Activant Prelude Reconciling Vendor Invoices and Paying Vendors
This class is designed for Financial managers Accounts payable personnel Anyone who pays vendors or processes vendor claims
Objectives Set up maintenance requirements for payables Reconcile vendor invoices/vendor claims Handle discrepancies Use the Buyer Hold Merge/split receivers Enter manual invoices Select vendors/invoices for payment Void payments Use accounts payable inquiries
This course will NOT cover Setting up vendors Entering purchase orders Creating vendor claims G/L structure Custom modifications User-specific topics or scenarios
Maintenance Requirements Accounts Payable Parameters AP/PO Cost Adjustment Reason Code Maintenance User Identification Maintenance A/P Terms Maintenance Vendor Maintenance
Accounts Payable Parameters Invoice Margin Any discrepancy less than this amount will automatically post to the general ledger discrepancy account Max. Discrepancy Dollar The maximum amount that can post to the G/L discrepancy account Max. Discrepancy Percent The maximum percent that can post to the G/L discrepancy account
Accounts Payable Parameters S/R Adj Reason Code Determines if a Cost Adjustment Reason Code is required if you change a cost when reconciling a vendor invoice
AP/PO Cost Adjustment Reason Codes Accounts Payable > Maintenance > AP/PO Cost Adjustment Reason Maintenance
User Identification Maintenance Limits that can cause a vendor invoice to go on hold for a user. User Identification Maintenance > F5-Administrative
Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance
Invoice Due Date Options Due Date Set a specific due date or day of the month Net Days Allowed A set number of days past the invoice date Net Day-Of-Month and Cutoff Day (prox dating) Due date varies among 2 or 3 dates based on the invoice date and a cutoff date. If the invoice date is after the cutoff date, the due date is the net day of the following month.
Discount Due Date Options Discount Date Day of the month when the invoice must be paid to receive the discount Disc. Days Allowed Number of days past the invoice date after which a discount is not allowed Disc. Day-Of Month and Cutoff Day Day of the month after which discount is not allowed. Use Prox terms if payment is due the following month
Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance
Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance
Accounts Payable Payment Terms Accounts Payable > Maintenance > A/P Terms Maintenance
Vendor Maintenance Payable Type Set in Vendor Payable Type Maintenance to classify the vendor Payable method Regular Automatic bank deduction Electronic transfer Credit card CC Payment Vendor The credit card company that you will pay Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P
Vendor Maintenance Status Trade Hold Inactive Pay On Receipt No Pay when reconciling Yes Pay when received Audit Require invoice information when received Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P
Vendor Maintenance Single Check Yes print a check for each invoice No all invoices are combined into one check Unearned Discount Days The number of days past the discount date that you will take a discount Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P
Vendor Maintenance Off Discount Appears when you reconcile the invoice On Discount The additional discount beyond the normal merchandise amount Accounts Payable > Maintenance > Vendor Maintenance > F6-A/P
Reconciling Vendor Invoices/Claims Vendor Invoice Reconciliation Entry Handle discrepancies Use the Buyer Hold Split a receiver Merge a receiver Vendor Claim Reconciliation Entry Manual Invoice Entry
Vendor Invoice Reconciliation Entry Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry
Vendor Invoice Reconciliation Entry Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F2-Save
Vendor Invoice Reconciliation Entry
Vendor Invoice Reconciliation Entry If the difference is LESS than the Invoice Margin in A/P Parameters. If the difference is LARGER than the Invoice Margin in A/P Parameters.
Handling Discrepancies Re-cost the purchase order Write-off the discrepancy Generate an additional invoice to the vendor Send it to the buyer for review Accounts Payable Discrepancy Inquiry Accounts Payable Released Inquiry
Re-Cost the Purchase Order Vendor Invoice Reconciliation Entry > F7-Recost or From the Discrepancy Warning Box, select Recost
Write-Off the Discrepancy Vendor Invoice Reconciliation Entry > Discrep If the amount to write-off is less than the amount set in Accounts Payable Parameters > Max. Discrepancy Dollar Max. Discrepancy Percent Vendor Invoice Reconciliation Entry > G/L Account Write off to a General Ledger account Maximum limit set in User Identification Maintenance
Choose a G/L Account for Discrepancies Invoice Reconciliation Entry > F2-Save > G/L Acct
Invoice the Vendor Invoice Reconciliation Entry > F2-Save > Addl Inv
Buyer Hold Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F8-Buyer Hold
Accounts Payable Discrepancy Inquiry Accounts Payable > Inquiries > Accounts Payable Discrepancy Inquiry
Accounts Payable Released Inquiry Opens Vendor Invoice Reconciliation Entry so you can complete the reconciliation. Accounts Payable > Inquiries > Accounts Payable Released Inquiry
Splitting a Receiver Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F5-Split
Splitting a Receiver The original receiver is used for the first invoice sent by the vendor. The remaining products are assigned a new receiver number.
