atrievefinance Enhancements Batch File Inventory Finaliz ed By Audit This report now shows the User ID who finalized the batch as an additional audit measure. Dictionary Additions Future Year Update Page 1 of 26
When working in two fiscal years during the year- end transition, when adding a new dictionary code and description, this new feature will prompt to Add Dictionary Entry in Next Year? if the new fiscal year dictionary has been created. This feature will update two years (eg. current year and next year). EFT Notifications Selection Options When re- sending an EFT Notification from History, you will now have the ability to Select / Select ALL. The program will automatically unselect all notifications listed upon entry into the screen allowing you to specify which notifications to re- send. Accounts Payable Register Selection Include EFT Payments During the Accounts Payable Register Selection, you will now have the ability to Include EFT Payments [Y/ N/ O]. Selections are Yes Include EFT Payments, No Do Not Include EFT Payments, and Only Only Include EFT Payments. Page 2 of 26
GL Browse Excel Export The addition of a direct export to Excel button has been added to the GL Browse screen. The fields exported to Excel include: Account, GL Description, Commitments, Expenses, Actual Budget, and Budget Available. Page 3 of 26
Invoice Entry / Purchasing Card Interface FIA Screen The FIA screen now loads the vendor number and associated vendor name. Invoice Inquiry Last Cheque/ MICR After MICR Processing has been completed, the inquiry screen will now show the Last Cheque and MICR number. Page 4 of 26
Invoice Inquiry Search by Invoice Number At the Vendor# prompt a new icon has been added to initiate a Search for Invoice. Pressing this search button skips the Vendor Number prompt and allows entry of the Invoice Number to search for. The program searches all invoice history, finds all exact matching invoice numbers and displays a list of matches for selection. Three search result conditions can occur: No matches found One match, auto- returns and displays it Two or more matches, displays a list of matching invoices for user to select, with most recent at the top Note: This feature is also available for non- atrieve users, by using the Insert key in the Vender# field. (A help message is displayed on the screen to let them know this is available) Page 5 of 26
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Invoice Templates This feature lets you save a template of a complex invoice entry to an individual vendor. This template can be saved with descriptions, GL s, FIA, tax allocation and amounts, so that it can be loaded again on a regular (i.e. monthly) basis to quicken entry. An example would be a utility bill that is usually expensed to the same GL and the amounts are similar each month. The creation and updating of the invoice templates is completed from the Invoice Entry Menu. Enter the invoice as per the usual process, before selecting Accept, click on the Create Template icon. You will be prompted for the template name and description. Page 7 of 26
Accepting the Create Invoice Template will save the template and detail records of all information to reproduce this invoice at a later date. The final step in this process is to create the Invoice by clicking the Accept button which will create the invoice in the batch for payment. Alternately, you can choose to Cancel the invoice while still creating the template in the system for future use. To load the invoice template, enter the vendor number, which will invoke the TPL. Click on the TPL to select the saved Invoice Template. Note: To invoke this option in host mode, use < GOLD> < T> (Eg. < F1> < T> ). Page 8 of 26
The invoice template will load with the saved information allowing you to make any necessary changes. Changes to the template can be saved by selecting the Update Template option from the GL Distribution Screen. General Ledger Additions/ Changes Lock GL Descriptions (Field 2 0 ) Within GL Additions/ Changes, Description Field #3 allows the ability to either enter user defined GL Descriptions, or by entering on this field the system will automatically construct a description for the account based on the abbreviated description from the general ledger dictionary. Eg. GL Description Page 9 of 26
Eg. Abbreviated GL Description Development was completed in the current release that allows you to define a symbol of [REBUILD] in the Comment Field #19. The presence of this symbol will stop the General Ledger Dictionary Rebuild from overwriting the GL descriptions with abbreviated descriptions from the general ledger data dictionary. In the Spring 2014-1 Release, Field 20 = Lock GL Description has been created to replace the comment field symbol of [REBUILD]. An answer of Y to this field will stop the General Ledger Dictionary Rebuild from overwriting the GL descriptions with abbreviated descriptions from the general ledger data dictionary. An answer of N will allow the General Ledger Dictionary Rebuild to overwrite the GL descriptions with abbreviated descriptions from the general ledger data dictionary. Mass GL Description Lock / Unlock This program provides the ability to update the GL Additions/ Changes Field 20 = Lock GL Descriptions with the lock or unlock flag for many GL accounts at one time. This program uses GL selection criteria to determine the accounts that are to be processed. Page 10 of 26
