CASELLE® Clarity
Accounts Payable User Guide
Commitment TO COMMUNITY
Learn how to use Clarity applications, where to find tools, how to fill in reports, and set up forms
Table Of Contents Approval process .......................................................................................................................................... 1 Approval Criteria Setup ............................................................................................................................. 1 Approve Requisitions ................................................................................................................................. 4 Checks .......................................................................................................................................................... 7 Checks ....................................................................................................................................................... 7 Check Register .......................................................................................................................................... 8 Delete Checks ......................................................................................................................................... 10 Invoices ....................................................................................................................................................... 12 Adjust Invoices ........................................................................................................................................ 12 Create Recurring Invoices ....................................................................................................................... 13 Credit Memos and Discounts .................................................................................................................. 15 Enter Invoices .......................................................................................................................................... 16 Import Invoices ........................................................................................................................................ 25 Invoice Register ....................................................................................................................................... 28 Invoice Report by GL Account ................................................................................................................. 29 Paid Invoice Report ................................................................................................................................. 30 Select Invoices for Payment .................................................................................................................... 31 Unpaid Invoice Report ............................................................................................................................. 35 Vouchers.................................................................................................................................................. 35 Inquiry.......................................................................................................................................................... 37 Purchase Order Inquiry ........................................................................................................................... 37 Requisition Inquiry ................................................................................................................................... 37 Vendor Inquiry ......................................................................................................................................... 39 Organization ................................................................................................................................................ 42 Checkout.................................................................................................................................................. 42 Recalculate .............................................................................................................................................. 44 Delete History .......................................................................................................................................... 46 Load Beginning Balances ........................................................................................................................ 49 Update General Ledger ........................................................................................................................... 50 Update Project Accounting ...................................................................................................................... 52 Organization ............................................................................................................................................ 54 Set up the organization's information .................................................................................................. 54 Current year ......................................................................................................................................... 54 Direct payment ..................................................................................................................................... 54 Employer ID ......................................................................................................................................... 57 General Ledger interface ..................................................................................................................... 57 Keep [ _ ] years of history .................................................................................................................... 58 Last recurring invoice date ................................................................................................................... 58
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Organization contact information ......................................................................................................... 58 Purchase orders ................................................................................................................................... 59 Allow invoice to exceed purchase order amount ................................................................................. 60 Passwords ........................................................................................................................................... 60 Tracking ............................................................................................................................................... 60 Turn on/off interface to General Ledger, Materials Management, Project Accounting, or Asset Management ........................................................................................................................................ 61 User-defined fields ............................................................................................................................... 62 Sales Tax Rate ........................................................................................................................................ 62 Shipping Addresses ................................................................................................................................. 64 Terms....................................................................................................................................................... 65 Payments .................................................................................................................................................... 68 Payment Approval Report ....................................................................................................................... 68 Purchases and requisitions ......................................................................................................................... 71 Enter Purchase Orders ............................................................................................................................ 71 Enter Requisitions ................................................................................................................................... 75 Approve Requisitions............................................................................................................................... 78 Cancel Requisitions ................................................................................................................................. 79 Close Open Purchase Orders ................................................................................................................. 80 Create PO from Requisitions without Vendors ........................................................................................ 82 Create Purchase Order from Requisition ................................................................................................ 83 Purchase Order Audit Trail Report .......................................................................................................... 84 Purchase Order Exception Report .......................................................................................................... 85 Purchase Order Inquiry ........................................................................................................................... 86 Purchase Order Register ......................................................................................................................... 86 Purchase Order Report ........................................................................................................................... 87 Purchase Orders ..................................................................................................................................... 88 Requisition Budget Report....................................................................................................................... 89 Requisition Budget Report by GL Account .............................................................................................. 90 Requisition Inquiry ................................................................................................................................... 91 Requisition Register ................................................................................................................................ 93 Requisition Status Report ........................................................................................................................ 94 Requisitions ............................................................................................................................................. 95 Vendors ....................................................................................................................................................... 97 Activate ACH Prenotifications.................................................................................................................. 97 Create ACH File ...................................................................................................................................... 97 Delete Vendors ........................................................................................................................................ 99 Merge Vendors ...................................................................................................................................... 101 Renumber Vendors ............................................................................................................................... 103
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Vendors ................................................................................................................................................. 105 Vendor History ....................................................................................................................................... 109 Vendor Inquiry ....................................................................................................................................... 110 Vendor List ............................................................................................................................................ 112 Reports ...................................................................................................................................................... 113 Requisition Register .............................................................................................................................. 113 Remittance Advice Report ..................................................................................................................... 113 Aging Report .......................................................................................................................................... 114 Discounts Not Taken Report ................................................................................................................. 115 Invoice Register ..................................................................................................................................... 116 Cash Requirements Report ................................................................................................................... 117 Check Register ...................................................................................................................................... 118 GL Reconciliation Report....................................................................................................................... 119 Invoice Report by GL Account ............................................................................................................... 120 Purchase Order Audit Trail Report ........................................................................................................ 121 Purchase Order Exception Report ........................................................................................................ 121 Paid Invoice Report ............................................................................................................................... 122 Purchase Order Register ....................................................................................................................... 123 Purchased Items Report ........................................................................................................................ 124 Received Items Register ....................................................................................................................... 126 Requisition Budget Report..................................................................................................................... 126 Requisition Budget Report..................................................................................................................... 127 Requisition Budget Report by GL Account ............................................................................................ 128 Requisition Status Report ...................................................................................................................... 129 Unpaid Invoice Report ........................................................................................................................... 131 Vendor List ............................................................................................................................................ 131 Vouchers................................................................................................................................................ 132 1099 Reporting .......................................................................................................................................... 134 1099 Recipients ..................................................................................................................................... 134 1099 Reconciliation Report ................................................................................................................... 136 1099s ..................................................................................................................................................... 136 Adjust 1099 Balances ............................................................................................................................ 137 Checkout 1099 Recipients..................................................................................................................... 139 Convert Year-end Tax Information ........................................................................................................ 141 Index .......................................................................................................................................................... 143
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Approval process Approval Criteria Setup The approval criteria identifies the steps for approving a requisition. In this application, Step 1 is the first, or lowest, level of approval required. Example: For example, Step 1 is a clerk, Step 2 is a supervisor, Step 3 is a manager, Step 4 is a vice president, and Step 5 is the president.
Add/remove approval groups An approval group includes all of the groups in the organization that need approval for amounts greater than the specified amount. How do I add an approval group? Click Add Group. Then use the pane, located below Approval Groups area, to set up the approval group properties.
How do I delete an approval group? Use the Approval Groups list to select a group. Click on a group to select it. Then, click Delete Group.
Change the approval group name The approval group name is description assigned to an approval group. It is stored in the Description field. Start by selecting a group from the Approval Groups list. Then, use the Description field to type in a new group name.
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Automatic approval threshold The automatic approval threshold is an amount that you assign to a group. When the amount being approved is greater than the threshold amount, the items will be sent to the individuals in the Approval Group for approval. Amounts that are less than the threshold amount will not be included.
Override previous steps Use override previous steps to allow an approver to approve an amount even through the amount has not been approved by the approver in the previous step. For example, if an approver in Step 1 rejects a requisition and an approver in Step 2 has the authority to override previous steps, then the approver in Step 2 can approve the requisition and send the requisition to the next step in the approval process. Do you want to allow the group to approve amounts that have not been approved by the previous group? •
Yes, allow the approvers in this group to override the approvers in the previous step. Click to select Override Previous Steps.
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No, require approvers in the previous step to approve amounts. Click to deselect Override Previous Steps.
Add/remove users A user is a person who will use this application. You need to determine which users are assigned to each group. The users in a group are responsible for approving or rejecting amounts that are greater than the approval threshold. How do I add users to a group? Use the right pane, select a group from the Approval Groups list. Next, click Add User. Use the Search form to select a name to add to the group. Then, click OK. You can add one user at a time.
How do I remove a user from a group?
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Approval process
Use the right pane, select a group from the Approval Groups list. All of the users that are assigned to the group will appear in the User list. Click to select the user that you wish to delete. Then, click Remove User.
Approval steps for Use Approval Steps For to set up approval steps for all departments or a specific department. Which departments will use the approval steps? •
Apply these steps to all departments. Use the Approval Steps For drop-down list to select All Departments.
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Apply these steps to a specific department. Use the Approval Steps For drop-down list to select a department name.
Steps A step is a level within the approval process. Each step, or level, is assigned to a group that is authorized to approve amounts up to a specific threshold. How do I add a step? Click Add Step. A new step will appear on the form. Then, fill in the options in the Step X area, where X is the number assigned to the step.
How do I remove a step? Click Delete in the Step X pane.
Groups After you create an Approval Group, you can assign it to a Step by clicking and dragging the approval group to the Groups field, like this.
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All groups or any groups A group refers to an approval group. All groups means all of the groups listed in the Groups field for a given Step must approve the amount. Any groups means the amount must only be approved by one of the groups listed in the Groups field.
Change order of the steps The approval hierarchy is defined by the order in which the approval steps are assigned in Approval Criteria Setup. Changing the assigned number will also change the approval step order. The steps appear on the screen in order. You can change the approval order by clicking the Up and Down buttons, located in the Step X area.
Approve Requisitions Use Approve Requisitions to approve requisitions based on the settings in Setup Approval Criteria.
Approve requisitions 1. Open Clarity Accounts Payable > Purchases and Requisitions > Approve Requisitions. 2. Set up the options. 3. Select the requisitions to approve. 4. Click GO (Ctrl+G). ___
Show only requisitions from department Use Show Only Requisitions from Departments to select which requisitions will be included in the transaction grid. Do you want to show requisitions for all departments?
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Approval process •
Yes, I want to show requisitions for all departments. Select All Departments from the Show Only Requisitions from Department drop-down list.
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No, I want to show requisitions for a single department. Select the department's name from the Show Only Requisitions from Department drop-down list.
Authorized by The Authorized By is the name of the individual who will approve the requisitions. Who will authorize the approved requisition? •
Select the name of the individual from the Authorized By list. The Authorized By field is a selfvalidating field. Names that have been added to the list are saved.
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Add a new name to the Authorized By list. You can click on the Authorized By field to type in a name.
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Leave the Authorized By field blank. This field is not required. You can leave this field empty.
Transaction grid The Transaction Grid displays the requisitions that need your approval on the My Queue tab, the requisitions that will be coming to you in the future on the Coming tab, and an approval log on the History tab. What do you want to do? •
I want to approve a single requisition. Locate the requisition in My Queue. Then, select the Approval checkbox. Click GO.
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I want to approve multiple requisitions. Like approving a single requisition, locate the requisitions in My Queue. Then, select the Approval checkbox and click GO.
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I want to approve all requisitions. Click Select All (Ctrl+Shift+F2) to select all of the requisitions in My Queue. All of the checkboxes will be selected for all of the requisitions. Now, click GO.
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Show me more options. Right-click on the grid to display a menu. Use the menu options to filter, group, or save settings.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Accept all Click Accept All (Ctrl+Shift+F2) to select all of the requisitions on the My Queue tab.
Cancel all Click Cancel All (Ctrl+Shfit+F3) to deselect all of the selected requisitions.
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Clarity Accounts Payable
Clear all Click Clear All (Ctrl+Shift+F4) to the selected requisitions.
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Checks Checks Use Checks to print checks, or reprint checks.
Print checks 1. Open Clarity Accounts Payable > Reports > Checks. 2. Select a report title. 3. Set up the report options. 4. Load the check stock in the printer. 5. Click Print (Ctrl+P).
Reprint checks You can reprint a check if the following requirements are met: •
The check was never printed, or
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The check was ruined during the print process, and
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The check was never updated to the General Ledger.
Do this... 1. Open Accounts Payable > Reports > Print Checks. 2. Go to the Reprint tab. The check numbers that have printed display in the grid. 3. Select the checks to reprint. 4. What do you want to do? •
Reprint a ruined check: Click Void Check Number and Reset for Reprint.
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Reprint a check issued for the wrong amount: Click Void Check Number and Reset for Reprint.
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Reprint an invoice that was paid twice: Click Void Check Number and Reset for Reprint.
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Print a check that never printed: Click Reset for Reprint.
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Print a lost check: Click Reset for Reprint.
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Print a check that was ruined by the print process: Click Reset for Reprint.
5. Go to the Report Options tab. The check issue date for the checks that will be reprinted displays in the Check Issue Date field. 6. Select the Check Issue Date. 7. Load the check stock in the printer. 8. Click Print (Ctrl+P).
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Clarity Accounts Payable
Void and reprint checks If the check has been updated to the General Ledger, use Invoices and Payments > Void Checks to void the check. Then, use Reports > Checks to print a new check. Click here for more information on voiding and reprinting checks.
___ Check issue dates The check issue date is the date the check was issued. This report will print all of the checks that were issued on the check issue date. What is the check issue date? •
Use the Check Issue Dates field to select a date.
Beginning check number The beginning check number is the first number that is printed on the check stock, or will be printed on the check stock. What is the beginning check number? •
Use the Beginning Check Number field to enter the first check number on the batch of checks to be printed.
Include regular checks A regular check is a check that is printed. This option will include all checks except direct payment checks. Do you want to print checks for regular checks? •
Yes, print regular checks. Click to select Include Regular Checks.
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No, do not print regular checks. Click to deselect Include Regular Checks.
Include direct payment checks A direct payment check is a check that was paid electronically using an ACH program. This option includes all direct payment checks except regular checks. Do you want to print checks for direct payment checks? •
Yes, print direct payment checks. Click to select Include Direct Payment Checks.
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No, do not print direct payment checks. Click to deselect Include Direct Payment Checks.
Check Register Print the Check Register to verify that the information printed on the checks generated is accurate.
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Print a check register 1. Open Clarity Accounts Payable > Reports > Check Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Report type The report type determines the type and quantity of information to print on the report. What is the report type? •
Print the information to post to the General Ledger. Use Report Type to select GL Detail.
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Print the information on each invoice. Use Report Type to select Invoice Detail.
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Summarize transactions by date. Use Report Type to select Summary.
Uses segment [ _ ] for segment title columns Use this option to create a report column. The account segment is the title of the report column. The report column will show the account segment information on the report. Do you want to print this report for the selected account segment? •
Yes, print this report for the selected account segment. Use the Use Segment drop-down list to select an account segment.
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No, print this report without columns for an account segment. Select [blank] as the Use Segment.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor
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Signature lines A signature line is a line that you can add to the report that provides a space for managers and supervisors to sign-off. Example:
How do I add a signature line? Use the space on the Signature Lines tab to create the signature line. Click on the white space to type in a description. In the example above, the description is Dated, Mayor, City Council, and City Recorder. Then, use the underscore ( _ ) key on the keyboard to add a line. Press the underscore ( _ ) key again until the line reaches the appropriate length.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Delete Checks Use Delete Checks to delete check transactions from the Accounts Payable database. Warning! Call Customer Service before you attempt to use this program. This routine will delete check transactions without leaving an audit trail.
Delete checks 1. Open Clarity Accounts Payable > Organization > Delete Checks. 2. Set up the options. 3. Click GO (Ctrl+G).
Verify the check has been deleted Use Vendors > Vendor Inquiry. Look up the vendor number. Then, click the Checks tab to verify the check has been deleted.
___ Check issue date The check issue date is the date the check was issued. Do you want to use the default date as the check issue date? •
Yes, I want to use the default date as the check issue date. Continue to the next step.
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No, I want to use a different date as the check issue date. Click the Calendar button to choose a different date.
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Check numbers A check number is a unique number that is assigned to each check. What is the check number assigned to the check that will be deleted ? •
I know the check number. Use the Check Numbers field to enter the check number to delete. You can enter a single check number or a range. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
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Delete all check numbers assigned to the Check Issue Date. Use Check Numbers to enter All.
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Help me enter the check number. Click Values to show additional options.
Vendor numbers A vendor number is a unique number that is assigned to a vendor. What is the vendor number assigned to the check to be deleted? •
I know the vendor number. Use the Vendor Numbers field to enter a number.
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Delete checks for all vendors. Use Vendor Numbers to enter All.
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Help me enter the vendor number. Click Values to show additional options.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
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Invoices Adjust Invoices Use Adjust Invoices to reverse an invoice detail entry.
Adjust invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Adjust Invoices. 2. Set up the Options. 3. Use Enter Values to enter the selection criteria. 4. Now, use the Invoice Detail grid to adjust invoices. 5. Click GO (Ctrl+G).
___ Input date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
Enter values form When you launch the Adjust Invoices routine, the Enter Values Form displays. You can use the form to enter the selection criteria that will select the invoices to display in the Invoice Detail form. Then, you can enter a value, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Clicking the Values button if you need more help filling in the form. This Enter Values form with the default settings.
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Inquiry
Invoice detail grid The Invoice Detail Grid displays all of the invoices that match the selection criteria. Use the grid to select the invoices to adjust.
Which invoices do you wish to select? •
Select an invoice. Click to select an invoice. The invoice is highlighted.
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Select an invoice range. Press and hold Shift, then click on the first invoice in the range. Keep holding Shift and select the last invoice in the range. The entire range is highlighted.
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Select multiple invoices. Press and hold Ctrl, then click on each invoice. Each invoice is highlighted.
Create Recurring Invoices Use Create Recurring Invoices to set up a an invoice that needs to be created for a customer, or group of customers, at regular intervals.
Create recurring invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Create Recurring Invoices. 2. Set up the options to select vendors with recurring invoices. 3. Then, select the recurring invoices to create. 3. Click GO (Ctrl+G).
___ GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x.
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Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
Beginning and ending date Use the Beginning Date and Ending Date field to select a GL period. What is the GL period for selecting vendors with recurring invoices? •
Use the Beginning Date field to enter the first date in the GL period.
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Use the Ending Date field to enter the last date in the GL period.
Vendors Do you want to display recurring invoices for all vendors? •
Yes, display recurring invoices for all vendors. Use the Vendor field to enter All.
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No, only display recurring invoices for the selected vendors. Use the Vendor field to enter a vendor number. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Or, click Values to show additional options.
Set create default The Create checkbox is part of the information displayed in the Recurring Invoice grid. You can click the Create checkbox to choose to create a recurring invoice for each vendor, one by one. Or you can use the Set Create Default checkbox to select or deselect the Create checkbox on all of the recurring invoices in the Recurring Invoice grid.
Do you want to change the default setting for the Create checkbox?
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Inquiry •
Set the default setting to create a recurring invoice. Click to select Set Create Default. Then, click Accept All (Ctrl+Shift+F1) to update the values in the Recurring Invoice grid.
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Set the default setting to not create a recurring invoice. Click to deselect Set Create Default. Then, click Accept All (Ctrl+Shift+F1) to update the values in the Recurring Invoice grid.
Recurring invoices grid The Recurring Invoices grid shows the recurring invoices for the selected GL period and vendors. What do you want to do? •
Create a recurring invoice. Click to select the Create checkbox.
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Create a recurring invoice for each vendor that shows up on the current screen. Click to select Set Create Default. Then, click Accept Shown (Ctrl+Shift+F2).
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Create a recurring invoice for each vendor. screen. Click to select Set Create Default. Then, click Accept All (Ctrl+Shift+F1).
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View the invoice detail for a recurring invoice. Click the asterisk (*) in the Invoice Detail column. The Invoice Detail column is usually located between the Payment Due Date and Create columns.
