Solar Eclipse Standard Operating Procedures Accounts Payable

Solar Eclipse Standard Operating Procedures Accounts Payable

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Eclipse Standard Operating Procedures Suggested Maintenance Settings CATEGORY: Accounts Payable Flows TOPIC: Suggested Maintenance Settings SUGGESTED MAINTENANCE SETTING: Display P/O Internal tes In A/P Entry = Y. Require Direct Invoices Upon Reconciliation = N. Assign A/P Over/Short Maximum Parameters globally in control maintenance at $10 and 1%. Designate vendor specific parameters in vendor file maintenance. Set All New A/P Entries to t Approved for Br = N Disable A/P Auto-Reenter Feature = Y A/P Entry Sort By = PO# Set up a misc charge item called "TAG EXCHANGE" to the "exchange" GL account. Enable Auto Display of AP Expense Distribution = Y Pass Along Freight to Direct Sales Order = Y

ACCOUNTS PAYABLE ENTRY Expenses Enter vendor in the initial AP Entry screen Enter invoice date, number, and amount Does the PO or GL view display? PO Click the GL Distribution tab GL Enter the branch number, GL account, and amount Difference amount should be $0.00 and approved flag should be Y Amount in top section must equal the amount in the bottom section Is approved flag Y or N? N Correct amounts so approval is Y Y If unapproved or disputed prompt displays, edit payable, as needed. Press F12 or Ctrl. to save, and file the invoice

ACCOUNTS PAYABLE ENTRY Stock Entering PO# matches with the 1st generation it finds. If PO# is not known, enter the Vendor. Access AP Entry and enter Post Date, A/P Branch, Batch ID. Look for PO # on invoice and enter it in Vendor field. Select New when prompted. Verify terms in AP Entry screen with vendor s invoice Enter header information (Invoice #, Amount, Invoice Date, etc.) Invoice Amount - The total amount due on the invoice received from the vendor. This amount includes freight. For example, if it costs $100 for the merchandise and $20 for freight, the total invoice amount is $120. Freight Amount - If not capturing freight at time of receiving, this is the freight amount on the invoice you received from the vendor. Is vendor billing for freight? If the Frt column in AP Entry next to the PO is Collect or Allowed, do not pay freight Should vendor be billing freight? Zero out the Freight field Select G/L, Deductions, and enter the amount of freight to deduct with an explanation in the Reason field Difference amount should be $0.00 and approved flag should be Y See "Stock, identifying cause of variance" flowchart N Is approved flag Y or N? Y Press F12 to save, and file the invoice

ACCOUNTS PAYABLE ENTRY Stock, identifying cause of variance Invoice is unapproved Is difference small? Press F12 and select to save changes to payable to see if the "Post to Over/Short" option is available Click Over/Short and file the invoice Over / Short option available? Press F12 to go back to the AP Entry screen Right-click the on PO#, and select View Order Drill into the PO to identify what is causing the variance What is causing the variance? Cost See "Stock Unapproved Cost Discrepancy" flowchart Quantity See "Stock Unapproved Quantity Discrepancy" flowchart