A selection of Lock will update Field 20 = Lock GL Descriptions with a flag of Y. A selection of Unlock will update Field 20 = Lock GL Descriptions with a flag of N, and will automatically remove any existing [REBUILD] comment tags from comment Field #19. Additional information in the comment field will not be impacted. Page 11 of 26
On- Line A/ P Cheque - Number of Invoices Selected for Payment The current maximum number of invoices that can be selected for payment on a single cheque has been increased from 499 to 9,999. Tip: To select invoices from multiple batches, the invoice batches must be finalized before they will appear on the on- line A/ P cheque multiple invoice selection screen. Vendor Inquiry View Ship To Name From Vendor Inquiry> Detail > Orders > All, the screen now shows the Ship- To Vendor Name in the lower status bar for the currently selected entry. Purchase Order Email Option TO recipient with up to 3 CC Copies Page 12 of 26
When using the purchase order email output within Purchase Order Entry/ Change/ Copy/ Buyer Processing the functionality has been modified to now send the Email to a single TO recipient with up to 3 CC copies. Page 13 of 26
atrievereceivables Enhancements Address Compression This feature can now be activated for address compression on accounts receivable invoices, cash receipts and statements. Note: This feature should not be used if you are currently using an address field to apply an attention line to these forms. Call SRB for assistance on this configuration. Batch File Inventory Finance Batch Audit This report now references the Interfaced to BAS Batch Number for audit purposes and ease of tracking between systems. Page 14 of 26
Customer Find The customer find option will now allow you to enter a portion or full entry of the customer name in the customer number field. If an exact match is found in the customer file, it will automatically load the customer number and name. A partial match will load the customer search window. This new customer find option has been applied to all applicable screens in the receivables system. Page 15 of 26
Account Inquiry Cash Receipt Number The account inquiry detail now references the cash receipt number. Invoice Print Selection Reports Totals A total has been added to the invoice print selection report. Invoice Print & Update Register # Search The Register # is now available in the Invoice Print & Update prompts. The system will auto populate the last register number processed. To search for the register number, use the lookup option. This feature will generate the full.inv file along with individual PDF s that can be viewed in Invoice Inquiry. Page 16 of 26
Invoice Inquiry View PDF Invoice or Reprint Invoice All invoices created in the receivables system will now have the View PDF icon available in invoice inquiry for viewing or reprinting invoices. Please contact atrievefinance support (sr- finance@srb- es.com) for assistance with set- up for this feature. Page 17 of 26
Cash Receipt Inquiry View PDF Receipt or Reprint Receipt All cash receipts created in the receivables system will now have the View PDF icon available in cash receipt inquiry for viewing or reprinting receipts. Please contact atrievefinance support (sr- finance@srb- es.com) for assistance with set- up for this feature. Page 18 of 26
Print Receipts Locking Location Each user login can be configured to restrict the location(s) viewable within the print receipts screen. The locations authorized for viewing will be displayed on the screen. Page 19 of 26
A new menu option of Location has been added to allow further filtering by location. A new menu option of Date has been added to restrict the receipt dates that are loaded and displayed. The receipt dates loaded will default to one year back from current date. Call SRB for assistance on this configuration. LOG and Report Viewer Menu The Report Viewer icon has been added to the main menus in atrievefinance and atrievereceivables. This feature now allows viewing of all file types listed from the most recent, making it easier to look up files saved to the user s directory (Eg..INV,.STM,.LST,.LOG,.ERR, etc). Page 20 of 26
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Budget Manager Web (BMW) Enhancements BMW Integration w ith Laserfiche & Docushare BMW is now integrated with the Laserfiche Document Storage Solution. Integration with Docushare is currently scheduled to be completed. BMW - View Invoice As in atrievefinance Invoice Inquiry, if an invoice viewed in BMW has a batch number matching a document in the file repository, the View Invoice button will be displayed. BMW - Suppress PRM Assignment Authoriz er Locations This new feature will now allow you to ignore the PRM Assignment Authorizer Locations from the location selection dropdown in Budget Manager Web. An answer of Y in this field will activate this feature. Page 22 of 26
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Finance Report Writer (FRW) Enhancements FRW now allows the ability to summarize reports up to the 1st, 2 nd, 3 rd and 4th digits of any segment or alias. This feature has been expanded to the 3 rd and 4 th digits. FRW Sub- ledger Header Fields Sub- ledger header fields can now be pulled into reports to provide additional header detail for groupings based on the second level of the sub- ledger account. FRW Sub- ledger Formula Fields Formula fields can now be used when creating reports from the Sub- Ledger Data Tables. Page 24 of 26
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Other Enhancements Shortcut Keys (Mnemonics) Alt + Letter Shortcut keys are now accessible to you on all screens in the system to allow for ease of entry. You must use the ALT key and the letter to initiate. Page 26 of 26