Credit Memos and Discounts Credit Memo A credit memo is a credit amount that is not tied to a specific invoice at the time the credit amount is entered. The system will allocate the credit amount on a percentage basis. Manual allocation is not allowed. Credit amounts can be refunded. Discounts A discount is a credit amount that is tied to a specific invoice. A discount affects the invoice total. It cannot be applied to a different invoice. Write-off A write-off is not the same as a discount or credit memo. Do not use a write-off instead of a discount or credit memo to record a discount, a credit on an invoice, or a credit memo, a credit to an account. Caselle 2.x Users Discounts in the Caselle Clarity Accounts Payable program replaces category codes for both Credit Memos and Unapplied Payments. What happens when I void an invoice? Use the Void Invoice routine to create a credit memo and credit memo applied records to reverse the selected invoice. The transaction description states, Void invoice XXXXX. Only unpaid invoices may be voided.
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What happens when I adjust a payment? Use the Adjust Payments routine to reverse the entire payment and payment applied records, and then create a new payment and payment applied records for the new adjustment.
Enter Invoices Use Enter Invoices to process invoices. The Enter Invoices form works with other Clarity applications to allow you to: •
Create an asset in Asset Management.
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Make inventory available in Materials Management.
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Link an invoice item to a Job number in Project Accounting.
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Link an invoice item to a GL activity in General Ledger.
Enter invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Enter Invoices. 2. Enter the selection criteria for selecting invoices. 3. Next, enter the invoice. 4. Click Save (Ctrl+S).
Change invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Enter Invoices. 2. Enter the Input Date recorded on the invoice. 3. Click Edit (Ctrl+E). 4. Now, enter the vendor number. The transaction grid displays the invoices that were created for the vendor on the input date. 5. Double-click to select an invoice. The invoice information display on the Invoice tab. 6. Now, you can edit the invoice.
Delete invoices Delete an invoice to remove an invoice from the Accounts Payable database. You cannot delete an invoice if it is tied to a check. Has the transaction been updated to the General Ledger? •
Yes, the transaction has been updated to the General Ledger. You cannot make changes to transactions that have been updated to the General Ledger. You can enter a new transaction.
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No, the transaction has NOT been updated to the General Ledger. Use Enter Invoices to delete the transaction. You'll need to enter the Input Date when the inventory was issued. Then, click Delete (Ctrl+D).
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Inquiry
If the transactions have NOT been updated to the General Ledger, what do you want to do? •
I want to delete a single entry. Click Delete Single Reference Number. Then, enter the reference number. Example:1
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I want to delete a range of entries. Click Delete Reference Number Range. Now, enter the first and last reference number in the range. Example: 1 to 10.
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I want to delete all of the entries entered on the input date. Click Delete All Transactions Input On MM/DD/YYYY. This will erase ALL of the issued transactions that were created on this date. There is no undo for this option. If you're not sure, back up the database before you continue.
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Input date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click Options (F12). Then, click on the Date field to enter a MM/DD/YYYY.
GL period The GL Period is the period the system will use to record the invoices. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click Options (F12). Then, click on the Date field to enter a MM/DD/YYYY.
Batch Some organizations assign a batch number or code to all of the invoices that are entered at the same time. Is there a batch number? •
Yes, there is a batch number. Click Options (F12). Then, use the Batch field to enter the batch number.
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No, there is not a batch number. Leave the Batch field blank.
Bank Which bank will be processing invoices? •
I want to use an existing bank. Click Options (F12). Next, select a bank from the Bank dropdown list.
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Clarity Accounts Payable •
Show me more information about the bank. Click Options (F12). Click Additional Information, this button is located at the end of the Bank field.
Inventory Options - Update Invoice to Materials Management If you want to use Accounts Payable to record received inventory in Materials Management, select the related inventory number for the invoiced item. This feature allows you to make the inventory available in Materials Management when the invoice is entered in Accounts Payable. How do I make this option available? •
Use Accounts Payable Organization > Organization > Interfaces to turn on the interface to the Materials Management application.
When do you want to update invoices to Materials Management? •
I want to update invoices to Materials Management right away. Use Options (F12) to select the Update Materials Management When Finished checkbox. This option will update the invoice entry to the Materials Management application as soon as you exit Enter Invoices.
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I want to update invoices later. Use Options (F12) to deselect the option to Update Materials Management When Finished. When you're ready to update invoice items to Materials Management, run Accounts Payable > Organization > Update Inventory Received to Materials Management.
What is the received date? The received date is a field in Materials Management that stores the date when the invoice items were received. •
Let me choose the received date for each invoice entry. Click Options (F12). Use the option to Specify for Each Inventory Item when you want to use a different date, or you want the option to change the date, while you are entering invoices.
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Use the input date as the received date. Click Options (F12). Select the Use the Input Date option to set the Received Date to the same date that appears in the Input Date field.
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Use the invoice date as the received date. Click Options (F12). Select the Use the Invoice Date option to set the Received Date to the same date that appears in the Invoice Date field.
Add asset If the Asset Management interface turned on, you'll need to complete this section to create an asset record in Asset Management. Use Clarity Accounts Payable Organization > Organization > Interfaces to make the options in this section available. If you are entering an invoice for an asset acquisition, do you want to create an asset record? •
Yes, I want to create an asset. Click Options (Ctrl+F12). Select Yes to fill in the information to add the asset to the Pending Asset list in Asset Management.
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No, I do not want to create an asset. Click Options (Ctrl+F12). Select No to add the asset later. When you're ready, use Asset Management > Setup New Assets.
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Maybe, I want to choose to create or not create an asset. Click Options (Ctrl+F12). Select the option to Prompt Each Time when you want the option to add an asset but you don't need to add an asset for every invoice.
How will this change the Enter Invoices form?
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Inquiry
Then, enter the invoice as usual. When the invoice entry is finished, you will be prompted to add the asset information. How do I complete the Add Asset form? When the invoice entry is finished and the invoice includes a GL account for a fixed asset, the system will display the Pending Asset Information form, which allows you to add the asset information. If you have selected Prompt Each Time as the Add Asset setting in the Options form, an Add Asset Information dialog box will ask you if you want to add the asset information. Now, fill in the form and click OK. The system adds the information from the form as a pending asset record in Asset Management.
Copy fields Use copy fields to copy the values that are stored in the selected fields on the current entry and paste them into the selected fields on the new entry. You can replace the copied valued when you enter the new entry. Do you want to copy fields? •
Copy a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will be copied to the Selected Copy Fields list. Click OK.
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Stop copying a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will not be copied to the Available Copy Fields list. Click OK.
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Update the value in a copied field. Even though the Options are set up to copy the field value, you can always edit the contents of the copied field. When you change the value, the routine will copy the new value to the next entry.
Vendor What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to type in a vendor name or number.
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Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number.
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Show more information about the vendor. Use the Vendor menu to select Additional Information.
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Add a new vendor. Use the Vendor menu to select Add new.
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Update the vendor's information. Use the Vendor menu to select Modify.
Remit to The remit-to is the remittance address, or the address where the invoice is submitted. What is the remittance address for the vendor? •
Use the default remittance address. This is the address that is currently displayed.
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Change the remittance address. Use the Remit To field to select another address from the dropdown list. You can Search this field; however, all of the remittance addresses for the current vendor will be displayed in the Remit To drop-down list.
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Show me more information. Use the Remit To menu to select Additional Information.
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Clarity Accounts Payable •
Add a new remittance address. Use the Remit To menu to select Add New.
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Update the remittance address. Use the Remit To menu to select Modify.
PO number If this invoice is for a PO that exists in the database, then filling in the PO number will populate the remaining fields on the Enter Invoices form. Clicking Search (F9) will show you all of the POs that have been created for the current vendor. If the PO has not been recorded, then you will need to fill in the invoice information by hand. What is the purchase order number? •
This invoice has a purchase order. Use the PO Number field to enter a purchase order number. If you want to see all of the purchase orders for the vendor, click Search (F9).
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This invoice does not have a purchase order. Leave the PO Number field blank.
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I need to add a PO. If you want to enter a purchase order, click Enter Purchase Orders (Ctrl+Shft+F2).
Invoice number An invoice number is a number that is assigned to an itemized list of goods shipped that usually specifies the items, quantity, price, and terms of sale. What is the invoice number? •
I have the invoice number. Use the Invoice Number field to type in the invoice number that is assigned to the invoice.
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Help me find the invoice number. You can Search (F9) this field to show a list of previously entered invoice numbers.
Invoice date The invoice date is the date recorded on the actual invoice. What is the invoice date? •
Enter the invoice date. Use the Invoice Date field to enter a different MM/DD/YYYY.
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Show a calendar to select the invoice date. Click the Calendar button.
Terms The terms are the provisions that determine the nature and scope of an agreement for payment. What are the terms for paying the invoice? •
Use an existing payment term. Use the Terms drop-down list to select the payment terms for paying off the invoice.
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Add a new payment term. If you need to add a new payment term, use Organization > Terms.
Payment due date
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A payment due date is the actual date when the bill is due. What is payment due date? •
Use the default payment due date. The Payment Due Date field calculates based on the selected terms.
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Change the payment due date. In the Payment Due Date field, enter the MM/DD/YYYY when the invoice must be paid.
Discount date If the payment terms include a discount, then the system will use the payment terms to calculate the discount date. A discount date refers to the discount that may be applied if the vendor receives payment on or before the discount date. Is there a discount for early payment? •
Use the date displayed. The system uses the terms to calculate the discount date.
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Change the discount date. You can change the discount due date by clicking on the Discount Date field and entering the MM/DD/YYYY.
Invoice detail These fields are located on the Enter Invoices > Detail tab. Is the invoice tied to a PO? •
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The invoice is tied to a PO. If the invoice is tied to a PO, the invoice items on the PO will be displayed in the transaction grid, located at the bottom of the form. Use the Accept menu to select an option: •
Pay the invoice detail: Select Yes or Accept All.
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Do not pay the invoice detail: Select No.
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Update the invoice detail: Select Edit.
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Close the item: Select Close.
The invoice is NOT tied to a PO. If the invoice is not tied to a PO, you need to add the invoice items to the Invoice Detail tab. Remember, the number of invoice detail entries that you create is equal to the number of invoice items on the invoice.
Inventory number and received date These fields are only available when the Materials Management interface is turned on. If you want to make these fields available, click Options (F12). What is the inventory number? •
I know the inventory number. Use the Inventory Number field to type in a valid inventory number.
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I don't know the inventory number. If you're not sure, you can Search (F9) the Materials Management database.
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Clarity Accounts Payable •
I need to add a new inventory item. If you need to add a new inventory number, use Materials Management > Inventory > Setup New Inventory.
What is the received date? •
Use the displayed date. The Received Date field shows the date that you selected in the Options form.
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Change the received date. Use the Received Date field to enter the date the inventory was received.
Part number The part number is usually listed on the invoice detail. Is there a part number assigned to the inventory? •
I know the part number. Use the Part Number field to enter the part number.
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I do not know the part number. Leave the Part Number field blank.
Job number This field is only available when the Project Accounting interface is turned on. If you want to link the invoice detail to a job number, open Clarity Accounts Payable Organization > Organization > Interfaces to make the Project Accounting interface available. A job number refers to a user-defined code that is created in Clarity Project Accounting for reporting resources and transactions associated with a specific job. You can use a job number to manage transactions that are created in Clarity General Ledger and the Clarity Project Accounting Suite, which includes Project Accounting, Materials Management, and Asset Management. What is the job number? •
I know the job number. Use the Job Number field to enter it.
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I need to look up the job number. You can Search (F9) this field.
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Add a new job number. If you need to add a new job number, use Clarity Project Accounting > Setup New Job.
GL activity A GL Activity refers to a user-defined code that is created in Clarity General Ledger for reporting resources and transactions. The GL activity code can report on subsystems that are interfaced to the Clarity General Ledger. What is the GL activity? •
I know the GL activity. Enter a valid GL activity code in the GL Activity field.
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I need to look up the GL activity. You can Search (F9) this field.
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This item is not tied to a GL activity. Leave this field blank.
Description
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What is the description for the item? •
I have received this item before. Start typing. The drop-down list will show all of the matching values. You can select a description that was entered on a previous entry.
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This is a new item. Use the Description field to type in the item's description.
Tax rate A tax rate is the percentage at which a business or person is taxed. What is the tax rate for the item? •
Use a tax rate from a previous entry. Select the applicable tax rate from the Tax Rate drop-down list.
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I need to add a new tax rate. If you need to add a new tax rate, use Organization > Sales Tax Rates.
GL account A GL account is an account in the General Ledger that records credits and debits. What is the GL account to be billed? •
I know the GL account. Use the GL Account field to type in a valid GL account.
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I need to look up the GL account. You can Search this field.
1099 type Generally speaking, a 1099 vendor is vendor who is paid at least $600 in goods or services. Is this vendor a 1099 vendor? •
This is a 1099 vendor. Use the 1099 Type drop-down list to select the 1099 type that best describes the good or services provided by the vendor.
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This is not a 1099 vendor. Leave the 1099 Type field blank.
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I need more information. Go to www.irs.gov to find out more about 1099 vendors.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current period. Continue to the next step.
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No, I want to use a different period. Click on the Date field to enter a MM/DD/YYYY.
Separate check sequence You can use a separate check to pay for the invoice item.
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Clarity Accounts Payable
Do you want to print a separate check for the invoice detail? •
Yes, I want to print a separate check for the invoice detail. Enter the next number in the Separate Check Sequence field. For example, if the number is 1 then you would enter the number 2 to assign the invoice detail to a separate check.
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No, I want to include the invoice detail on the current check. Usually, when all of the invoice detail will be paid with the same check the Separate Check Sequence field is set to 1 on each invoice detail.
Bank Which bank account do you want to use to pay the invoice detail? •
Use the Bank drop-down list to select a bank account.
Quantity, Unit Price, Extended Price, etc. Quantity The quantity is the number of items received. Unit price The unit price is the cost for a single item or unit. Extended price Extended price = Quantity x Unit Price Freight The amount recorded in the freight field includes shipping fees and miscellaneous fees. Subtotal Subtotal = Extended Price + Freight Sales tax The sales tax is a tax levied on the sale of goods and services; usually calculated as a percentage of the purchase price. FWT An acronym for Federal Withholding Amount. Discount amount Discount Amount = Discount x Invoice Detail Amount Total Total = Subtotal + Sales Tax - FWT
Add a note
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Use Notes (Ctrl+Shft+N) to add a comment to the current transaction.
Redisplay previous transactions Use Redisplay (Ctrl+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction.
Stop fields A field stop allows you to determine which fields the system will stop at and which fields to skip over. Using Stop Fields can help you streamline data entry by only stopping the cursor at the fields that need information. How do I turn Stop Fields on/off? Click Stop Fields once to turn on Stop Fields. The Stop Fields icon appears in the Status Tray. To turn Stop Fields off, click the Stop Fields button again.
How do I manage the Stop Fields list? Use this option to create a new Stop Field list or set up Stop Fields for individual users. Click the dropdown menu, attached to the Stop Fields button on the main toolbar, then click Manage Stop Fields.
Whole dollar mode Use Whole Dollar Mode to enter all amounts as a whole dollar value. In Whole Dollar Mode, 26 is 26.00. When Whole Dollar Mode is turned off, 26 is 00.26
Import Invoices Use Import Invoices to import invoices that were created by a third-party application into the Accounts Payable application for processing.
Import invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Import Invoices. 2. Set up the import file options. 3. Click GO (Ctrl+G).
___ Import file type The import file type identifies the method in which the data is stored in the file. What is the import file type?
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Clarity Accounts Payable •
Caselle delimited. The import file uses a file layout predefined by Caselle. This file type uses a comma (,) to mark the end of a field. Select Caselle Delimited as the Import File Type.
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Caselle fixed length. The import file uses a file layout predefined by Caselle. This file type uses a set value to determine the field length. Field values that exceed the set field length will be truncated. Select Caselle Fixed Length as the Import File Type.
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User-defined delimited. This import file does not use a file layout predefined by Caselle and it uses a character to mark the end of a field. Select User-defined Delimited as the Import File Type. Then, click on the Delimiter field and type in the character or symbol that marks the end of a field. Example: comma (,), semicolon (;), colon (:), etc.
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User-defined fixed length. This import file does not use a file layout predefined by Caselle and it limits the field length and format. Select User-defined Fixed Length as the Import File Type.
Delimiter A delimiter is a character that marks the beginning or end of a unit of data. A delimited file is a variable-length field where the field length is based on the field's contents. Commonly used delimiters in export files include the comma (,), semicolon (;), and colon (:). Which delimiter does this import file use? •
Use the Delimiter field to enter a character.
Import file name The import file name is the file name and file location. What is the import file name? •
The import file is located in the Clarity directory. All of the Clarity applications are located in the default d:\Clarity directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Clarity default directory, then you only need to enter the import file name and extension. For example, ImportFileName.txt
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The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import file name and extension. Example: d:\my documents\ImportFileName.txt
Lines to skip A column heading that describes the data in a column but is not necessarily data that you want to use to create an invoice record is a line to skip. In this example, the yellow line is the column heading row.
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Does the import file contain column headers or extra information that you do not want to import? •
Yes, the import file contains headers or extra information. Click on the Lines to Skip field, then enter the number of rows to omit from the import file.
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No, the import file does not contain headers or extra information. Enter 0 (zero) in the Lines to Skip field.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
Print report only (no invoices will be imported) Use Print Report Only to print the invoices that will be imported on a report. When you print the report the routine will NOT import invoices into the database. This option allows you to verify the data in the import file. After you verify the data in the import file, deselect this option to import the invoices. Do you want to update transactions or print a report? •
I want to print a report. Select the Print Report Only checkbox. This routine will NOT import transactions.
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I want to import invoices. Click to deselect the Print Report Only checkbox. The routine will import the information from the import file and create an invoice for each transaction.
Print report details The report details refers to the invoice details. Do you want to import invoice details? •
Yes, import invoice details. Click to select Print Report Only.
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No, do not import invoice details. Click to deselect Print Report Only.
Vendor A vendor is an individual, entity, or organization that is assigned to the invoice. What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to type in a vendor name or number.
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Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number.
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Show more information about the vendor. Use the Vendor menu to select Additional Information.
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Clarity Accounts Payable •
Add a new vendor. Use the Vendor menu to select Add new.
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Update the vendor's information. Use the Vendor menu to select Modify.
Invoice number An invoice number is a number that is assigned to an itemized list of goods shipped that usually specifies the items, quantity, price, and terms of sale. What is the invoice number? •
I have the invoice number. Use the Invoice Number field to type in the invoice number that is assigned to the invoice.
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Help me find the invoice number. You can Search (F9) this field to show a list of previously entered invoice numbers.
Description, Invoice Date, Payment Due Date, Bank, GL activity, and 1099 Type If the import file has the description, invoice date, payment due date, bank, and GL activity, then the routine will use the saved information to fill in the corresponding fields on the new invoice. When there is no information saved in the import file, you can leave the fields blank or you can fill in the blank fields with the default values that you enter on the Import Invoices form. Do you want to fill in blank fields with a default value? •
Yes, fill in blank fields with a default value. Use the corresponding fields on the Import Invoices form to enter the default values.
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No, leave blank fields blank. Do not enter a value in the corresponding field on the Import Invoices form.