ACCOUNTS PAYABLE ENTRY Stock Unapproved - Quantity Discrepancy Unapproved stock invoice due to quantity discrepancy Type of qty discrepancy? Item / Qty was not received on PO Change log notes about shipment discrepancy? Item / Qty was received but is not on vendor's invoice Designated associate to fix quantity discrepancy Resolve based on instructions in change log notes From PO Body, select Edit Order, Credit / Rebill. Enter to edit the rebill generation to move items not billed to a new generation Accounting period closed? Vendor to ship item or deduct? Deduct Select G/L, Deductions and enter deduction amount and reason for payable Follow instructions below for moving non-tagged items to a new generation Save changes to payable and Post difference when prompted to AP Unapproved. Recall the payable. Select the original generation and the credit and rebill generations Move item to a new generation Follow instructions below depending on whether the item is tagged. Vendor to ship Exit payable and Post difference to AP- Unreceived Use the AP Preview Queue to monitor unapproved payables. Verify approved flag is now Y in AP Entry screen After PO is received, recall payable and match to received PO. MOVING NON-TAGGED ITEMS TO A NEW GENERATION: When in the body of the PO, access the Scheduler screen for the item in question Write down the bin location for the received quantity. (If using inbound serial numbers: Select Edit, Serial # to see if serial numbers have been entered for the item and write them down.) Go to a line that has a zero quantity and no generation number in the Recv Date field. Enter the quantity that needs moved to a new generation. Go to the Location column and enter the location. Click the Status tab. Change the status on the new Open generation to Received. Change the Receive Date to reflect the original receiving date (If using inbound serial numbers: Enter the serial number if prompted) MOVING TAGGED ITEMS TO A NEW GENERATION: Insert the item called "TAG EXCHANGE" directly below the item the vendor is not billing with a quantity of -1 and a unit cost = to the value of the unbilled item. Access Edit Order, Ship Dates to create a new generation. Enter the item "TAG EXCHANGE" with a quantity of 1 and a unit cost = to the value of the unbilled item. Attach a comment line to identify the item. Click the Status tab. Change the status on the new Open generation to Received. Change the Receive Date to reflect the original receiving date te: the Tag Exchange item must be set up in the Product file first!

ACCOUNTS PAYABLE ENTRY Stock Unapproved - Cost Discrepancy Unapproved stock invoice due to cost discrepancy Identify the item(s) with discrepancies between the invoice cost and PO cost Go to header screen to identify writer. Access the body and place cursor on affected item. Press Shift F4 and select the order number to display the Call Tracking Entry screen. Select Edit, New Append and enter your message including the invoice cost. If multiple items have cost discrepancies, include the description and invoice cost of the other items. Press F12. Click the Forward tab and enter the writer s user ID in the forward list and Next Action fields. Put your user ID in the Final Action field and assign a status of WAITING. Send job queue to buyer about the cost discrepancy Press F12 and save changes to payable. Post difference to AP Unapproved You can follow-up on progress of these unapproved payables by either accessing Job Queue Viewing or Unapproved invoices in the AP Preview Queue Receive job queue response from purchasing Job queue instruct to deduct or has cost been corrected? Deduct Open unapproved invoice in AP Entry Select G/L, Deductions and enter the deduction amount and reason Cost corrected Open the unapproved invoice in AP Entry Purchasing create a credit/rebill to correct the cost? Open the unapproved invoice in AP Entry and select the original generation as well as the credit and rebill generations Verify approved flag is now Y in AP Entry screen Close job queue

PURCHASING AP Stock Unapproved - Cost Discrepancy Receive job queue from AP about cost discrepancy Open job queue, review message and drill into PO Append job queue with instructions for AP to deduct including the deduction amount and reason for deduction Vendor billed wrong price Source of the costing problem? Cost on PO Incorrect Correct product file pricing if necessary Is PO in closed accounting period? Correct cost on product on PO Append job queue about cost being corrected From the body of the PO, select Edit Order, Credit/Rebill Select the Credit/Rebill option and correct the cost on the rebill generation Be sure to include the generation numbers Append job queue about cost being corrected on credit/rebill generations Remove yourself from the job queue and send back to AP associate Change status on job queue to UPDATED

ACCOUNTS PAYABLE DIRECTS Enter AP Header information using the SO# in lieu of vendor name Answer to invoice customer te: If the wrong vendor displays, press F12 and cancel the payable. Then enter the vendor to pull up the correct payable. Verify vendor and enter header information (invoice #, Amount, etc.) Direct Order should be automatically reconciled (look for check mark) Invoice Amount - The total amount due on the invoice received from the vendor. This amount includes freight. For example, if it costs $100 for the merchandise and $20 for freight, the total invoice amount is $120. Freight is automatically pulled over to the appropriate billable or expense incoming freight field. See "Directs Resolving unapproved invoices" flowchart N Is approved flag Y or N? Y Press F12 to save changes to Direct Order and Payable and file the invoice

