor To recall information, enter a Vendor ID

74 AP Drill Down by Vendor

75 AP Drill Down by Vendor View voucher details on the Voucher Inquiry tab

76 AP Drill Down by Vendor Locate memo details by drilling into the Memo Number field, this field links directly to the Voucher Inquiry tab.

77 AP Drill Down by Vendor Locate vouchers affected by the check by drilling into the Check Number field. Determine the status of the check by viewing the Void and Clear Bank checkboxes.

78 AP Drill Down by Vendor Check Inquiry tab indicates vendor invoices effected by the check

79 Summary Recurring Voucher Adjust Vouchers Credit/Debit Memos Reverse Vouchers AP Drill Down by Vendor

80 For More Information Prophet 21 Help Files Visit Activant on the web: distribution.activant.com View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com