Import file fields Note: Lines that cannot be imported from the file will be written to a file named [Original File Name]_Errors_YYYYMMDDHHMMSS.[Original File Extension] What is the import file type? •
The Import File Type is User-defined Fixed-length. Use the Import File Fields grid to set up the order of the fields in the import file with the matching field on the invoice form. Use the Type field to match the import file fields with the invoice fields. Next, enter the field length for each field.
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The import File Type is User-defined Delimited. Use the Import File Fields grid to verify the fields are identified correctly. Then, click Select Columns. Use the Selection form to select the fields that you wish to import from the import file, place the fields in the same order as the fields appear on the Import Invoices form.
Invoice Register Use the Invoice Register to print a report that includes detailed invoice information.
Print the Invoice Register
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1. Open Clarity Accounts Payable > Invoices and Payments > Invoice Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Invoice Report by GL Account Use the Invoice Report by GL Account to list all invoices that have not been paid and invoices that have been created but not paid in full.
Print an Invoice Report by GL Account 1. Open Clarity Accounts Payable > Reports > Invoice Report by GL Account. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ GL posting period The GL posting period is the period in the General Ledger that the system will transfer amounts from the selected journal. Do you want to post transactions to the default posting period? •
Yes, I want to post transactions to the default period. This option is recommended.
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Clarity Accounts Payable •
No, I want to post transactions to a different period. Use the GL Posting Period drop-down list to select a posting period.
Input dates The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Include fully paid invoices A fully paid invoice is an invoice that has been paid and the invoice balance is zero. Do you want to include fully paid invoices? •
Yes, include invoice unpaid invoices and fully paid invoices. Click to select Include Fully Paid Invoices.
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No, include only unpaid invoices. Click to deselect Include Fully Paid Invoices.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Paid Invoice Report Use the Paid Invoice Report to print a summary, or detail, report that lists invoices that have been paid. In other words, the invoice has a check number recorded as payment in the invoice file.
Print Paid Invoice Report 1. Open Clarity Accounts Payable > Reports > Paid Invoice Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates
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Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Report dates filtered using Use this option to sort the data that prints on the report by payment due date, invoice date, or check issue date. For example, if Jane wants to look for paid invoices by invoice date, she would select Invoice Date as the Report Dates Filtered Using field. How do you want the report to display data? •
Print data based on check issue date. Select Check Issue Date as the Report Dates Filtered Using.
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Print data based on invoice date. Select Invoice Date as the Report Dates Filtered Using.
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Print data based on payment due date. Select Payment Due Date as the Report Dates Filtered Using.
Report type The report type determines the type and quantity of information to print on the report. What is the report type? •
Print the information for each transaction. Use Report Type to select Detail.
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Summarize transactions by date. Use Report Type to select Summary.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Select Invoices for Payment At the appropriate time, use Select Invoices for Payment to choose which invoices will be paid.
Select invoices for payment
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Clarity Accounts Payable
1. Open Clarity Accounts Payable > Invoices and Payments > Select Invoices for Payment. 2. Select the options to select invoices. 3. Click GO (Ctrl+G). 4. Next, select the invoices that will be paid. 5. Click GO (Ctrl+G) again to pay the selected invoices.
___ Check issue date The check issue date is the date the check was issued. Do you want to use the default date as the check issue date? •
Yes, I want to use the default date as the check issue date. Continue to the next step.
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No, I want to use a different date as the check issue date. Click the Calendar button to choose a different date.
Selection criteria Use the Selection Criteria to filter and select invoices. The Selection Criteria is the first screen that you will see when you launch this routine.
Default bank The default bank is the bank that you will use to pay the selected invoices. What is the default bank? Use the Default Bank field to select the name of the bank that you will use to pay the selected invoices. What if the bank is not part of the banks listed in the Default Bank field? Use Organization > Banks to add a bank saved in the System Management > Master Records > Bank to the bank table in this application.
Funds A fund is money on deposit on which checks or drafts can be drawn. Do you want to filter invoices by fund? •
Include all funds. Click Select. Use the Selection form to move all funds from the Available Funds list to the Selected Funds list.
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Do not use funds to filter invoices. Leave the Funds field blank.
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Let me select which funds to include. Click Select. Use the Selection form to move a fund to the Selected Funds list.
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How do I change the fund selection? After you set up the Selection Criteria and click GO (Ctrl+G), the Fund shows on the screen as a view only field, you can't change it. But you can click Options (F12) to return to the Selection Criteria screen to change the Fund.
Show vendors paid by Use this option to filter vendors by payment type. A check is a written document that directs a bank to pay money as instructed. A direct payment is a payment made to the account of the payee. Which payment type do you wish to include? •
Include vendors paid by check. Use Show Vendors Paid By to select Check.
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Include vendors paid by direct payment. Use Show Vendors Paid By to select Direct Payment.
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Include vendors paid by check and direct payment. Use Show Vendors Paid By to select Check and Direct Payment.
Order by You can decide how to display information in the selection grid, on reports, or in Inquiry. Use Order By to select the method the items for arranging data. What is the display order? •
Order invoices by due date, the date when payment is owed. Use Order By to select Due Date.
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Order invoices by vendor name. Use Order By to select Vendor Name.
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Order invoices by vendor number. Use Order By to select Vendor Number.
Created adjustment checks for invoice adjustments dated after An adjustment check is check the system creates when (1) an invoice has sequences with a zero amount and (2) the invoice has not been paid. Do you want to create an adjustment check for invoice adjustments? •
Yes, create an adjustment check for invoice adjustments. Click to select Create Adjustment Checks for Invoice Adjustments Dated After. Then, enter a MM/DD/YYYY in the ...Dated After field.
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No, do not create an adjustment check. Click to deselect Create Adjustment Checks for Invoice Adjustments Dated After.
Partial payment A partial payment occurs when you make a payment that is less than the total amount due. For example, you owe a vendor a total of $54.00 buy you send a check for $25.00. How do I make a partial payment? Click the Partial Payment button in the column titled Partial.
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Clarity Accounts Payable
How do I pay off an invoice sequence? The Partial Payment form shows each sequence on the invoice as a separate row. The row includes the sequence due date and amount due. Click the checkbox in the Pay column to pay off the sequence. The amount due is the default payment amount. You can click on the Payment Amount if you need to enter a different amount.
Print All of the following options will pay invoices, except for Report Only. What do you want to do with the imported transactions? •
I want to create transactions. Select No Report as the Print option.
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I want to create transactions AND print a report. Select Report as the Print option.
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I want to print a report. Select Report Only as the Print option.
Selection grid After you set up the Selection Criteria, the Selection Grid will display the invoices that have been selected for payment. (To change the Selection Criteria, click Options (F12)).
Set pay default Use the Set Pay Default with Accept Shown (Ctrl+Shift+F1) and Accept All (Ctrl+Shift+F2) to select the value in the Pay column in the Selection Grid. For example, when Jane selects the Set Pay Default and clicks Accept All (Ctrl+Shift+F2) all of the invoices in the Selection Grid will be selected for payment. What is the default setting for selecting invoices? •
Change the default to pay invoices. Click to select the Set Pay Default checkbox. Now, click Accept Shown (Ctrl+Shift+F1) or Accept All (Ctrl+Shift+F2).
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Change the default to not pay invoices. Click to deselect the Set Pay Default checkbox. Next, click Accept Shown (Ctrl+Shift+F1) or Accept All (Ctrl+Shift+F2).
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Unpaid Invoice Report Use the Unpaid Invoice Report to review unpaid invoices, paid invoices, or both unpaid and paid invoices.
Print an Unpaid Invoice Report 1. Open Clarity Accounts Payable > Reports > Unpaid Invoice Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates What is the reporting period? Use the Report Dates drop-down list to select a period.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Include fully paid period invoices A fully paid period invoice is an invoice that has been paid off in the selected period. Do you want to include invoices that have been fully paid in the report period? •
Yes, include fully paid invoices. Click to select Include Fully Paid Period Invoices.
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No, do not include fully paid invoices. Click to deselect Include Fully Paid Period Invoices.
Vouchers A voucher is a document that a company uses to record information that will be posted to the accounting system. Usually a voucher is part of an internal control system to document accounts and track the approval process. Use Vouchers to print vouchers.
Print vouchers 1. Open Clarity Accounts Payable > Invoices and Payments > Vouchers.
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Clarity Accounts Payable
2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print multiple invoices per voucher Use this option to print all of the invoices for a vendor on a single voucher. Do you want to print a voucher that includes multiple invoices? •
Yes, print a single voucher for all of the invoices. Click to select Print Multiple Invoices per Voucher.
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No, print a single voucher for each invoice. Click to deselect Print Multiple Invoices per Voucher.
Voucher form A form is a document that has been set up to print information, such as text, titles, or variables. Do you want to use the current form? •
Yes, I want to use the current form. Continue to the next step.
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No, I want to use a different form. Click on the Forms tab > Form Options subtab. Then, select a different form name from the Form drop-down list.
Save as a new report Click Save (Ctrl+S) to save the current settings as a new report.
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Inquiry Purchase Order Inquiry Use Purchase Order Inquiry to search and review the PO detail, and the related invoices, requisitions, and vendors. If you want to display additional information, use the drill down tool to look at the record or transaction detail. The information displayed in Inquiry is view only, which means that information can be seen but not edited or updated. How do I open Purchase Order Inquiry? Open Clarity Accounts Payable > Purchases and Requisitions > Purchase Order Inquiry. Then, click on each tab to view the related information.
Requisition Inquiry Use Requisition Inquiry to view the following information: •
Requisition detail and notes
•
Purchase orders related to the requisition
•
Vendors related to the requisition
•
Approval status and approval detail
Detail tab
Purchase Orders tab
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Vendors tab
Approval Status tab
Grid properties Use the following tools to change the way information is displayed in a grid.
Filter values
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Organization
Use Filter Values to search the grid for matching values. Right-click on a grid and then select Filter from the menu. Use the blank row, it displays at the top of the grid, to type in the search value. The system will display all of the values in the grid that match the search value.
Restore defaults Use Restore Defaults to reset the options that have been selected in Inquiry. Right-click on a grid and then select Restore Defaults.
Save layout Use Save Layout to set the default to the current grid setting. Right-click on a grid and then select Save Layout.
Select columns Use Select columns to add or remove a column from the grid. Right-click on a grid and then click Select Columns.
Sort values You can click on a column heading to sort A-Z, and then click the column heading again to reverse the sort order to Z-A.
Vendor Inquiry Use Vendor Inquiry to view vendor records and related remittances, purchase orders, invoices, and checks.
Search for a vendor Open Accounts Payable > Reports > Vendor Inquiry. Type in a vendor name or number in the Vendor field located on the Lookup bar. You can also Search (F9) for a vendor name. Pressing Enter will show the vendor's information as well as any purchase orders, invoices, and checks that are associated with the vendor.
Manage filters Use Manage Filters to sort the information that is displayed in Vendor Inquiry. Clicking the Manage Filters button (Filters > Manage Filters) will •
show the filters that have already been set up, and
•
allow you to set up new filters
Make changes to a vendor's file If you find yourself looking at outdated information in the vendor's file, for example, an old email address or telephone number, you can edit the vendor's record by clicking Modify Existing Vendors (Ctrl+M).
Refresh the displayed information 39
Clarity Accounts Payable
After changes have been made to other parts of the Accounts Payable program, such as changing the vendor's file or entering a purchase order, invoice, or check for the selected vendor, you may need to update the information that is displayed in Vendor Inquiry to show the new changes. You can click the Refresh Data button (Ctrl+R), it looks like a circle made of two green arrows, to load the new information.
Make the display area larger You can increase the size of the record display area by clicking on the toggle bar in the middle of the Vendor Inquiry screen. The toggle bar has three horizontal marks on it. Clicking on the toggle bar will hide the vendor's address, contact, and telephone numbers so there is more space for viewing information. Clicking on the toggle bar again will restore the display area to its regular size.
View vendor information Click on the Vendor tab to show the vendor's contact information, remittance address, attachments and notes.
Add/remove fields on the Detail subtab You can use the Detail subtab to add fields that are not included on another tab in Inquiry. This option comes in handy when you want to group certain fields together. To add fields, right-click on the Field column heading and choose Select Fields. Now, use the Selection form to move the fields that you want to display on the Detail subtab to the Selected Fields list. You can also use the Selection form to change the order the fields are displayed on the Detail subtab. To remove fields, follow the same process for adding fields except you'll want to move the fields which you don't want to include anymore from to the Available Fields list.
View attachments Any files, documents, PDF's, images, and so on that have been saved in the vendor's file, or on a purchase order, invoice, or check for the selected vendor, will be available for viewing on the Attachments subtab. All of the filenames will be shown in the Description list and you can click on a filename to view the contents of the file.
View notes Notes can be attached to the vendor's file or to purchase orders, invoices, and checks for the selected vendor. You can view all of the notes, or add a new note, to the selected item by clicking on the Notes subtab.
View open/closed purchase orders All of the purchase orders for the selected vendor can be viewed on the Purchase Orders tab. You can change the filter to show open purchase orders, closed purchase orders, or both open and closed purchase orders. You can sort the purchase order information that shows up in the grid by clicking on the column headings.
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Organization
For example, Jane wants to sort purchase orders by invoice amount. She clicks on the Invoice Amount column heading once to sort the numbers in ascending order, and then clicks on the Invoice Amount column heading again to change the sort order to descending order. Use the Summary subtab when you need to view all of the purchase order information compressed into a single line. If you need more information, double-clicking on a purchase order will open the purchase order on the Single subtab, where you will be able to see the rest of the information. Use the Detail subtab to view all of the sequences on a purchase order. Like the Summary subtab, you can double-click on a purchase order to view the remaining information on the Single subtab.
View paid/unpaid invoices All of the purchase orders for the selected vendor can be viewed on the Purchase Orders tab. You can change the filter to show open purchase orders, closed purchase orders, or both open and closed purchase orders. You can sort the purchase order information that shows up in the grid by clicking on the column headings. For example, Jane wants to sort purchase orders by invoice amount. She clicks on the Invoice Amount column heading once to sort the numbers in ascending order, and then clicks on the Invoice Amount column heading again to change the sort order to descending order. Use the Summary subtab when you need to view all of the purchase order information compressed into a single line. If you need more information, double-clicking on a purchase order will open the purchase order on the Single subtab, where you will be able to see the rest of the information. Use the Detail subtab to view all of the sequences on a purchase order. Like the Summary subtab, you can double-click on a purchase order to view the remaining information on the Single subtab.
View checks Clicking on the Checks tab will show all of the checks that have been sent to the vendor or merchant. Like the Invoices and Purchase Order sub-tabs, the Checks subtab shows a single line summary and detail. Double-clicking any item in the grid will show the remaining information on the Single subtab.
View purchase order, invoice, and check totals You can view this information on the Totals tab.
View year-to-date totals and prior year totals You can view this information on the Totals tab. Use the History to view 1099 amounts, Purchases, Adjustments, Discounts Taken, and Discounts Lost.
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Organization Checkout Run Checkout to verify vendor summaries, search for invoices that are not tied to an invoice, and search for multiple beginning balances.
Step 1: Run Checkout 1. Open Clarity Accounts Payable > [insert menu name] > Checkout. 2. Set up the Checkout options. 3. Click GO (Ctrl+G).
Step 2: Review the Checkout report Look closely at the Checkout report. Search for errors and note any instances where Recalculate is indicated. Does the Checkout report list errors that need to be fixed? •
Yes, the Checkout report has found errors in the database. Use the information on the Checkout report to fix the errors. The Checkout report will identify the error's location and in some cases, tell you what to do to fix it.
•
No, the Checkout report says there are "No Errors Found." You're done.
Step 3: Run Checkout again If you fixed any errors, you'll need to run Checkout again.
___ Selection criteria Use the Selection Criteria to filter and select vendors. What do you want to do? •
Include all vendors. Change the value assigned to the Vendor.Vendor number to All.
•
Let me choose which vendors to include. Double-click the value assigned to the Vendor.Vendor number field. Then, use the Values Entry form to enter a vendor number, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
•
Use a different field to filter data. Double-click the column labeled Column. Then, use the Selection form to move the fields that you will use to filter data to the Selected Criteria Fields list.
Include prior years Do you only want to run Checkout for the current year?
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Payments •
Yes, I only want to check the current year. This option is fastest. Leave blank the Include Prior Years checkbox. Usually, this checkbox is not selected.
•
No, I want to check prior years. This option may require more time. Select the Include Prior Years checkbox.
Verify transactions have been updated to General Ledger through Use Verify Transactions have been Updated to General Ledger Through to search for transactions that should be updated to the General Ledger but have not been updated. Do you want to search for transactions that have not been updated to the General Ledger? •
Yes, I want to search for transactions that have not been updated to the General Ledger. Select the Verify Transactions have been Updated to General Ledger... checkbox. Then, enter a MM/DD/YYYY in the ...Updated to General Ledger Through [ ___ ] field.
•
No, I do not want to search for transactions that have not been updated to the General Ledger. Deselect the Verify Transactions have been Updated to General Ledger... checkbox.
Verify General Ledger accounts are valid An invalid GL account is an account that does not conform to the current GL account mask. Do you want to identify invalid GL accounts? •
Yes, I want to search for invalid GL accounts. Select the Verify General Ledger Accounts are Valid checkbox. The system will search for invalid GL accounts in the Invoice, Purchase Order, and Requisition tables.
•
No, I do not want to search for invalid GL accounts. Leave blank the Verify General Ledger Accounts are Valid checkbox.
Check for invalid vendor information An invalid vendor information includes invalid vendor numbers and mismatched vendor information. Do you want to identify invalid vender information? •
Yes, I want to find invalid vendors. Select the Check for Invalid Vendor Information checkbox. The system will search for invalid vendor numbers in the Invoice, Purchase Order, and Requisition tables.
•
No, I do not want to find invalid vendors. Leave blank the Check for Invalid Vendor Information checkbox.
Use the default settings Use Refresh Settings to change the reset the settings on the Checkout routine to the saved settings. Use Restore Caselle Settings to replace the current settings with the settings that originally came with the routine.
Save my settings Click Save (Ctrl+S) to save the routine's current settings for future use.
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Clarity Accounts Payable
Recalculate Use Recalculate to correct errors in the Accounts Payable database. When you run Checkout, the system will search for errors in the database. The Checkout report lists the errors. Errors that can be fixed by running Recalculate will include a comment that says Run Recalculate. The errors that cannot be fixed by running Recalculate will not include the Run Recalculate comment.
Run Recalculate 1. Open Clarity Accounts Payable > Organization > Recalculate. 2. Do you want to recalculate all of the vendors? •
Yes, I want to include all vendors. In the Selection Criteria, change the Vendor.Vendor number Value to ALL.
•
No, I only want to include some vendors. In the Selection Criteria, double-click ALL located next to the Vendor.Vendor number. When the Values Entry form displays, type in the vendor numbers in the Enter Value field.
3. Set up the Recalculate options. See the topics below if more information is needed. 4. Click GO (Ctrl+G).
___ Include prior years You can select how many years to include in the Recalculate routine. Selecting the current year will take less time to process than including prior years. Do you want to include prior years? •
Yes, I want to include prior years. Select the Include Prior Years checkbox. Note: This option will require more time to complete.
•
No, I only want to include the current year. Leave blank the Include Prior Years checkbox. This option is usually not selected.