ACCOUNTS PAYABLE - DIRECTS Resolving unapproved invoices Right-click direct order and select Edit Order. Change view to Cost/Qty Shipped/Extended Cost Exit the Payable Need to backorder items? Edit quantity shipped column to reflect what the vendor shipped Return to AP Entry screen to verify approved flag is now Y Approved? Access order and change Print Status to H Select G/L, Deductions in AP Entry and enter the deduction amount and reason Job queue writer/designated person to review cost discrepancy Receive job queue response Vendor invoice correct? Go to Header tab to identify writer. Access the Body and place cursor on affected item. Press Shift F4 and select the order number to display the Call Tracking Entry screen. Select Edit, New Append and enter your message including the invoice cost. If multiple items have cost discrepancies, include the description and invoice cost of the other items. Press F12. Click the Forward tab and enter the writer user ID in the Forward List and Next Action fields. Put your user ID in the Final Action field and assign a status of WAITING. Verify approved flag is now Y in AP Entry Exit payable Close job queue

SINGLE CHECK PRINTING Open the AP Preview Queue and enter the header information to select the payable for which you want to print a check If you use a multi-purpose printer, do the following: 1. Select System, Printers, then Forms Loaded. 2. Select "Payable.Check" in the Form Loaded field in the appropriate tray and then press Esc to save changes. 3. Return to the Print Checks screen. 4. Change ink cartridge, if necessary. Right-click the payable for which you want to print a check and select Print Check Answer "Include all approved on this check?" prompt Y to print a check for all payables combined for a single vendor N to print a check for a single selected payable Enter the Check Posting Date, Bank Account Branch, and Bank Account Verify the Next Check # is correct Edit if necessary and press enter to accept the new check #. Click Print Verify check printed okay Payable is now removed from the AP Preview Queue

PRINT CHECK RUN Select A/P, Print Checks from the main menu Enter the Pay On Start Date, then the day you want to pay through for the Pay On End Date If you are using a multi-purpose printer, do the following: 1. Select System, Printers, then Forms Loaded from the main menu. 2. Select "Payable.Check" in the Form Loaded field in the appropriate tray and then press Esc to save your changes. 3. Return to the Print Checks window. 4. Change the ink cartridge in the printer, if necessary. Select the Payable Branches or enter ALL Enter Check Posting Date This is the date the checks should post to the general ledger. Select Bank Account and Bank Account Branch EFT Vendors? Select INCLUDE for EFT Vendors Edit if necessary and press enter to accept the new check #. Verify the Next Check # is correct Select File, Preview to verify the check numbers and grand total amount This report can be sent to your Hold file to use later as a Check Register report. Click on the Printer icon to print checks. Click to "Ready to print checks?" prompt and first check prints Verify check printed okay Alignment okay? Fix alignment problem and then click Reprint at the Verify Form Alignment prompt Answer "Reuse Ck #" prompt Answer if check can still be reprinted. Answer if you need to use a new check number. This automatically voids the original check. Click Continue at the Verify Form Alignment prompt

VOIDING CHECKS Select AP, Void Check from the main menu. Select the Bank Account and enter the Check # Answer if: You are stopping payment on the check. The check(s) is mangled or not in reusable condition Indicate whether or not the check # can be reused Answer if: The print job was cancelled and the check is still usable Check(s) in an open or closed period? Closed Select "Reverse" in the Cancel/ Reverse field Open Select "Cancel" in the Cancel/Reverse field This way the check(s) does not go to the Check Reconciliation Queue Enter the reconciled date Voiding a single check or a series of checks? Single Click Void Check and click when prompted Are you sure you want to void check #? Series If you need to reissue the check, follow the Single Check Printing flowchart Click Void Series. Enter the ending check number in the series and click when prompted Are you sure you want to void check # - #?