Merging Receivers First receiver number. Second receiver number. Total of the receivers. Accounts Payable > AP/PO Subsystem > Vendor Invoice Reconciliation > Invoice Reconciliation Entry > F6-Merge
Reconciling Vendor Claims Accounts Payable > AP/PO Subsystem > Vendor Claim Reconciliation > Claim Reconciliation Entry
Manual Invoice Entry Accounts Payable > Manual Invoice Entry
Manual Invoice Entry
Paying Vendors Select vendors/invoices for payment Auto selection Manual selection Issue payment Enter a manual check Void a payment Void a batch of payments
Select Vendors and Invoices for Payment R Regular A A/P floor plan F A/P floor plan (deduction) B Automatic bank deduction E Electronic funds transfer C Credit card Accounts Payable > Check Processing > Payment Selection/Print
Select Vendors and Invoices for Payment Due Date: Selects invoices due before this date. Discount Date: Selects invoices that must be paid by this date to get a discount. Lost Discounts: Determines if you will take discounts regardless of the date. Accounts Payable > Check Processing > Payment Selection/Print
Select Vendors and Invoices for Payment Allows you to enter additional criteria to select invoices. Accounts Payable > Check Processing > Payment Selection/Print
Selecting Invoices Automatically pay invoices Select F5-Auto Sel Uses the selection criteria entered in the header Use F7-Sel Rpt to list the selected invoices Manually select invoices Select F6-Manual Sel Manually enter vendors and invoices to pay Automatically select invoices, then add or remove invoices manually Auto-select the invoices to pay, then manually add, delete or edit the invoices
Auto Selecting Invoices
Manually Selecting Invoices Accounts Payable > Check Processing > Payment Selection/Print > F6-Manual Sel
Manually Selecting Invoices Accounts Payable > Check Processing > Payment Selection/Print > F6-Manual Sel > F5-Maintain Invoices
Paying Vendors
Paying Vendors Accounts Payable > Check Processing > Payment Selection/Print > F7-Sel Rpt
Paying Vendors Accounts Payable > Check Processing > Payment Selection/Print > F8-Print Chks
Paying Vendors If Batch Type is: E (Electronic funds transfer). A file is created and transmitted to your bank. B (bank deduction). The invoices are marked as paid with sequentially assigned check numbers with an A prefix. You can print, email, or fax the list of invoices. C (credit card). The invoices are marked as paid with sequentially assigned check numbers with a C prefix. A new invoice is created for the CC Payment Vendor. R (regular), load the check stationary to print.
Record a Manual Check Accounts Payable > Check Processing > Manual Check Entry
Void a Payment Accounts Payable > Check Processing > Void Check Entry
Void a Batch of Payments Accounts Payable > Check Processing > Void Check Batch Entry
Accounts Payable Inquiries Accounts Payable Inquiry Vendor Invoice Inquiry Vendor Invoice History Inquiry Detail Payable Aging Inquiry A/P Transaction Inquiry Accounts Payable Check Inquiry
Accounts Payable Inquiry Accounts Payable > Inquiries > Accounts Payable Inquiry
Vendor Invoice Inquiry Accounts Payable > Inquiries > Vendor Invoice Inquiry
Vendor Invoice History Inquiry Accounts Payable > Inquiries > Vendor Invoice History Inquiry
Detail Payable Aging Inquiry Accounts Payable > Inquiries > Detail Payable Aging Inquiry
A/P Transaction Audit Inquiry Accounts Payable > Inquiries > A/P Transaction Audit Inquiry
Accounts Payable Check Inquiry Accounts Payable > Inquiries > Accounts Payable Check Inquiry
Summary Set up maintenance requirements for payables Reconcile vendor invoices/vendor claims Handle discrepancies Use the Buyer Hold Merge/split receivers Enter manual invoices Select vendors/invoices for payment Void payments Use accounts payable inquiries
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