Redistribute vendor and remittance name fields This option will split the value that is stored in the Name field into First Name, Middle Name, and Last Name. For example, if the Name field stores Jane Doe Smith or Smith, Jane Doe, then running this routine will split the stored name like this: First Name = Jane, Middle Name = Doe, Last Name = Smith. Do you want to parse the vendor and remittance name fields? •
Yes, I want to parse the vendor and remittance name fields. Select the Redistribute Vendor and Remittance Name Field checkbox.
•
No, I want to leave the values in the vendor and remittance name fields as is. Deselect the Redistribute Vendor and Remittance Name Field checkbox.
Mark transactions as updated to General Ledger through
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Payments
Has the transaction been updated to the General Ledger? •
Yes, the transaction has been updated to the General Ledger. Use Clarity Accounts Payable > Organization > Checkout. Then, select the Set Transactions as Updated to the General Ledger Through... checkbox to change the transaction status to updated. You'll want to select the GL period when the transaction was updated.
•
No, the transaction has NOT been updated to the General Ledger. Use Clarity Accounts Payable > Organization > Update General Ledger to update the transaction to the General Ledger.
Correct General Ledger period dates Use this option when the GL period that is saved in a transaction does not match the GL period assigned to that GL period. For example, Checkout will report an error when Period 4/10 is recorded even though the period date is 03/31/2010 and the period number is 9. This option will change the Period to 3/10 to match the period date of 03/31/2020 and period number of 9. Note: This option is only available when the General Ledger interface is set to Caselle 2.x or Caselle 4.x. Note: IF the GL period does not exist in the GL Period Date table, the system will set the GL period to 13. Do you want to update the GL period to match the GL period date? •
Yes, I want to correct the GL period dates. Select the Correct General Ledger Period Dates checkbox.
•
No, I want to leave the GL period dates as is. Deselect the Correct General Ledger Period Dates checkbox.
Set invalid purchase order periods An invalid purchase order period includes periods that begin with zero (0), for example 0/10, 0/00, etc, or fourteen (14), for example, 14/10, 14/11, etc. Do you want to change an invalid purchase order period to a valid purchase order period? •
Yes, I want to fix invalid purchase order periods. Select the Set Invalid Purchase Order Periods to [ ___ ] checkbox. Then, select a valid period from the drop-down list. The routine will reassign invalid purchase order periods to the period that is selected from the drop-down list.
•
No, I want to leave invalid purchase order periods as is. Deselect the Set Invalid Purchase Order Periods to [ ___ ] checkbox.
Correct invalid vendor information The invalid vendor information occurs when one of the following rules is broken: •
Each requisition, purchase order, invoice, and check can only be tied to one vendor.
•
A single check can pay multiple invoices, but the vendor and remittance should be the same.
•
An invoice can be paid by multiple checks, but the vendor and remittance should be the same.
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Clarity Accounts Payable
The system copies vendor information from the...
Then, pastes it into the...
The invoice vendor number is different from the check vendor number.
Check's vendor information
Invoice vendor fields
The invoice vendor is not the same as the purchase order vendor.
Invoice's vendor information
Purchase order vendor fields
The invoice remittance is different from the check remittance.
Invoice's remittance information
Check vendor fields
The purchase order vendor does not match the requisition vendor.
Purchase order's vendor information
Requisition vendor fields
Scenario
Do you want to correct invalid vendor information? •
Yes, I want to correct invalid vendors. Select the Correct Invalid Vendor Information checkbox.
•
No, I want to leave invalid vendors as is. Deselect the Correct Invalid Vendor Information checkbox.
Save settings Use Save Settings to save the current settings for later.
Refresh settings Use Refresh Settings to replace the current settings with the default Caselle settings.
Delete History In Clarity applications, History refers to transactions that are created when a user performs an action. For example, printing a check, closing a job, terminating an account, shutting off service are all tasks that will create a transaction. The application creates the transaction and saves it to the hard drive on your PC. Why do I need to delete history? Over time to much history can lead to slower performance, which in turn can make it more difficult to access files. In order to maintain optimal performance, you should clear history when it has outlived its usefulness. How do I clear history? At the appropriate time, run Organization > Delete History. The routine uses the default settings for retaining history to prevent you from deleting new transactions. Which transactions will this routine delete?
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Payments
This routine deletes transactions for purchase orders, invoices, checks, and requisitions with transaction dates that occur on or before the Delete History date.
Step 1: Back up the database Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. Do this... 1. Open Clarity System Management > System Tools > Exchange Data. 2. Click Send Data. 3. Click Full. 4. Use the File Name field to enter a name for your backup file. Example: AnycityUT.AP0.Backup. 5. Click Data Path. 6. Click Browse. Use the options in Browse for Folder to locate your CSLDATA/BACKUP folder. Click OK. 7. Click to select Compress Data. 8. Click the Databases tab. 9. In the Tasks area, click Add a Database. Use the options on the Add Database form to select your server and database. For example, AP0_AnycityUT. Click OK. What if I don’t know the server name? Click the Options tab, then click Load Data to Server. The server name will display in the Load Data to Server field. Remember! Switch the form settings back to Send Data BEFORE continuing. 10. Click GO (Ctrl+G). 11. When the backup is finished, click Yes to exit.
Step 2: Print reports Next, print the following reports to review the transactions that will be deleted. •
Aging report. Open Reports > Aging Report. Then, set up the GL period to include the transactions that will be deleted. Click Print (Ctrl+P).
•
Open Purchase Order report. Open Reports > Purchase Order Report. Select Open as the Include [ _ ] Purchase Orders. Now, click Print (Ctrl+P).
•
Unpaid Invoice report. Open Reports > Unpaid Invoice Report. Change the GL period to show the transactions that will be deleted. Then, click Print (Ctrl+P).
Are there any transactions that occur in the Delete History GL period that should not be deleted? •
Yes, there are transactions that should not be deleted. Update the transaction with the correct information. Then, print the report again to verify your change.
•
No, only transactions that should be deleted will be deleted. Continue to the next step.
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Clarity Accounts Payable
Step 3: Delete history 1. Open Clarity Accounts Payable > Organization > Delete History. 2. Verify the date and vendor numbers. 3. Now, click GO (Ctrl+G).
Step 4: Reprint reports Print the following reports again. •
Aging report. Open Reports > Aging Report. Then, set up the GL period to include the transactions that will be deleted. Click Print (Ctrl+P).
•
Open Purchase Order report. Open Reports > Purchase Order Report. Select Open as the Include [ _ ] Purchase Orders. Now, click Print (Ctrl+P).
•
Unpaid Invoice report. Open Reports > Unpaid Invoice Report. Change the GL period to show the transactions that will be deleted. Then, click Print (Ctrl+P).
Are there any transactions that have been deleted that should not be deleted? •
Yes, transactions are missing that should not be deleted. Use the back up that you created in Step 1 to restore the database. Then, follow the steps in this help topic to delete history. Make sure to make the necessary changes to ensure only transactions that occur on or before the Delete History date will be deleted.
•
No, only the transactions that should be deleted have been deleted. You're done.
___ Delete records on or before The Delete Records On or Before is a date the system calculates using the value stored in Organization > Organization > Keep [ _ ] Years of History. Do you want to use the default date? •
Yes, use the default date. Continue to the next step.
•
No, use a different date. Use the Delete Records Dated On or Before field to enter a date that occurs before the default date. Dates that occur after the default date are not allowed.
Vendor numbers Do you want to delete history for all vendors? •
Yes, delete history for all vendors. Use Vendor Numbers to enter All.
•
No, let me choose the vendors. Use Vendor Numbers to enter a vendor number or range. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
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Refresh settings Use Refresh Settings to restore the default settings.
Load Beginning Balances Use Load Beginning Balances to enter a beginning balance for purchases, 1099, adjustments, payments, discounts taken, and discounts lost.
Load beginning balances 1. Open Clarity Accounts Payable > Vendors > Load Beginning Balances. 2. Set up the form and enter the beginning balances for the selected vendor. 3. Click Save (Ctrl+S).
Edit beginning balances 1. Open Clarity Accounts Payable > Vendors > Load Beginning Balances. 2. Use the Date field to enter the input date that you used to record the transaction. 3. Click Edit (Ctrl+E). 4. Now, you can update the beginning balance amounts.
Delete beginning balances 1. Open Clarity Accounts Payable > Vendors > Load Beginning Balances. 2. Use the Date field to enter the input date that you used to record the transaction. 3. Click Delete (Ctrl+D).
___ Date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
•
No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Vendor A vendor is an individual, entity, or organization that will fill the purchase order. What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to type in a vendor name or number.
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Clarity Accounts Payable •
Help me find the vendor. Click Search, located at the end of the Vendor field, to search for a vendor name and number.
Purchases, 1099, Adjustments, Payments, Discounts Taken, and Discounts Lost Use these fields to enter the beginning balance for each amount.
Beginning balance transaction grid In New mode the beginning balance transaction grid shows the entries that have been made in the current session. In Edit mode the beginning balance transaction grid shows the entries that have been made on the input date.
Redisplay by vendor number Use Redisplay (Ctrl+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction.
Update General Ledger Update transactions that were created in the Accounts Payable program to General Ledger.
Update General Ledger 1. Open Clarity Accounts Payable > Organization > Update General Ledger. 2. Set up the form. 3. Click GO (Ctrl+G).
___ GL posting period The GL posting period is the period in the General Ledger that the system will transfer amounts from the selected journal. Do you want to post transactions to the default posting period? •
Yes, I want to post transactions to the default period. This option is recommended.
•
No, I want to post transactions to a different period. Use the GL Posting Period drop-down list to select a posting period.
Post invoices Do you want to post invoices? •
50
Yes, post invoices. Click to select Post Invoices checkbox. Then, use the Post Invoices dropdown list to select the posting journal for posting invoices.
Payments •
No, do not post invoices. Click to deselect Post Invoices checkbox.
Update options Complete this section if you will post invoices. How much information do you wish to include? •
Post the entire invoice. Use Update Options to select Post Detail.
•
Total invoices by vendor and post the total only. Use Update Options to select Summarize by Vendor.
•
Total invoices by GL account and post the total only. Use Update Options to select Summarize by GL Account.
Post checks (CDA) Do you want to post transactions for checks? •
Yes, post transactions for checks. Click to select Post Checks (CDA).
•
No, post transactions for checks. Click to deselect Post Checks (CDA).
Post purchase orders (EN) An encumbrance refers to funds that will cover obligations that arise from purchase orders that are unpaid. Where do you want to post transactions for encumbrances? Use the Post Purchase Orders drop-down list to select the journal name for posting encumbrances.
General Ledger interface This section displays the interface and update method that this routine will use to update transactions.
Update transactions that have already been updated First, remove the transactions that have already been updated to the General Ledger application. Then, run the Update General Ledger routine with the option to Update Transactions That Have Already Been Updated checkbox selected. Usually, this option is not selected. Do you want to update transactions that have already been updated? •
Yes, I want to update transactions that have already been updated. If you are updating transactions that have already been updated, you will need to remove the transactions that were previously posted to the General Ledger. Then, select the Update Transactions That Have Already Been Updated checkbox.
•
No, I only want to update transactions that have NOT been updated. Do not select the Update Transactions That Have Already Been Updated checkbox.
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Clarity Accounts Payable
Print GL update report The GL update report prints all of the transactions that will be updated to the General Ledger based on the current GL period. None of the transactions will be updated to the General Ledger by printing the GL update report. Do you want to print a GL update report? •
Yes, I want to print a GL update report. Select the Print GL Update Report checkbox. The system will print the update report. None of the transactions will be updated to the General Ledger by printing the GL update report.
•
No, I do not print a GL update report. Deselect the Print GL Update Report checkbox.
Create GL update export file If the interface is not turned on, use the option to create an export file to post transactions to a nonCaselle General Ledger. Do you want to export transactions to a non-Caselle General Ledger? •
Yes, I want to export transactions. If you aren't using the Caselle General Ledger yet, select the Create GL Update Export File checkbox. The system will create an export file that can then be used to post transactions in the non-Caselle General Ledger, and the system will change the status on the exported transactions to updated.
•
No, I do not want to export transactions. Clear the Create GL Update Export File checkbox.
Troubleshooting How do I print the Update General Ledger report if I didn't get the original update? 1. Open Accounts Payable > Organization > Update General Ledger. 2. Select the GL Posting Period for the reporting period. 3. Deselect the Update Caselle General Ledger checkbox. 4. Click GO to print the report without updating transactions to the General Ledger.
Update Project Accounting Run this routine to update invoices to Project Accounting. If an invoice was entered with a job number, the system will create a direct charge (DC) transaction in Project Accounting for the invoice total cost.
Update project accounting 1. Open Clarity Accounts Payable > Organization > Update Project Accounting. 2. Set up the update properties. 3. Click GO (Ctrl+G).
___
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Payments
Turn on the Project Accounting interface This routine is available when the interface to Project Accounting is turned on. Set up the options in Organization > Interfaces tab > Project Accounting subtab. Change the Interface field to Caselle 4.x.
Invoice dates Do you want to use the current date as the report date range? •
Yes, I want to use the current date. Continue to the next step.
•
No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Update transactions that have already been updated First, remove the transactions that have already been updated to the General Ledger application. Then, run the Update General Ledger routine with the option to Update Transactions That Have Already Been Updated checkbox selected. Usually, this option is not selected. Do you want to update transactions that have already been updated? •
Yes, I want to update transactions that have already been updated. If you are updating transactions that have already been updated, you will need to remove the transactions that were previously posted to the General Ledger. Then, select the Update Transactions That Have Already Been Updated checkbox.
•
No, I only want to update transactions that have NOT been updated. Do not select the Update Transactions That Have Already Been Updated checkbox.
Print Project Accounting update report Use this option to print a report of the transactions that you will create in the Project Accounting application. This option will not create any transactions. It only shows you which transactions will be selected using the current report dates. Do you want to print the update report? •
Yes, print the update report. Click to select Print Project Accounting Update Report.
•
No, do not print the update report. Click to deselect Print Project Accounting Update Report.
Update Project Accounting Unlike the update report, this option will create transactions in the Project Accounting application. Do you want to update transactions? •
Yes, post transactions to Project Accounting. Click to select Update Project Accounting.
•
No, do not post transactions to Project Accounting. Click to deselect Update Project Accounting.
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Clarity Accounts Payable
Organization Use Organization to set up the organization’s name and address, default options, and interfaced applications.
Set up the organization's information 1. Open Clarity Accounts Payable > Organization > Organization. 2. Set up the organization information and options. Use the sections in this help topic to complete each field. 3. Click Save (Ctrl+S). ___
Current year This field displays the current year. For example, if the current year is 2012 then the Current Year field will display 2012. A warning icon will display when the prior or future year is entered in the Current Year field. What is the current year? Use the Current Year field to enter a four-digit year. Example: 2012
Direct payment A direct payment is a payment made to the account of the payee. For example, Jane rents a backhoe periodically from Acme Equipment Rental to complete general maintenance. She sets up a direct payment to withdraw funds from the organization's bank account and deposits those funds directly into the bank account for Acme Equipment Rental. Do you want to use direct payments? •
Yes, I want to use direct payments. Set up the options on the Organization > Direct Payment tab.
•
No, I do not want to use direct payments. Skip this section.
Offset bank The offset bank is the bank that you will use to process direct payments. Which bank will you use as the offset bank? •
I know the offset bank name. Use the Offset Bank field to enter a bank name.
•
Help me find the offset bank name. Click the Offset Bank drop-down list to show a list of banks. Now, select a bank name from the drop-down list.
•
Show me additional information about the offset bank. Use the Offset Bank field to enter a bank name. Then, use the Offset Bank menu to select Additional Information.
•
I need to add a new offset bank. Use the Offset Bank menu to select Add New.
Offset transaction type
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Payments
The offset transaction type is the transaction type the system will use to record the payments made by customers to the organization. Usually, the offset transaction type is a deposit to a checking account. What is the offset transaction type? Use the Offset Transaction Type field to select the account for making direct payments.
Bank header The bank header is the information that prints as the first line of the ACH file. What is the bank header? •
The bank requires a standard bank header. Use the Bank Header field to type in the bank header that is supplied by the bank. The bank header precedes the ACH file.
•
The bank does not require a standard bank header. Leave the Bank Header field blank.
File header record information Now, fill in these fields to enter the File Header Record Information. The ACH file includes the File Header Record information.
Immediate destination This is the routing number of the bank that will receive the ACH file. Enter a blank space (click on the field and press the Spacebar once). Now, type in the routing number of the bank. Immediate origin This is the federal tax number that is assigned to the organization. Click on the Immediate Origin field, enter 1 followed by the organization's federal tax ID. Destination ACH name This is the bank that will receive the ACH file. Origin ACH name This is the name of the organization that is sending the ACH file to the bank that will process the ACH file. Priority code Enter 01 in this field. This field is always set to 01.
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Clarity Accounts Payable
File ID modifier This is a single character (A-Z). The bank uses this character to identify the ACH file. You only need to assign a File ID Modifier when you will create and send more than one ACH to the bank that will process the ACH file. Record size This field is always set to 094. Blocking factor This field is always set to 10. The blocking factor is the number of records in a single block of records in the ACH file. Format code This field is always set to 1. The format code is the number that indicates which ACH format is being used to code this ACH file.
Company batch header record information A company batch header is a record in the ACH file that includes information the bank requires to process the batch. Important! Do NOT modify these fields. The information in the Company Batch Header Record Information will be included in the software update. Company name This is the name of the organization that is sending the ACH file to the bank. Discretionary data This field allows you to include additional information to identify the contents in the ACH file. For example, Payroll Deposit. Company ID This field displays the Federal Tax ID that is assigned to the organization. Entry class This field displays the entry type for direct payments. Entry class codes: PPD (Pre-arranged Payments and Payments), CCD (Cash Concentration Debit). Entry description This field displays the description that the system will use to fill in the Description field on the direct payment transaction. Example: Payroll Originator status code This field is always set to 1. The originator status code is the code that identifies the entity that is responsible for creating the ACH file. Originating DFI ID This field is the Federal Tax ID without the last digit.
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Service class code This field is usually set to 200. The service class code identifies the contents of the ACH file.
Employer ID The Employer ID, also known as the Employer Identification Number (EIN) or Federal Tax Identification Number, is a number that is assigned by the IRS that identifies a business entity. What is the Employer ID? Use the Employer ID field to enter the number assigned to the organization by the IRS.
General Ledger interface Complete this section if you set up the interface to General Ledger.
Update method The update method is the accounting method the application will use to post transactions to the General Ledger. What is the update method? •
Record amounts when income is earned. This is the default setting. Select Accrual as the Update Method.
•
Record amounts when cash is received. Select Cash as the Update Method.
GL account A GL account is an account in the General Ledger that records credits and debits. What are the default GL accounts this application will use to post transactions? •
I know the GL account. Use the [name] Account field to type in a valid GL account.
•
I want to use a partial GL account. Partial GL accounts are allowed. Use [name] Account menu to select Partial Account.
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I need to look up the GL account. You can Search this field. Use [name] Account menu to select Search.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the invoice date to set the GL period? •
Use the invoice date to determine the GL period to post the transaction. On the Interfaces tab > General Ledger subtab, click to select Use Invoice Date to Set GL Period. This option will disable the GL Period field on the Enter Invoices form.
•
Allow the user to select the GL period to post the transaction. On the Interfaces tab > General Ledger subtab, click to deselect Use Invoice Date to Set GL Period. This option will make the GL Period field available on the Enter Invoices form.
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Allow activity reporting Use an Activity to track transactions in the General Ledger and other Caselle subsystems that interface to the General Ledger. Activity reporting allows other users to use Caselle applications to assign a GL activity number to a transaction. Do you want to link transactions that are created in Accounts Payable to GL activity codes? •
Yes, allow users to enter GL activity codes. On the Interfaces tab > General Ledger subtab, click to select Allow Activity Reporting. This option makes the GL Activity field available to users.
•
No, do not allow users to enter GL activity codes. On the Interfaces tab > General Ledger subtab, click to deselect Allow Activity Reporting. This option makes the GL Activity field unavailable to users.
Use budget warning A budget warning displays on the screen when a user needs to know information that may affect a decision or action. Do you want to display a warning message on the screen when the requested amount is greater than the budgeted amount? •
Yes, display a warning. On the Interfaces tab > General Ledger subtab, click to select Use Budget Warning. What is the percent over the budgeted amount that will display the warning message? Use the Allow [ _ ] Percent Over Budget to enter a percent. Do you want to allow a user with the appropriate password to override the warning to enter an over budget amount? Click to select Require Password to allow a user that has a password to enter the amount, or deselect the checkbox to prevent any user from entering an over budget amount.
•
No, do not display a warning. On the Interfaces tab > General Ledger subtab, click to deselect Use Budget Warning.
Keep [ _ ] years of history Use Keep [ _ ] years of history to determine how long to keep transactions in the database. Users cannot delete transactions before the number of years of history has elapsed. For example, if you wanted to save transactions for two years you would enter 2 in the Keep [ _ ] Years of History field. At the appropriate time, run Organization > Delete History to remove old transactions from the database. Note: Deleting history is part of regular upkeep and maintenance of the database. Choosing to keep for excessive period, or forever, may affect system performance. Do you want to keep transactions? •
Yes, I want to keep transactions. Use the Keep [ _ ] Years of History field to enter a number. Example: To keep two years of history, type in 2.
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No, allow users to delete transactions right away. Enter 0 (zero) in the Keep [ _ ] Years of History field.
Last recurring invoice date When you create recurring invoices the system will record the date the routine was run in the Last Recurring Invoice Date.
Organization contact information
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The organization's name and contact information is stored in Organization. The application will print this name and address on reports, forms, lists, notices, bills, and so on. Enter the organization’s information in the following fields: •
Primary and secondary name
•
Address
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Telephone, Fax, and Email
Purchase orders The options on the Purchase Orders tab will only be available if you have purchased the Clarity Purchase Order and Requisitions application.
Enable purchase orders Use Enable Purchase Orders to turn on the interface to the Purchase Order and Requisitions application. Do you want to use the Purchase Order and Requisitions application? •
Yes, use the Purchase Order and Requisitions application. Click to select Enable Purchase Orders.
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No, do not use the Purchase Order and Requisitions application. Click to deselect Enable Purchase Orders.
Disable encumbrances from updating to general ledger An encumbrance refers to funds that will cover obligations that arise from purchase orders that are unpaid. Use Disable Encumbrances from Updating to General Ledger to stop transactions that record an encumbrance from posting to the General Ledger. Do you want post encumbrances to the general ledger? •
Yes, post encumbrances to the general ledger. Click to deselect Disable Encumbrances from Updating to General Ledger.
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No, do not post encumbrances to the general ledger. Click to deselect Disable Encumbrances from Updating to General Ledger.
Require password on purchase order changes Is a password required to make changes to a saved purchase order? •
Yes, a user must enter a password to change a purchase order that has been saved. Click to select Require Password on Purchase Order Changes.
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No, a user can change a purchase order that has been saved without entering a password. Click to deselect Require Password on Purchase Order Changes.
Warn if quantity invoice exceeds quantity received Use this option to display a warning message on the screen when a user enters a quantity on an invoice that is greater than the quantity that you received.
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What do you want to do? •
I want to display a warning on the screen. On the Purchase Orders tab, click to select Warn If Quantity Invoice Exceeds Quantity Received.
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I do not want to display a warning on the screen. On the Purchase Orders tab, click to deselect Warn If Quantity Invoice Exceeds Quantity Received.
Allow invoice to exceed purchase order amount Use this option to allow the system to save an invoice even when the invoice total is greater than the purchase order amount. What do you want to do? •
Yes, allow a user to save the invoice. On the Purchase Orders tab, click to select Allow Invoice to Exceed Purchase Order Amount. Then, enter the amount or percent over the PO amount on each individual sequence. Followed by the amount or percent of the PO amount on each invoice.
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No, do not allow a user to save the invoice. On the Purchase Orders tab, click to deselect Allow Invoice to Exceed Purchase Order Amount.
Passwords You can set up passwords to use in the [PROGRAM NAME] application. These passwords are not the same as the passwords that are set up for users in System Management; these passwords only apply to this application. Important! This section allows you to set up specific passwords for [PROGRAM NAME].
Password
Organization
Modify/Delete Transactions
Fields
Control Password
X
X
X
Authorization Password
X
Field Access Password
X
Do this... 1. Open Clarity Accounts Payable > Organization > Organization. 2. Click the Passwords tab. 3. Enter the new passwords. If you want to see the current passwords, click the Show Passwords button.
Tracking A tracked field is a field the system is monitoring. When a field is tracked the system will create a log file that records when, what, and who made changes to the field content. Some fields contain sensitive information that may change the way a routine calculates or a report runs. For example, you may want to track changes to the customer's account number, social security number, or birth date.
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You have three options that can be used separately or all together: •
You can use History Tracking to set up the application to record any changes to the information in the selected field. When you use this option, click the History (Ctrl+H) button to show the tracking log.
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You can use Management Tracking when you want to include any changes to the tracked field on the management report, but not include it on any other report that displays changes to fields selected for History Tracking. Use Reports > Management Report to print the Management Tracking report.
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You can Management Deletions to record when information in a field is deleted and the field is left blank. Use Reports > Management Report to print a list of fields with values that have been deleted.
Do you want to track fields? •
Track fields; everyone can see the tracking log. Use the options in the History Tracking column, on the Tracking tab in Organization.
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Track fields; limited access to tracking log. Use the options in the Management Tracking column, on the Tracking tab in Organization.
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Track field deletions; limited access to tracking log. Use the options in the Management Deletions column, on the Tracking tab in Organization.
How do I find the field that I want to track? •
Find the fields on my own. If you have some experience working with databases or MSSQL, then this will be a little easier to understand. Let's get started. Each field is stored in a table. The table name offers a hint as to the type of fields that are stored in the table. Click [+] to select and expand the fields in a table. If there is too much information on the screen, click [-] to collapse a section.
•
Find the fields for me. If you're not used to working with databases or this form is confusing, please contact customer service for assistance. They can quickly find the fields that you need tracked and show you how to set up field tracking.
Turn on/off interface to General Ledger, Materials Management, Project Accounting, or Asset Management Configure the Accounts Payable application to retrieve account information from an interfaced application or update information to an interfaced application. Do this... 1. Open Clarity Accounts Payable > Organization > Organization > Interfaces tab. 2. Click on the [application name] subtab. For example, if Jane wants to turn on the interface to the Clarity General Ledger application she would click on the General Ledger subtab. 3. How do you want to interface to the application? •
I want to use Caselle Clarity to interface to Accounts Payable. Select Caselle 4.x. Use this option to update values to the interfaced application and look up account numbers.
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I want to use a non-Caselle application to interface to Accounts Payable. Select Other. This option is only available for General Ledger.
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I do not to interface to Accounts Payable. Select None.
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User-defined fields Do you want to add a field that collects information that is not collected elsewhere in the application? A user-defined field is the way to go. You can view user-defined information in the file it was saved in, in Inquiry, or on reports that allow you to print user-defined fields. All user-defined fields are set up in Organization. In Organization, you can determine where you want the user-defined field to appear in the application, what type of user-defined field to create, and how the user will be allowed to enter the information the user-defined field is requesting. Before you get started, you'll need this information: •
What's the name of the routine where you want to create the user-defined field? The name of the routine, for example, Setup New Customer, will also be the name of the Table that you'll be asked to select when you set up the user-defined field.
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What's the name of the user-defined field? It should be descriptive enough to tell the person filling in the field what they should enter.
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What type of information will the user-defined collect? Some user-defined types, like Dates and Numbers are very specific. When in doubt, choose a Text field because a Text field allows text as well as dates or numbers. If you'd rather add a checkbox instead of a field, choose the Yes/No option.
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Do you want to provide users with a list of values to choose from? You can create a drop-down list for your users. A drop-down list will show a list of options which the user can choose from. The drop-down list can limit the user to the list or it can allow a user to type in a different value.
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Do you want to the user-defined field to show a default value? Of course, you can edit the default value but if you already know the value most users will pick then it might save time to use it as the default value.
Now, you're ready to use the options on the User-defined tab to create a user-defined field.
Sales Tax Rate The sales tax is a tax levied on the sale of goods and services; usually calculated as a percentage of the purchase price. Use the Sales Tax Rate table stores the tax rates that you will use to calculate amounts.
Add a sales tax rate 1. Open Clarity Accounts Payable > Organization > Sales Tax Rates. 2. Click New (Ctrl+N). 3. Fill in the form. 4. Click Save (Ctrl+S).
Change a sales tax rate 1. Open Clarity Accounts Payable > Organization > Sales Tax Rates. 2. Use the Lookup bar to enter the sales tax rate. Press Enter. 3. Now, you can update the record.
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Delete a sales tax rate 1. Open Clarity Accounts Payable > Organization > Sales Tax Rates. 2. Use the Lookup bar to enter the sales tax rate. Press Enter. 3. Click Delete (Ctrl+D).
___ Description A description is a word or phrase that describes the character or features of the record. What is the description? Use the Description field to enter a word or phrase (30 characters or less). Example: Utah County Sales Tax
Tax rate What is the tax rate? Use the Tax Rate field to enter the sales tax rate as a percentage. Example: Enter 4.75% as 4.75 not 0.0475.
GL account A GL account is an account in the General Ledger that records credits and debits for the sales tax rate. What is the GL account to be billed? •
I know the GL account. Use the GL Account field to type in a valid GL account.
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I need to look up the GL account. You can Search this field.
Include freight in taxable amount A freight fee is the compensation paid for the transportation of goods. Is freight subject to sales tax? •
Yes, freight is subject to sales tax. Click to select Freight in Taxable Amount.
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No, freight is not subject to sales tax. Click to select Freight in Taxable Amount.
Lock/unlock fields Use Restricted Fields to unlock a locked field. A locked field is disabled, which means users cannot make changes to the field's contents without first unlocking the field. Clicking the Restricted Fields button again will lock an unlocked field.
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How do I restrict fields? You can select which fields to restrict on the entry screen. After the field information is entered, the field is locked and the information in the field is view only. Click Options (F12) and then click the Select button to choose which fields to include on the Restricted Fields list. How do I lock/unlock restricted fields? You can lock fields to prevent users from making changes to the field value. A locked field has a gray background. If you need to make changes to a locked field, you can click the Restricted Fields button to unlock the field contents. An unlocked field has a white background and you can edit it.
Shipping Addresses A shipping address is the address where goods and services are sent.
Add a shipping address 1. Open Clarity Accounts Payable > Organization > Shipping Addresses. 2. Click New (Ctrl+N). 3. Fill in the form. 4. Click Save (Ctrl+S).
Change a shipping address 1. Open Clarity Accounts Payable > Organization > Shipping Addresses. 2. Use the Lookup bar to enter a shipping address description. Press Enter. 3. Now, you can make your changes.
Delete a shipping address 1. Open Clarity Accounts Payable > Organization > Shipping Addresses. 2. Use the Lookup bar to enter a shipping address description. Press Enter. 3. Click Delete (Ctrl+D).
___ Description A description is a word or phrase that describes the character or features of the record. What is the description? Use the Description field to enter a word or phrase (50 characters or less).
Contact
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A contact is a person serving as a go-between or connection, with a special responsibility to serve an account or a customer. What is the contact name? •
I know the contact name. Use the Contact field to enter a first and last name.
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I want to format the contact name. Click the button, located at the end of the Contact field. Use the Name Details form to enter the first name, middle name, last name, and suffix. Click OK.
Address An address is a set of directions for delivery of letters and packages. Use the Address fields to enter the shipping address.
Telephone and fax Enter a ten-digit telephone number. Example: 555-555-5555
Email Email is the address for sending and receiving messages electronically through an email system. Example:
[email protected]
Lock/unlock restricted fields Use Restricted Fields to unlock a locked field. A locked field is disabled, which means users cannot make changes to the field's contents without first unlocking the field. Clicking the Restricted Fields button again will lock an unlocked field. How do I restrict fields? You can select which fields to restrict on the entry screen. After the field information is entered, the field is locked and the information in the field is view only. Click Options (F12) and then click the Select button to choose which fields to include on the Restricted Fields list. How do I lock/unlock restricted fields? You can lock fields to prevent users from making changes to the field value. A locked field has a gray background. If you need to make changes to a locked field, you can click the Restricted Fields button to unlock the field contents. An unlocked field has a white background and you can edit it.
Terms The terms are the provisions that determine the nature and scope of an agreement for payment. Use the Terms table to add, edit, or delete payment terms.
Add a term 1. Open Clarity Accounts Payable > Organization > Terms. 2. Click New (Ctrl+N).
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3. Fill in the form. 4. Click Save (Ctrl+S).
Change a term 1. Open Clarity Accounts Payable > Organization > Terms. 2. Use the Lookup bar to enter a term description. Press Enter. 3. Now, you can change the term properties.
Delete a term 1. Open Clarity Accounts Payable > Organization > Terms. 2. Use the Lookup bar to enter a term description. Press Enter. 3. Click Delete (Ctrl+D).
___ Description A description is a word or phrase that describes the character or features of the record. What is the description? Use the Description field to enter a word or phrase (50 characters or less).
Net due days The net due days is the number of days allotted between the invoice date and the payment due date. What is the net due days? Use the Net Due Days field to enter a number.
Discount percent The discount percent is the percent of the total that may be deducted if the amount due is paid by a specified date. Set up the discount percent and discount date to permit a discount. Does this term have a discount? •
Yes, this term has a discount. Use the Discount Percent field to enter percent that will be discounted if the payment is made in the required time.
•
No, this term does not have a discount. Enter 0 (zero) in the Discount Percent field.
Discount due days The discount due days is the number of days allotted between the invoice date the discount due date.
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How many days is the discount period? Use the Discount Due Days field to enter a number.
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Payments Payment Approval Report The Payment Approval Report allows you to print the invoices that contain an amount that is larger than the minimal amount needed for approval. You will set up this minimum amount in the report options. This report will list all of the invoices that will require approval before they can be processed. Note for Caselle 2.x Users: This report combines the Payment Approval report and Payment Approval by GL report.
Print a Payment Approval report 1. Open Clarity Accounts Payable > Reports > Payment Approval Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Report type The report type determines the type and quantity of information to print on the report. What is the report type? •
Print the information for each transaction. Use Report Type to select Detail.
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Summarize transactions by date. Use Report Type to select Summary.
Require approval for
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Purchases and requisitions
In Accounts Payable, you can set up the payment approval options to require an approver to approve the total on the entire invoice, or approve the items, or sequences, listed on the invoice on an individual basis. Use Require Approval For to compare the invoice total or invoice sequence total to a dollar amount. If the invoice total or invoice sequence total is greater than the dollar amount the item will be included on the report. Do you want to select invoices that require approval based on the invoice total or invoice sequence? •
Select invoices based on the invoice total. Use Require Approval For to select Invoice Total. Then, enter a dollar amount in the Over field.
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Select invoices based on the invoice sequence total. Use Require Approval For to select Each Invoice Sequence. Then, enter a dollar amount in the Over field.
Include Use the Include option to determine what type of information that you want to add to the report. What information do you want to show on the report? •
Show paid and unpaid invoices. Use Include to select Paid and Unpaid Invoices.
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Show only paid invoices. Use Include to select Paid Invoices Only.
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Show only unpaid invoices. Use Include to select Unpaid Invoices Only.
Signature lines A signature line is a line that you can add to the report that provides a space for managers and supervisors to sign-off. Example:
How do I add a signature line? Use the space on the Signature Lines tab to create the signature line. Click on the white space to type in a description. In the example above, the description is Dated, Mayor, City Council, and City Recorder.
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Then, use the underscore ( _ ) key on the keyboard to add a line. Press the underscore ( _ ) key again until the line reaches the appropriate length.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
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Purchases and requisitions Enter Purchase Orders Use Enter Purchase Orders to record a purchase order.
Enter purchase orders 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Purchase Orders. 2. Fill in the options. 3. Next, enter the purchase order. 4. Click Save (Ctrl+S).
Change purchase orders 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Purchase Orders. 2. Fill in the options. Use the same input date as the date the purchase order was recorded. 3. Use the transaction grid to select the purchase order to edit. Double-click it to select it. 4. Now, you can edit the purchase order entry.
Delete purchase orders 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Purchase Orders. 2. Fill in the options. Use the same input date as the date the purchase order was recorded. 3. Click Delete (Ctrl+D). 4. What do you want to do? •
I want to delete a single entry. Click Delete by Purchase Order Number. Then, enter the same purchase order number in the Beginning Purchase Order Number and Ending Purchase Order Number field. If the purchase order has more than one sequence, which sequence do you wish to delete? Use the Sequence Number field to enter the sequence number. The number after the decimal is the sequence number, while the number in front of the decimal is the purchase order number.
•
I want to delete all of the entries entered on the input date. Click Delete All Purchase Orders Input On MM/DD/YYYY. This will erase ALL of the transactions that were created on this date. There is no undo for this option. If you're not sure, back up the database before you continue.
Split mode Use Split Mode (F11) to enter multiple entries on the same reference number, job number, and/or project. How do I turn Split Mode on and off?
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Click Split Mode (F11) to enter Split Mode. The system will copy to the next entry the Reference Number, To Location, Job Number, and Project. The system will also start to increment the sequence number. The sequence number is part of the reference number. A reference number is the digit or digits that precede the decimal, shown underlined here as 1.01 A sequence number is the digit or digits that follow the decimal, like this 1.01. When Split Mode is turned on, each new entry is assigned to the same reference number but Split Mode will increase the sequence number by 1.
Entry
Split Mode is OFF the reference number changes
Split Mode is ON the sequence number changes
1
1.01
1.01
2
2.01
1.02
3
3.01
1.03
4
4.01
1.04
5
5.01
1.05
When you are finished entering entries, click Split Mode (F11) again to exit Split Mode. What if I need to edit a transaction with multiple entries attached to it? You can use Edit mode to enter changes. However, if you make changes to the Issue Type, Job Number, or Project, make sure you edit the same information on ALL of the sequences that are tied to the reference number.
___ Input date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
•
No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
•
No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
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Vendors
Department A department is a section of an organization that handles a particular job or functions in a particular manner. Is the requisition assigned to a department? •
Yes, the requisition is assigned to a department. Use the Department field to select a department name.
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No, the requisition is not assigned to a department. Select as the Department.
Print purchase orders during entry Use this option to enter a purchase order and then print it immediately. Do you want to print purchase orders immediately? •
Yes, print the purchase order immediately after entry. Click Options (Ctrl+F12). Then, click to select Print Purchase Orders During Entry.
•
No, wait to print purchase orders. Click Options (Ctrl+F12). Then, click to deselect Print Purchase Orders During Entry. When you're ready to print purchase orders, use Reports > Purchase Orders.
Copy fields Use copy fields to copy the values that are stored in the selected fields on the current entry and paste them into the selected fields on the new entry. You can replace the copied valued when you enter the new entry. Do you want to copy fields? •
Copy a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will be copied to the Selected Copy Fields list. Click OK.
•
Stop copying a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will not be copied to the Available Copy Fields list. Click OK.
•
Update the value in a copied field. Even though the Options are set up to copy the field value, you can always edit the contents of the copied field. When you change the value, the routine will copy the new value to the next entry.
PO number A purchase order is document that is issued to a seller that specifies item, quantity, and price for products and services. The purchase order number as a unique number that is assigned to the purchase order. Do you want to use the next available purchase number? •
Yes, use the next available purchase order number. This is number is displayed in the PO Number field.
•
No, let me assign the purchase order number. Use the PO Number to enter a unique number.
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PO date The PO Date is the date the system will use to record the entry. Do you want to use the current date as the PO date? •
Yes, I want to use the current date. Continue to the next step.
•
No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
PO type There are two types of purchase orders in this application: regular purchase orders and blanket purchase orders. A regular purchase order is a document that lists item type, quantity, and price for products, services, or both products and services. A blanket purchase order authorizes a vendor to provide goods and services to a customer on an ongoing basis. The blanket purchase order specifies the type of goods and services provided, unit price, and terms of payment. What is the PO type? •
This purchase order authorizes a specific amount and items. Use PO Type to select Regular.
•
This purchase order authorizes a specific amount for purchasing a number of items, perhaps miscellaneous in nature. Use PO Type to select Blanket.
Vendor A vendor is an individual, entity, or organization that will fill the purchase order. What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to type in a vendor name or number.
•
Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number.
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Show more information about the vendor. Use the Vendor menu to select Additional Information.
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Add a new vendor. Use the Vendor menu to select Add new.
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Update the vendor's information. Use the Vendor menu to select Modify.
Requisitions The Requisitions field lists the requisitions for the selected vendors. Which requisitions do you want to include on the purchase order? •
Create a single purchase order for all of the requisitions in the list. Click Select All. All of the requisitions in the list are highlighted. Now, click Create PO from Selected Requisitions.
•
Create a single purchase order for the selected requisitions. Press and hold Ctrl, then while you hold down the Ctrl key, click on each requisition to select it. Now, click Create PO from Selected Requisitions.
Transaction grid
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The transaction grid displays the finished purchase order entries.
Redisplay transactions Use Redisplay (Ctrl+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction.
Enter Requisitions A requisition is a document for use inside an organization that notifies the purchasing department of items that it needs. The requisition includes the item number, quantity, and the date when the item is needed by. Use Enter Requisitions to create a new requisition, edit an existing requisition, or delete a requisition or sequence.
Enter requisitions 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Requisitions. 2. Fill in the form. 3. Click Save (Ctrl+S).
Change a requisition 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Requisitions. 2. Use the Date field to enter the input date that you used to record the transaction. 3. Click Edit (Ctrl+E). 4. Use the transaction grid to select the requisition that you wish to edit. 5. Now, edit the requisition.
Delete a requisition 1. Open Clarity Accounts Payable > Purchases and Requisitions > Enter Requisitions. 2. Use the Date field to enter the input date that you used to record the transaction. 3. Click Delete (Ctrl+D).
___ Date The Transaction Date is the date the system will use to record the entry. Do you want to use the current date as the transaction date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Requisition number The requisition number is a unique number that is assigned to a requisition. Do you want to use the next available requisition number? •
Yes, use the next available requisition number. This is the default setting. Continue to the next step.
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No, let me assign the requisition number. Use the Requisition Number field to enter a unique number.
Requested by The Requested By refers to the individual who is asking for the requisition. Who is requesting the requisition? •
I know the user requesting the requisition. Use the Requested By field to select a User ID.
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I need to add a user to the list. Use System Management > Security > Setup/Modify User Rights.
Vendor A vendor is an individual, entity, or organization that will fill the requisition. What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to type in a vendor name or number.
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Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number.
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Show more information about the vendor. Use the Vendor menu to select Additional Information.
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Add a new vendor. Use the Vendor menu to select Add new.
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Update the vendor's information. Use the Vendor menu to select Modify.
Department A department is a section of an organization that handles a particular job or functions in a particular manner. Is the requisition assigned to a department? •
Yes, the requisition is assigned to a department. Use the Department field to select a department name.
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No, the requisition is not assigned to a department. Select as the Department.
Copy notes to purchase order
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Use Copy Notes to Purchase Order to add the notes from the requisition to the notes section of the purchase order when the requisition is converted to a purchase order. Do you want to copy the notes to the purchase order? •
Yes, copy the requisition notes to the purchase order. Click to select Copy Notes to Purchase Order.
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No, do not copy the requisition notes to the purchase order. Click to deselect Copy Notes to Purchase Order.
Requisition detail The requisition detail Required by The Required By date is the date when the requisition needs to be filled. Shipping address The shipping address is the physical location that will receive the requested item. Job number A job number refers to a user-defined code that is created in Clarity Project Accounting for reporting resources and transactions associated with a specific job. This field is only available when the Project Accounting interface is turned on. If you want to link the invoice to a job number, open Organization > Organization > Interfaces to make available the Project Accounting fields. Part number The part number is a number or code that is assigned to the item that you are ordering. Description A description is a word or phrase that describes the character or features of the item. GL account A GL account is an account in the General Ledger that records credits and debits for the item. GL activity A GL Activity refers to a user-defined code that is created in Clarity General Ledger for reporting resources and transactions. The GL activity code can report on subsystems that are interfaced to the Clarity General Ledger. Quantity The quantity is the number of items received. Unit price The unit price is the cost for a single item or unit.
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Extended price Extended price = Quantity x Unit Price Freight The amount recorded in the freight field includes shipping fees and miscellaneous fees. Total Total = Subtotal + Sales Tax - FWT
Approve Requisitions Use Approve Requisitions to approve requisitions based on the settings in Setup Approval Criteria.
Approve requisitions 1. Open Clarity Accounts Payable > Purchases and Requisitions > Approve Requisitions. 2. Set up the options. 3. Select the requisitions to approve. 4. Click GO (Ctrl+G). ___
Show only requisitions from department Use Show Only Requisitions from Departments to select which requisitions will be included in the transaction grid. Do you want to show requisitions for all departments? •
Yes, I want to show requisitions for all departments. Select All Departments from the Show Only Requisitions from Department drop-down list.
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No, I want to show requisitions for a single department. Select the department's name from the Show Only Requisitions from Department drop-down list.
Authorized by The Authorized By is the name of the individual who will approve the requisitions. Who will authorize the approved requisition? •
Select the name of the individual from the Authorized By list. The Authorized By field is a selfvalidating field. Names that have been added to the list are saved.
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Add a new name to the Authorized By list. You can click on the Authorized By field to type in a name.
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Leave the Authorized By field blank. This field is not required. You can leave this field empty.
Transaction grid
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The Transaction Grid displays the requisitions that need your approval on the My Queue tab, the requisitions that will be coming to you in the future on the Coming tab, and an approval log on the History tab. What do you want to do? •
I want to approve a single requisition. Locate the requisition in My Queue. Then, select the Approval checkbox. Click GO.
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I want to approve multiple requisitions. Like approving a single requisition, locate the requisitions in My Queue. Then, select the Approval checkbox and click GO.
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I want to approve all requisitions. Click Select All (Ctrl+Shift+F2) to select all of the requisitions in My Queue. All of the checkboxes will be selected for all of the requisitions. Now, click GO.
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Show me more options. Right-click on the grid to display a menu. Use the menu options to filter, group, or save settings.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Accept all Click Accept All (Ctrl+Shift+F2) to select all of the requisitions on the My Queue tab.
Cancel all Click Cancel All (Ctrl+Shfit+F3) to deselect all of the selected requisitions.
Clear all Click Clear All (Ctrl+Shift+F4) to the selected requisitions.
Cancel Requisitions Use Cancel Requisitions to cancel requisitions based on the settings in Setup Approval Criteria.
Run cancel requisitions 1. Open Clarity Accounts Payable > Purchases and Requisitions > Cancel Requisitions. 2. Select the options. 3. Select the requisitions to cancel. 4. Click GO (Ctrl+G). ___
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Show only requisitions from department Use Show Only Requisitions from Departments to select which requisitions will be included in the transaction grid. Do you want to show requisitions for all departments? •
Yes, I want to show requisitions for all departments. Select All Departments from the Show Only Requisitions from Department drop-down list.
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No, I want to show requisitions for a single department. Select the department's name from the Show Only Requisitions from Department drop-down list.
Authorized by The Authorized By is the name of the individual who will approve the requisitions. Who will authorize the canceled requisition? Choose an option. •
Select the name of the individual from the Authorized By list. The Authorized By field is a selfvalidating field. Names that have been added to the list are saved.
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Add a new name to the Authorized By list. You can click on the Authorized By field to type in a name.
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Leave the Authorized By field blank. This field is not required. You can leave this field empty.
Transaction grid The Transaction Grid displays the requisitions that need your approval on the My Queue tab, the requisitions that will be coming to you in the future on the Coming tab, and an approval log on the History tab. What do you want to do? •
I want to cancel a single requisition. Locate the requisition in My Queue. Then, select the Cancel checkbox. Click GO.
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I want to cancel multiple requisitions. Like canceling a single requisition, locate the requisitions in My Queue. Then, select the Cancel checkbox and click GO.
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I want to cancel all requisitions. Click Select All (Ctrl+Shift+F2) to select all of the requisitions in My Queue. All of the checkboxes will be selected for all of the requisitions. Now, click GO.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Close Open Purchase Orders Use Close Open Purchase Orders to view a list of open purchase orders that you can use to select which purchase orders to close.
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Close open purchase orders 1. Open Clarity Accounts Payable > Purchases and Requisitions > Close Open Purchase Orders. 2. Set up the selection criteria. 3. Use the transaction grid to select the open purchase orders to close. 4. Click GO (Ctrl+G).
___ Show purchase orders dated MM/DD/YYYY or earlier This date will limit the open purchase orders that display in the transaction grid to open purchase orders with an input date that occurs on or before the entered date. Do you want to show purchase orders created on or before the current date? •
Yes, use the current date. The current date is the default date. Continue to the next step.
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No, let me choose a different date. Use the Show Purchase Orders Date field to enter a date. \
Input date The Input Date is the date the system will use to record the close open purchase order transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
Select/deselect all Use Select All to select all of the purchase orders in the transaction grid. Use Deselect All to clear all of the selected items and restore the original setting.
Transaction grid The transaction grid displays purchase orders based on the date in the Show Purchase Orders Dated field. Use the transaction grid to select the open purchase orders to close.
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What do you want to do? •
Select a purchase order. Use the grid to select a purchase order. The selection is highlighted.
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Select a purchase order range. Press and hold Shift, then click on the first purchase order in the range. While still holding down the Shift key, click the last purchase order in the range.
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Select multiple purchase orders. Press and hold Ctrl, then click on each purchase order.
Create PO from Requisitions without Vendors Use Create PO from Requisitions without Vendors to view the requisitions that need to be assigned to a vendor and create purchase orders for those requisitions.
Create purchase orders from requisitions without vendors 1. Open Clarity Accounts Payable > Purchases and Requisitions > Create Purchase Order from Requisitions without Vendors. 2. Use the Requisitions grid to select the requisitions and link them to a vendor. 3. Then, click Create PO.
Create purchase orders from requisitions with vendors Use Purchases and Requisitions > Create Purchase Orders from Requisitions with Vendors.
___ Requisitions and Requisition Details The Requisitions list displays requisitions that are not associated with a vendor. The Requisition Details area shows the individual items on the requisition. Use the Requisitions list to select a requisition. You may need to use the Requisition Details to fill in any missing information.
Create PO Click Create PO to create a single purchase order for the selected requisition.
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Create Purchase Order from Requisition Use Create Purchase Order from Requisition to convert requisitions into purchase orders.
Create purchase order from requisition 1. Open Clarity Accounts Payable > Purchases and Requisitions > Create Purchase Order from Requisition. 2. Set up the Requisition Selection Criteria, if needed. 3. Check the Purchase Order properties. 4. Now, click GO (Ctrl+G).
Create purchase order from requisitions without vendors Open Purchases and Requisitions > Create Purchase Orders from Requisitions without Vendors.
___ Requisition selection criteria Use the Selection Criteria to filter and select vendors. What do you want to do? •
Include all vendors. Change the value assigned to the Vendor.Vendor number to All.
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Let me choose which vendors to include. Double-click the value assigned to the Vendor.Vendor number field. Then, use the Values Entry form to enter a vendor number, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
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Use a different field to filter data. Double-click the column labeled Column. Then, use the Selection form to move the fields that you will use to filter data to the Selected Criteria Fields list.
Purchase order properties A purchase order is a document that lists item type, quantity, and price for products, services, or both products and services. Use the Purchase Order options to select the following details. Do you want to use the current date as the input date? The Input Date is the date the system will use to record the transaction. •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Do you want to use the current date as the purchase order date? The Purchase Order Date is the date the system will use as the date the purchase order was created. •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Purchase Order Date field to enter a MM/DD/YYYY.
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Do you want to use the current period as the GL period? The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY.
What is the number to start numbering purchase orders? Usually, the next available purchase order number displays in the Beginning Purchase Order field. •
Use the next available purchase order number. This is the default. Continue to the next step.
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I know the next purchase order number to assign. Use the Beginning Purchase Order Number field to enter the number to assign to the next purchase order.
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Help me find the last purchase order number that was assigned. You can use Purchases and Requisitions > Purchase Order Inquiry to look up the last purchase order number.
Do you want to create a single purchase order for the selected requisitions? •
Create a purchase order for each requisition. Click to deselect Create One Purchase Order from Selected Requisitions.
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Create a purchase order for the selected requisitions. Click to select Create One Purchase Order from Selected Requisitions.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Purchase Order Audit Trail Report An audit trail, or audit log, is a chronological record of transactions that you have recorded in the general ledger and for a given period. Use the Purchase Order Audit Trail Report to print a chronological record of transactions for purchase orders, which includes the related invoices and checks for each PO.
Print a Purchase Order Audit Trail Report 1. Open Clarity Accounts Payable > Reports > Purchase Order Audit Trail Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range?
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Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Order Exception Report An exception occurs when the invoice amount is greater than the purchase order amount. This report will print purchase orders and the associated invoices when there is an exception.
Print a Purchase Order Exception Report 1. Open Clarity Accounts Payable > Reports > Purchase Order Exception Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Order Inquiry Use Purchase Order Inquiry to search and review the PO detail, and the related invoices, requisitions, and vendors. If you want to display additional information, use the drill down tool to look at the record or transaction detail. The information displayed in Inquiry is view only, which means that information can be seen but not edited or updated. How do I open Purchase Order Inquiry? Open Clarity Accounts Payable > Purchases and Requisitions > Purchase Order Inquiry. Then, click on each tab to view the related information.
Purchase Order Register A Purchase Order Register is a written record containing regular entries of items or details for purchase orders.
Print a Purchase Order Register 1. Open Clarity Accounts Payable > Reports > Purchase Order Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P). ___
Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
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Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Order Report Unlike Purchase Orders, which will print the purchase order to a purchase order form, this report will print purchase orders based on the GL account that is assigned to the PO.
Print a Purchase Order Report 1. Open Clarity Accounts Payable > Reports > Purchase Order Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Include [ _ ] purchase orders An open purchase order is a document a business uses to request goods or services in return for payment, generally set for a later date. A closed purchase order is closed when you have received and paid for all of the items on the invoice. What type of purchase orders do you want to include on the report? •
Show open purchase orders. Use Include [ _ ] Purchase Orders to select Open.
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Show closed purchase orders. Use Include [ _ ] Purchase Orders to select Closed.
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Show both open and closed purchase orders. Use Include [ _ ] Purchase Orders to select Open and Closed.
Print [ _ ] report Use detail to include the purchase order and the individual sequences that relate to the purchase order. Use summary to print a single line that summarizes the PO; the summarized amount includes sequences related to the PO. How much information do you want to include on the report? •
I want to include the purchase order detail. Use Print [ _ ] Report to select Detail.
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I want to summarize the purchase order. Use Print [ _ ] Report to select Summary.
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Print purchase order description line The purchase order description line is the description assigned to the purchase order. Do you want to add the purchase order description as a line on the report? •
Yes, add the purchase order description to the report. Click to select Print Purchase Order Description Line.
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No, do not add the purchase order description to the report. Click to deselect Print Purchase Order Description Line.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Orders Use Purchase Orders to print purchase orders to plain paper or a pre-printed form.
Print Purchase Orders 1. Open Clarity Accounts Payable > Reports > Purchase Orders. 2. Select a report title. 3. Set up the report options. 4. Will you print purchase orders to plain paper? •
Yes, I will print purchase orders to plain paper. Continue to the next step.
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No, I will print purchase orders to a pre-printed form. Load the paper stock in the printer.
5. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
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Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Include previously printed purchase orders A previously printed purchase orders is a purchase order that has already been printed during a prior session. When you print a purchase order the system changes the status on the purchase order to printed. Do you want to re-print printed purchase orders? •
Yes, re-print printed purchase orders. Click to select Include Previously Printed Purchase Orders.
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No, only print purchase orders for purchase orders that have not been printed. Click to deselect Include Previously Printed Purchase Orders.
Purchase order form Before you can print purchase orders you will need to set up a Purchase Order form. This is a form, created using the Forms Designer, that tells the report what information to include on the purchase order form and where you want to print it. How do I add a purchase order form? Use Clarity Accounts Payable > Organization > Forms to add a new purchase order form. Or, use the Forms tab if you are running a report to click the Edit button that is located at the end of the Form field. Like this...
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Budget Report Print a budget report for requisitions. See pending approvals that may be delaying the requisition.
Print a Requisition Budget Report 1. Open Clarity Accounts Payable > Reports > Requisition Budget Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
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___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Approval detail options Complete this section to display the approval detail for a requisition based on the approval step, approval group, or approver. How do I drill-down into the approval detail? Click (+) to expand a section. Click (-) to collapse a section. How do I select the approval detail to include? Click to select the items that you wish to include on the report. Deselect the checkbox if you don't want it on the report. Why is this tab not available? The options on this tab will only be available when you are using Organization > Approval Criteria Setup.
Include pending requisitions A pending requisition is a requisition that is waiting to be approved by an approver. Do you want to include requisitions waiting to be approved? •
Yes, include requisitions waiting to be approved. On the Approval Detail Options tab, click to select Include Pending Requisitions.
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No, include only approved requisitions. On the Approval Detail Options tab, click to deselect Include Pending Requisitions.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Budget Report by GL Account Use this report to print the budget for requisitions by GL account.
Print a Requisition Budget Report by GL Account 1. Open Clarity Accounts Payable > Reports > Requisition Budget Report by GL Account. 2. Select a report title.
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3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Summary or detail Use summary to print the requisition amount and GL account on a single line. Use detail to print the requisition detail, including individual sequences, and the corresponding GL account. How much information do you wish to include? •
Summarize each transaction on a single line. Click Summary.
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Include the transaction and sequences. Click Detail.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Inquiry Use Requisition Inquiry to view the following information: •
Requisition detail and notes
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Purchase orders related to the requisition
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Vendors related to the requisition
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Approval status and approval detail
Detail tab
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Purchase Orders tab
Vendors tab
Approval Status tab
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Grid properties Use the following tools to change the way information is displayed in a grid.
Filter values Use Filter Values to search the grid for matching values. Right-click on a grid and then select Filter from the menu. Use the blank row, it displays at the top of the grid, to type in the search value. The system will display all of the values in the grid that match the search value.
Restore defaults Use Restore Defaults to reset the options that have been selected in Inquiry. Right-click on a grid and then select Restore Defaults.
Save layout Use Save Layout to set the default to the current grid setting. Right-click on a grid and then select Save Layout.
Select columns Use Select columns to add or remove a column from the grid. Right-click on a grid and then click Select Columns.
Sort values You can click on a column heading to sort A-Z, and then click the column heading again to reverse the sort order to Z-A.
Requisition Register A Requisition Register is a written record containing regular entries of items or details for requisitions.
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Print a Requisition Register 1. Open Clarity Accounts Payable > Reports > Requisition Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Status Report Use the Requisition Status Report to print requisitions that have been approved, canceled, or pending.
Print the Requisition Status Report 1. Open Clarity Accounts Payable > Purchases and Requisitions > Requisition Status Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P). ___
Report dates
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Do you want to use the current GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Change the report GL period by clicking on the From and To fields, clicking the calendar button, or clicking Advanced Options.
Requisition status An approved requisition is a requisition that has been accepted. A canceled requisition is a requisition that has been deleted. A pending requisition is a requisition that is waiting for approval. Which requisition statuses do you want to include on the report? •
I want to include approved requisitions. Select the Approved checkbox.
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I want to include canceled requisitions. Select the Canceled checkbox.
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I want to include pending requisitions. Select the Pending checkbox.
Approval detail options The approval detail shows the approver's name, approval step, and group for a requisition. Do you want to include the approval detail? •
Yes, I want to include the approval detail. Click the Approval Detail Options tab. Next, select the checkbox located next to an approver's name to show the approval detail for a step, group, or approver. Select [+] to expand a section. Click [-] to collapse a section.
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No, I do not want to include the approval detail. Clear the checkboxes for all of the options that have been selected on the Approval Detail Options tab.
Include pending approvals A pending approval is a requisition that is waiting to be approved. Do you want to include the approval detail for requisitions that are waiting for approval? •
Yes, I want to include requisitions that are pending approval. Click the Approval Detail Options tab. At the bottom of the tabbed area, select the Include Pending Approvals checkbox.
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No, I do not want to include requisitions that are pending approval. Clear the Include Pending Approvals checkbox on the Approval Detail Options tab.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisitions Use this report to print requisitions to plain paper or a pre-printed form.
Print Requisitions 1. Open Clarity Accounts Payable > Reports > Requisitions.
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2. Select a report title. 3. Set up the report options. 4. Will you print requisitions to plain paper? •
Yes, I will print requisitions to plain paper. Continue to the next step.
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No, I will print requisitions to a pre-printed form. Load the paper stock in the printer.
5. Click Print (Ctrl+P). ___
Requisition form Before you can print requisitions you will need to set up a Requisition form. This is a form, created using the Forms Designer, that tells the report what information to include on the requisition form and where you want to print it. How do I add a requisition form? Use Clarity Accounts Payable > Organization > Forms to add a new purchase order form. Or, use the Forms tab if you are running a report to click the Edit button that is located at the end of the Form field.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
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Vendors Activate ACH Prenotifications ACH is an acronym for Automated Clearing House Network. After the vendor ACH prenotification is verified, use Activate ACH Prenotification to change the vendor's direct deposit status from prenotification to active.
Activate ACH prenotification 1. Open Clarity Accounts Payable > Vendors > Activate ACH Prenotifications. 2. Do you want to search all vendor records? •
Yes, search all vendor records. Use the Selection Criteria to change the value for Vendor.Vendor Number to All.
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No, let me limit the search range. Use the Selection Criteria to double click the value assigned to Vendor.Vendor Number. Now, use the Values form to enter the vendor numbers in the search range. Click OK.
3. Click GO (Ctrl+G).
Update the direct payment status in the vendor file If you want to update the direct deposit status by hand, use Vendors > Modify Existing Vendors to look up the vendor record. On the Direct Payments tab, change the Status to Active.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Create ACH File Use Create the ACH File to generate the electronic direct deposit file for the bank.
Create ACH file 1. Open Clarity Accounts Payable > Vendors > Create ACH File. 2. Set up the options. 3. Click GO (Ctrl+G).
___ Check issue date
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The check issue date are the check issue dates that you want to include in the ACH file. Which check issue dates do you want to include in the ACH file? •
Select all check issue dates. Press and hold Shift, then click to select the first check issue date, then click to select the last check issue date.
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Select only some of the check issue dates. Press and hold Ctrl, then while holding down the Ctrl button, click to select the check issue dates to include.
Deposit date The deposit date is the date the ACH file will be processed by the bank.
Include prenotices only A prenotice is a test to ensure bank routing information is accurate. Do you want to include vendors with a direct deposit status set to prenotification? •
Yes, include prenotification vendors in the ACH file. Click to select Include Prenotices Only.
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No, do not include prenotification vendors in the ACH file. Click to deselect Include Prenotices Only.
Create transfer file A transfer file is the file of direct deposit recipients that will be sent to the bank to process direct deposits. Do you want to create a transfer file? •
Yes, create a transfer file and print a report. Click to select Create Transfer File. Then, complete the rest of this section.
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No, do not create a transfer file, just print a report. Click to deselect Create Transfer File.
What is the transfer file name? •
I know the transfer file name. Use the Transfer File Name to enter a directory and path.
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Help me find the transfer file name. Click Browse to search for the transfer file name and location.
Do you want to use only UPPERCASE letters? •
Create the transfer file using only UPPERCASE letters. Click to select Uppercase Transfer File.
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Allow UPPERCASE and lowercase letters in the transfer file. Click to deselect Uppercase Transfer File.
Do you want to add the organization's routing number and account number in the ACH file? •
Yes, include the organization's routing number and account number. Click to select Include Organization's Offset Record.
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No, do not include the organization's routing number and account number. Click to deselect Include Organization's Offset Record.
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Do you want to create an ACH file for vendors who have already been included in the ACH file that has been created for the selected GL posting period? •
Yes, include vendors that have already been included in a previous ACH file. Click to select Recreate Direct Payment for All Vendors.
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No, only include vendors that have not been included in a previous ACH file. Click to deselect Recreate Direct Payment for All Vendors.
Report order The report order is the method for arranging data on the report. How do you want to order the report? •
Order the report by vendor number. Click to select Vendor Number.
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Order the report by vendor name. Click to select Vendor Name.
Selection criteria Use the Selection Criteria to filter and select vendors.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Delete Vendors Use Delete Vendors to delete the vendor record and associated records, which include: •
Vendor summaries
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Checks
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Invoices
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Purchase orders
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Requisitions
Important! Vendors with open transactions cannot not be deleted.
Step 1: Back up the database Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. Do this... 1. Open Clarity System Management > System Tools > Exchange Data. 2. Click Send Data.
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3. Click Full. 4. Use the File Name field to enter a name for your backup file. Example: AnycityUT.AP0.Backup. 5. Click Data Path. 6. Click Browse. Use the options in Browse for Folder to locate your CSLDATA/BACKUP folder. Click OK. 7. Click to select Compress Data. 8. Click the Databases tab. 9. In the Tasks area, click Add a Database. Use the options on the Add Database form to select your server and database. For example, AP0_AnycityUT. Click OK. What if I don’t know the server name? Click the Options tab, then click Load Data to Server. The server name will display in the Load Data to Server field. Remember! Switch the form settings back to Send Data BEFORE continuing. 10. Click GO (Ctrl+G). 11. When the backup is finished, click Yes to exit.
Step 2: Delete vendors 1. Open Clarity Accounts Payable > Vendors > Delete Vendors. 2. Set up the options. 3. Click GO (Ctrl+G).
___ Selection criteria Use the Selection Criteria to filter and select vendors. What do you want to do? •
Prompt me to enter the vendor numbers when I run the routine. Change the value assigned to the Vendor.Vendor number to {Prompt for value}.
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Include all vendors. Change the value assigned to the Vendor.Vendor number to All.
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Let me choose which vendors to include. Double-click the value assigned to the Vendor.Vendor number field. Then, use the Values Entry form to enter a vendor number, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
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Use a different field to filter data. Double-click the column labeled Column. Then, use the Selection form to move the fields that you will use to filter data to the Selected Criteria Fields list.
Only remove vendors with termination dates on or before Use this option to use the termination date stored in the vendor file as the basis for deleting vendors. Only vendors that have a termination date AND the termination date occurs on or before the date entered will be deleted.
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Do you want to use the termination date to delete vendors? •
Yes, delete vendors based on the termination date. Click to select Only Remove Vendors with Termination Dates On or Before. Use the default date or enter a date that occurs before the default date. This date calculates based on the value stored in Organization > Organization > Keep [ _ ] Years of History.
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No, do not delete vendors based on the termination date. Click to deselect Only Remove Vendors with Termination Dates On or Before.
Only remove vendors with no activity since Use this option to search for vendors that do not have activity recorded prior to the date entered. Do you want to use an absence of vendor activity to delete vendors? •
Yes, use an absence of vendor activity to delete vendors. Click to select Only Remove Vendors with No Activity Since. Use the default date or enter a date that occurs before the default date. This date calculates based on the value stored in Organization > Organization > Keep [ _ ] Years of History.
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No, do not delete vendors based on vendor activity. Click to deselect Only Remove Vendors with No Activity Since.
Merge Vendors Use Merge Vendors to copy information from a vendor and transfer it to a different vendor record. The Merge From vendor will be deleted. Important! There is no undo to restore the deleted vendor record.
Step 1: Back up the database Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. Do this... 1. Open Clarity System Management > System Tools > Exchange Data. 2. Click Send Data. 3. Click Full. 4. Use the File Name field to enter a name for your backup file. Example: AnycityUT.AP0.Backup. 5. Click Data Path. 6. Click Browse. Use the options in Browse for Folder to locate your CSLDATA/BACKUP folder. Click OK. 7. Click to select Compress Data. 8. Click the Databases tab. 9. In the Tasks area, click Add a Database. Use the options on the Add Database form to select your server and database. For example, AP0_AnycityUT. Click OK.
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What if I don’t know the server name? Click the Options tab, then click Load Data to Server. The server name will display in the Load Data to Server field. Remember! Switch the form settings back to Send Data BEFORE continuing. 10. Click GO (Ctrl+G). 11. When the backup is finished, click Yes to exit.
Step 2: Run Checkout to search for errors in vendor records Run Clarity Accounts Payable > Vendors > Checkout. Then, set up the options to search vendor records for errors in the current year. Look for errors in vendor records that you wish to merge into a single record.
Step 3: Print the Vendor report Run Clarity Accounts Payable > Reports > Case Report. Set up the report options to print the report for the vendor records that you will merge. Change the value that is assigned to the Vendor.Vendor Number to include the vendors that you will merge. Use the report as a record of the vendors files as they were before the merge.
Step 4: Merge vendors Now, you're ready to merge the vendor files. Open Clarity Accounts Payable > Vendors > Merge Vendors. Set up the report options. Then, click GO (Ctrl+G).
Step 5: Look up the merged vendor record in Vendor Inquiry Last step. Open Clarity Accounts Payable > Vendors > Vendor Inquiry. Look up the Vendor number that belongs to the merged vendor. Review the vendor information carefully. Make sure the merged record includes the vendor information from the Merge From vendor. If the vendor is missing information from the Merge From vendor, you can use Vendors > Modify Existing Vendors and the Vendor History report to bring the merged vendor record up to date. ___
Merge from/to The Merge From is the vendor number that will be copied into the Merge To record. The Merge To is the vendor record that you wish to keep. The merged records will be saved under the Merge To vendor number.
Merge as new remittance Use this option to create a new remittance record for the Merge To vendor. Creating a new remittance record will move the invoices, checks, and so on from the Merge From vendor to the new Merge To vendor and associate the items to the new remittance record. When this option is not selected, a new remittance record is not created but the invoices, checks, and so on will move from the Merge From vendor to the Merge To vendor.
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Using this option allows you to track remittance to the Merge To vendor with a new remittance code. In other words, you can tell when remittance is recorded to the merged vendor record as opposed to remittance meant for the prior Merge From/To vendor. Do you want to create a new remittance record for the Merge To vendor? •
Yes, create a new remittance record for the Merge To vendor. Click to select Merge as New Remittance.
•
No, use the existing remittance record on the Merge To vendor. Click to deselect Merge as New Remittance.
Renumber Vendors Run Renumber Vendors to assign new vendor numbers to vendors in alphabetical order (A-Z). The starting vendor number and increment number is left to your discretion. When a vendor number updates, running this routine will also update transactions that reference the new vendor number. For example, Jane set up the following vendor records: 100 Ace Hardware & Lumber, 110 Acme Equipment Rental, 120 ACS Collections, and 130 AMCO Equipment & Steel. As time goes on, Jane adds 115 ACME Office Supplies and 116 ACME Window Washing. When Jane needs to add ACME Wax Works, she realizes that she has a problem because there are no more numbers left to assign to the new vendor between 115 ACME Office Supplies and 116 ACME Window Washing.
To solve the problem, Jane renumbers the vendors. When she's done, the list looks like this...
Step 1: Back up the database
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Before proceeding, back up the current files. Always make a back up of the database BEFORE running routines that modify or delete transactions. Do this... 1. Open Clarity System Management > System Tools > Exchange Data. 2. Click Send Data. 3. Click Full. 4. Use the File Name field to enter a name for your backup file. Example: AnycityUT.AP0.Backup. 5. Click Data Path. 6. Click Browse. Use the options in Browse for Folder to locate your CSLDATA/BACKUP folder. Click OK. 7. Click to select Compress Data. 8. Click the Databases tab. 9. In the Tasks area, click Add a Database. Use the options on the Add Database form to select your server and database. For example, AP0_AnycityUT. Click OK. What if I don’t know the server name? Click the Options tab, then click Load Data to Server. The server name will display in the Load Data to Server field. Remember! Switch the form settings back to Send Data BEFORE continuing. 10. Click GO (Ctrl+G). 11. When the backup is finished, click Yes to exit.
Step 2: Renumber vendors 1. Open Clarity Accounts Payable > Vendors > Renumber Vendors. 2. Set up the options. 3. Click GO (Ctrl+G).
___ Vendor numbers Which vendor numbers do you wish to renumber? •
Renumber all vendors. Use Vendor Numbers to enter All.
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Let me choose the vendors. Use Vendor Numbers to enter a vendor number or range. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
New beginning vendor number
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The beginning vendor number is the first number that will be assigned to the first vendor that will be renumbered by this routine. This routine will place the vendors in alphabetical order, then it will assign the new vendor number. What is the first vendor number to assign? Use the New Beginning Vendor Number field to enter a vendor number.
Increment by This is the value to increase a value or number. For example, Jane wants to increase vendor numbers in increments of 10. She uses 10 as the New Beginning Vendor Number and enters 10 in the Increment By field. When the routine runs, the vendor numbers are assigned like this: 10, 20, 30, 40, 50... Do you want to increment numbers? •
Yes, increment numbers. Use the Increment By field to enter a number. Example: New Beginning Vendor Number + Increment By = Next Vendor Number
•
No, do not increment numbers. Use the Increment By field to enter a zero (0) or leave this field blank. Example: 1, 2, 3, 4, 5, 6...
Vendors A vendor is an individual, entity, or organization that will fill the purchase order.
Set up a new vendor 1. Open Clarity Accounts Payable > Vendors > Setup New Vendors. 2. Fill in the form. 3. Click Save (Ctrl+S).
Change a vendor 1. Open Clarity Accounts Payable > Vendors > Modify Existing Vendors. 2. Use the Lookup bar to enter a vendor name or number. Press Enter. 3. Now, edit the record.
Delete a vendor 1. Open Clarity Accounts Payable > Vendors > Modify Existing Vendors. 2. Use the Lookup bar to enter a vendor name or number. Press Enter. 3. Click Delete (Ctrl+D).
___ Vendor number
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The vendor number is a unique number that is assigned to the vendor. What is the vendor number? •
In New mode: Use the Vendor Number field to enter a unique number.
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In Edit mode: The Vendor Number field displays the number assigned to the current record.
Vendor contact information The vendor contact information is the address, telephone number, and email address.
Contact When you call the vendor, what is the name of the person that manages your account? Use the Contact field to enter the contact name.
Vendor type A vendor type is a category that you can use to organize the vendors. You get to define the categories that will be assigned, as well as choose the rational behind the categories that you select. For example, Jane creates a vendor type for Rentals, Equipment, Office Supplies, and Exterior Maintenance. What is the vendor type? •
I know the vendor type. Click the Vendor Type drop-down list to choose an option from the list of saved vendor types.
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I need to add a new vendor type. Use the Vendor Type field to enter a description. The next time you use the Vendor Type drop-down list, the new description will be included as part of the list.
1099 type and 1099 ID number A 1099 vendor is a vendor of goods and/or services that is not incorporated (such as a landlord or independent contractor) that the organization has made payments in excess of $600 dollars for the tax year. What is the 1099 type? Use the 1099 Type field to select the purpose of the 1099 vendor. What is the 1099 ID number? Use the 1099 ID Number field to enter the ID number assigned to the 1099 vendor.
Use this vendor in Materials Management There are two locations for storing vendors in Clarity. The primary location is here, in Accounts Payable. The other location is in Materials Management. You can copy vendor records from Accounts Payable to use in Materials Management; however, vendor records that are created in Materials Management cannot be copied to the vendor table in Accounts Payable.
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Do you wish to add this vendor to the vendor table in Materials Management? •
Yes, I want to use this vendor in Materials Management. Click to select Use This Vendor In Materials Management.
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No, I do not want to use this vendor in Materials Management. Click to deselect Use This Vendor In Materials Management.
Activation and Termination date The Activation Date is the date when this account status is active. An active account can be tied to billings, invoices, and transactions. When an account is not active, users cannot select the account or use it to create new transactions, but the account will remain in the Vendor file. The Termination Date is the date the account status in not active. Is this an active vendor? •
This is an active vendor. Leave blank the Activation Date and Termination Date fields.
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This will be an active vendor. Use the Activation Date to enter a MM/DD/YYYY.
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This is a terminated vendor. Use the Termination Date to enter a MM/DD/YYYY.
Rating A rating is a classification according to grade. You do not need to assign a rating. However, if you choose to do so, you can use the rating system to create a system that is meaningful to you. Does you wish to assign a rating to the vendor? •
Assign a rating. Use the Rating field to enter a vendor rating.
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Select a rating that has already been assigned. Use the Rating drop-down list to select a description.
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Do not use a rating. Leave the Rating field blank.
Entry defaults When you use the vendor to create transactions, you can select the values that will appear in some of the fields on the form. Use these fields to set up the default values for each field. Item description A description is a word or phrase that describes the character or features of the record. GL account A GL account is an account in the General Ledger that records credits and debits. Department A department is a section of an organization that handles a particular job or functions in a particular manner. Terms
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A term defines the terms and conditions for payment, including payment due dates, discounts, and payment period. Shipping address A shipping address is the address where goods and services are sent. Sales tax rate The sales tax is a tax levied on the sale of goods and services; usually calculated as a percentage of the purchase price. This is the sales tax rate the vendor is subject to. Description history The description history is the number of records to display in the Description History drop-down list.
Remittances A remittance is a sum of money that is remitted to a person or organization in payment of a demand or account. What is the remittance address for the vendor? •
Add a new remittance address. On the Remittances tab, click Add a New Remittance. Then, fill in the form.
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Change a remittance address. On the Remittances tab, select a remittance address from the Remittances list. The remittance information displays in the pane on the right. Now, you can update the record.
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Delete a remittance address. On the Remittances tab, select a remittance address from the Remittances list. Now, click Remove the Selected Remittance.
Recurring invoices A recurring invoice is an invoice that needs to be created for a customer, or group of customers, at regular intervals. What do you want to do? •
Add a recurring invoice. On the Recurring Invoices tab, click Create a New Recurring Invoice. Fill in the form. Then, click Create a New Recurring Invoice Detail to add items to the recurring invoice.
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Delete a recurring invoice. On the Recurring Invoices tab, select a recurring invoice from the Recurring Invoices list. Now, recurring invoice displays on the Recurring Invoice subtab.
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Show a transaction log for the recurring invoice. On the Recurring Invoices tab, select a recurring invoice from the Recurring Invoices list. Then, click Delete a New Recurring Invoice.
Direct payment A direct payment is a payment made to the account of the payee. For example, Jane rents a backhoe periodically from Acme Equipment Rental to complete general maintenance. She sets up a direct payment to withdraw funds from the organization's bank account and deposits those funds directly into the bank account for Acme Equipment Rental.
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What do you want to do? •
Add a direct payment. On the Direct Payment tab, click Add a New Disbursement. Then, fill in the fields at the bottom of the Direct Payment tab. Set the Status to Prenotification.
•
Remove a direct payment. Use the grid on the Direct Payment tab to select a bank. The selected bank is highlighted. Now, click Delete the Selected Disbursement.
Bank This is the bank that will receive the direct payment. If you need to add a new bank, use the Bank menu to select Add New. Account number This is the account number that is assigned to the bank account. Transaction type The transaction type defines the transaction that will take place. If the vendor send a payment to you, use a Checking/Savings Payment to transfer funds from the vendor's account to your account. If you will make a payment to a vendor, use Checking/Savings Deposit to transfer funds from your account to the vendor's account. Status There are three stages in the life of a direct payment: Prenotification, Active, and Inactive. A prenotice, or prenotification, is a test to ensure bank routing information is accurate. During the prenotification phase the direct deposit is not executed and the employee/vendor will receive a regular paycheck. If the prenotification is successful, change the direct payment Status to Active. The direct deposit will begin the following period. If the prenotification is not successful, you need to contact the employee/vendor to correct the error. Then, the prenotification test is repeated until the test is successfully completed. When you're done using a direct payment, for example, when a vendor decides to use a different bank to receive direct payments or deposits, you can deactivate a direct payment account by changing the Status to Inactive. Type and amount A type defines the accounting behavior for the disbursement. Use Amount to send a dollar amount to the bank. Use Percent to send a percentage of the total disbursement amount to the bank.
Vendor History Use the Vendor History to view by vendor the summary totals, checks, invoices, purchase orders, and requisitions.
Print Vendor History 1. Open Clarity Accounts Payable > Reports > Vendor History. 2. Select a report title.
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3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the calendar year as the report range? •
Yes, I want to use the calendar year. Continue to the next step.
•
No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Vendor Inquiry Use Vendor Inquiry to view vendor records and related remittances, purchase orders, invoices, and checks.
Search for a vendor Open Accounts Payable > Reports > Vendor Inquiry. Type in a vendor name or number in the Vendor field located on the Lookup bar. You can also Search (F9) for a vendor name. Pressing Enter will show the vendor's information as well as any purchase orders, invoices, and checks that are associated with the vendor.
Manage filters Use Manage Filters to sort the information that is displayed in Vendor Inquiry. Clicking the Manage Filters button (Filters > Manage Filters) will •
show the filters that have already been set up, and
•
allow you to set up new filters
Make changes to a vendor's file If you find yourself looking at outdated information in the vendor's file, for example, an old email address or telephone number, you can edit the vendor's record by clicking Modify Existing Vendors (Ctrl+M).
Refresh the displayed information After changes have been made to other parts of the Accounts Payable program, such as changing the vendor's file or entering a purchase order, invoice, or check for the selected vendor, you may need to update the information that is displayed in Vendor Inquiry to show the new changes. You can click the Refresh Data button (Ctrl+R), it looks like a circle made of two green arrows, to load the new information.
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Make the display area larger You can increase the size of the record display area by clicking on the toggle bar in the middle of the Vendor Inquiry screen. The toggle bar has three horizontal marks on it. Clicking on the toggle bar will hide the vendor's address, contact, and telephone numbers so there is more space for viewing information. Clicking on the toggle bar again will restore the display area to its regular size.
View vendor information Click on the Vendor tab to show the vendor's contact information, remittance address, attachments and notes.
Add/remove fields on the Detail subtab You can use the Detail subtab to add fields that are not included on another tab in Inquiry. This option comes in handy when you want to group certain fields together. To add fields, right-click on the Field column heading and choose Select Fields. Now, use the Selection form to move the fields that you want to display on the Detail subtab to the Selected Fields list. You can also use the Selection form to change the order the fields are displayed on the Detail subtab. To remove fields, follow the same process for adding fields except you'll want to move the fields which you don't want to include anymore from to the Available Fields list.
View attachments Any files, documents, PDF's, images, and so on that have been saved in the vendor's file, or on a purchase order, invoice, or check for the selected vendor, will be available for viewing on the Attachments subtab. All of the filenames will be shown in the Description list and you can click on a filename to view the contents of the file.
View notes Notes can be attached to the vendor's file or to purchase orders, invoices, and checks for the selected vendor. You can view all of the notes, or add a new note, to the selected item by clicking on the Notes subtab.
View open/closed purchase orders All of the purchase orders for the selected vendor can be viewed on the Purchase Orders tab. You can change the filter to show open purchase orders, closed purchase orders, or both open and closed purchase orders. You can sort the purchase order information that shows up in the grid by clicking on the column headings. For example, Jane wants to sort purchase orders by invoice amount. She clicks on the Invoice Amount column heading once to sort the numbers in ascending order, and then clicks on the Invoice Amount column heading again to change the sort order to descending order. Use the Summary subtab when you need to view all of the purchase order information compressed into a single line. If you need more information, double-clicking on a purchase order will open the purchase order on the Single subtab, where you will be able to see the rest of the information.
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Use the Detail subtab to view all of the sequences on a purchase order. Like the Summary subtab, you can double-click on a purchase order to view the remaining information on the Single subtab.
View paid/unpaid invoices All of the purchase orders for the selected vendor can be viewed on the Purchase Orders tab. You can change the filter to show open purchase orders, closed purchase orders, or both open and closed purchase orders. You can sort the purchase order information that shows up in the grid by clicking on the column headings. For example, Jane wants to sort purchase orders by invoice amount. She clicks on the Invoice Amount column heading once to sort the numbers in ascending order, and then clicks on the Invoice Amount column heading again to change the sort order to descending order. Use the Summary subtab when you need to view all of the purchase order information compressed into a single line. If you need more information, double-clicking on a purchase order will open the purchase order on the Single subtab, where you will be able to see the rest of the information. Use the Detail subtab to view all of the sequences on a purchase order. Like the Summary subtab, you can double-click on a purchase order to view the remaining information on the Single subtab.
View checks Clicking on the Checks tab will show all of the checks that have been sent to the vendor or merchant. Like the Invoices and Purchase Order sub-tabs, the Checks subtab shows a single line summary and detail. Double-clicking any item in the grid will show the remaining information on the Single subtab.
View purchase order, invoice, and check totals You can view this information on the Totals tab.
View year-to-date totals and prior year totals You can view this information on the Totals tab. Use the History to view 1099 amounts, Purchases, Adjustments, Discounts Taken, and Discounts Lost.
Vendor List Use Vendor List to print a list of vendors with an unencrypted tax ID number.
Print Vendor List 1. Open Clarity Accounts Payable > Reports > Vendor List. 2. Select a report title. 3. Click Print (Ctrl+P).
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Reports Requisition Register A Requisition Register is a written record containing regular entries of items or details for requisitions.
Print a Requisition Register 1. Open Clarity Accounts Payable > Reports > Requisition Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
•
No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
•
No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Remittance Advice Report A remittance is a sum of money that is remitted to a person or organization in payment of a demand or account. The system will print a Remittance Advice Report when the number of invoice sequences exceeds the allowed printable space on the check stub. The Remittance Advice Report prints to plain paper. It includes additional information, including a complete list of the invoice sequences that relate to the invoice. You can send the extra information on the Remittance Advice Report with the check and check stub when you deposit the remittance amount.
Print a Remittance Advice Report
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Clarity Accounts Payable
This report automatically prints when the number of invoice sequences exceeds the allowed printable space on the check stub. This report uses data from the Check table and Invoice table to fill in the source information. If you need to force print this report, do this... 1. Open Clarity Accounts Payable > Reports > Remittance Advice Report. 2. Select a report title. 3. Set up the report options. You can use the options in the Selection Criteria to print the report for a specific check number, payee, or vendor. Just change the value next to the corresponding field name. For example, changing the Check.Check Number field to 1028 means the report will only print the Remittance Advice for check number 1028. 4. Click Print (Ctrl+P).
Caselle Classic Remittance Advice Report In Caselle Classic, when the invoice sequences exceeded the space permitted for printing invoice sequences on the check stub, the additional information would print on the next check stub. The problem with this solution is that the check that followed the check with the extra invoice sequences was voided and therefore was not printed. The new Remittance Advice Report in Caselle Clarity prints the extra information to a piece of plain paper, which in turn prevents the void check issue from occurring.
Aging Report The Aging Report shows all unpaid balances and puts them into different aging time slots depending on how long the balances have been unpaid. You can use the date that the invoice was created or the date the invoice payment was due to determine the "age" of each unpaid balance. In addition, you can organize the printed report to print the ages by date or by GL Posting Period.
Print an Aging report 1. Open Clarity Accounts Payable > Reports > Aging Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month end as the report date? •
Yes, I want to use the current month end. Continue to the next step.
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No, I want to use a different date. Change the Report Date, or click Advanced Options.
Include vendors with a zero balance
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An account with a zero balance is an account that does not have a positive or negative balance. Do you want to include vendors with a zero balance? •
Yes, include vendors with a zero balance. Click to select Include Vendors with a Zero Balance.
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No, do not include vendors with a zero balance. Click to deselect Include Vendors with a Zero Balance.
Age using Use age using to set up the aging options. These options are located on the Age Using tab. For example, 30, 60, 90, 120, and 150. How do you want to define the aging period? •
Age based on date. Use the Age By field to select Invoice Date. Then, enter the number of days in each aging period in Aging 1 to 5.
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Age based on period. Use the Age By field to select Period.
What do you want to age? •
Age based on the due date. The due date is the date when the account needed to be paid. Click Payment Due Date.
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Age based on the invoice date. The invoice date is the records the transaction. Click Invoice Date.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Discounts Not Taken Report Use the Discounts Not Taken Report to print all invoices that have a positive amount recorded in the Lost Discounts column.
Print Discounts Not Taken Report 1. Open Clarity Accounts Payable > Reports > Discounts Not Taken Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Discounts Lost Date (Check Issue Date) Use the Discounts Lost Date to select the report GL period. Do you want to use the default GL period as the discounts lost date?
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Yes, I want to use the default GL period as the discounts lost date. Continue to the next step.
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No, I want to use a different GL period as the discounts lost date. Click the Calendar button to choose a different date.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Invoice Register Use the Invoice Register to print a report that includes detailed invoice information.
Print the Invoice Register 1. Open Clarity Accounts Payable > Invoices and Payments > Invoice Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
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Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Cash Requirements Report Use the Cash Requirements Report to print a list of unpaid items by date. The items on the report represent future demands on cash flow, including unpaid invoices, lost discounts, and partial payments.
Print a Cash Requirements Report 1. Open Clarity Accounts Payable > Reports > Cash Requirements Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Due dates This is the report GL period. Do you want to include all due dates in the GL period? •
Yes, I want to include all due dates. Change the value in the From and To fields to All.
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No, I want to select the due dates in the date range. Use the From and To fields to enter a different GL period.
Check issue date The issue date is the date the check was issued. What is the check issue date? •
Use the current date as the check issue date. This is the default. Continue to the next step.
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Use a different check issue date. Use the Check Issue Date to enter a different date.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Save as new report
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Click Save (Ctrl+S) to save the current settings as a new report.
Check Register Print the Check Register to verify that the information printed on the checks generated is accurate.
Print a check register 1. Open Clarity Accounts Payable > Reports > Check Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Report type The report type determines the type and quantity of information to print on the report. What is the report type? •
Print the information to post to the General Ledger. Use Report Type to select GL Detail.
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Print the information on each invoice. Use Report Type to select Invoice Detail.
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Summarize transactions by date. Use Report Type to select Summary.
Uses segment [ _ ] for segment title columns Use this option to create a report column. The account segment is the title of the report column. The report column will show the account segment information on the report. Do you want to print this report for the selected account segment? •
Yes, print this report for the selected account segment. Use the Use Segment drop-down list to select an account segment.
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No, print this report without columns for an account segment. Select [blank] as the Use Segment.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors.
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Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor
Signature lines A signature line is a line that you can add to the report that provides a space for managers and supervisors to sign-off. Example:
How do I add a signature line? Use the space on the Signature Lines tab to create the signature line. Click on the white space to type in a description. In the example above, the description is Dated, Mayor, City Council, and City Recorder. Then, use the underscore ( _ ) key on the keyboard to add a line. Press the underscore ( _ ) key again until the line reaches the appropriate length.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
GL Reconciliation Report Use the GL Reconciliation Report to verify invoice and check amounts that effect the General Ledger. Compare this report with the Unpaid Invoice report, Aging report in Accounts Payable, and the Accounts Payable Liability balance in the General Ledger.
Print a GL Reconciliation Report 1. Open Clarity Accounts Payable > Reports > GL Reconciliation Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the prior period as the report date range? •
Yes, I want to use the prior period. Continue to the next step.
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No, I want to use a different period. Change the Report Date, or click Advanced Options.
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Invoice Report by GL Account Use the Invoice Report by GL Account to list all invoices that have not been paid and invoices that have been created but not paid in full.
Print an Invoice Report by GL Account 1. Open Clarity Accounts Payable > Reports > Invoice Report by GL Account. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ GL posting period The GL posting period is the period in the General Ledger that the system will transfer amounts from the selected journal. Do you want to post transactions to the default posting period? •
Yes, I want to post transactions to the default period. This option is recommended.
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No, I want to post transactions to a different period. Use the GL Posting Period drop-down list to select a posting period.
Input dates The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? •
Yes, I want to use the current date. Continue to the next step.
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No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.
Include fully paid invoices A fully paid invoice is an invoice that has been paid and the invoice balance is zero. Do you want to include fully paid invoices? •
Yes, include invoice unpaid invoices and fully paid invoices. Click to select Include Fully Paid Invoices.
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No, include only unpaid invoices. Click to deselect Include Fully Paid Invoices.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors?
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Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Purchase Order Audit Trail Report An audit trail, or audit log, is a chronological record of transactions that you have recorded in the general ledger and for a given period. Use the Purchase Order Audit Trail Report to print a chronological record of transactions for purchase orders, which includes the related invoices and checks for each PO.
Print a Purchase Order Audit Trail Report 1. Open Clarity Accounts Payable > Reports > Purchase Order Audit Trail Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Order Exception Report An exception occurs when the invoice amount is greater than the purchase order amount. This report will print purchase orders and the associated invoices when there is an exception.
Print a Purchase Order Exception Report
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1. Open Clarity Accounts Payable > Reports > Purchase Order Exception Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Paid Invoice Report Use the Paid Invoice Report to print a summary, or detail, report that lists invoices that have been paid. In other words, the invoice has a check number recorded as payment in the invoice file.
Print Paid Invoice Report 1. Open Clarity Accounts Payable > Reports > Paid Invoice Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range?
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Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Report dates filtered using Use this option to sort the data that prints on the report by payment due date, invoice date, or check issue date. For example, if Jane wants to look for paid invoices by invoice date, she would select Invoice Date as the Report Dates Filtered Using field. How do you want the report to display data? •
Print data based on check issue date. Select Check Issue Date as the Report Dates Filtered Using.
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Print data based on invoice date. Select Invoice Date as the Report Dates Filtered Using.
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Print data based on payment due date. Select Payment Due Date as the Report Dates Filtered Using.
Report type The report type determines the type and quantity of information to print on the report. What is the report type? •
Print the information for each transaction. Use Report Type to select Detail.
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Summarize transactions by date. Use Report Type to select Summary.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchase Order Register A Purchase Order Register is a written record containing regular entries of items or details for purchase orders.
Print a Purchase Order Register
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1. Open Clarity Accounts Payable > Reports > Purchase Order Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P). ___
Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Purchased Items Report Use the Purchased Items Report to find purchased items by searching for the part number or description.
Print a Purchased Items Report 1. Open Clarity Accounts Payable > Reports > Purchased Items Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Search on Use search on to select which field you will use to look up purchased items.
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Which field do you wish to search? •
Search for purchased items based on the Description field. Use Search On field to select Description. Then, enter a Find value.
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Search for purchased items based on the Part Number field. Use Search On field to select Part Number. Then, enter a Find value.
Find The value in the Find field is a word or phrase that you want to find in the Search field. What is the Find value? •
Use the Find field to enter a word or phrase, or partial word or phrase.
Match You can look for purchased items that match the Find value exactly, or you can search for purchased items that contain the Find value in the selected Search field. For example, if Jane searches for an exact match to "ant" in the Description field, the report will only include items with "ant" or "Ant". On the other hand, if Jane changes the report setup to search for values that contain "ant" then the list of items expands to include "ant" and "rant", "grant", "antebellum", and so on. Do you want to search for values that match the Find value exactly? •
Yes, search for an exact match. Use Match to select Whole Field Only.
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No, expand the search to include values that include the Find value. Use Match to select Partial Field.
Include last purchase only Use this option to limit the search criteria to the last sequence on the purchase order. Do you want to search the last sequence on the PO for the Find value? •
Yes, limit the search criteria to the last sequence on the PO. Click to select the Include Last Purchase Only.
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No, include all sequences on the PO. Click to deselect the Include Last Purchase Only.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report
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Click Save (Ctrl+S) to save the current settings as a new report.
Received Items Register When a vendor ships you the items that you requested and you accept the shipment, you have received an item. Use the Received Items Register to list the items that have been received by you.
Print a Received Items Register 1. Open Clarity Accounts Payable > Reports > Received Items Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Budget Report Print a budget report for requisitions. See pending approvals that may be delaying the requisition.
Print a Requisition Budget Report 1. Open Clarity Accounts Payable > Reports > Requisition Budget Report. 2. Select a report title. 3. Set up the report options.
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4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Approval detail options Complete this section to display the approval detail for a requisition based on the approval step, approval group, or approver. How do I drill-down into the approval detail? Click (+) to expand a section. Click (-) to collapse a section. How do I select the approval detail to include? Click to select the items that you wish to include on the report. Deselect the checkbox if you don't want it on the report. Why is this tab not available? The options on this tab will only be available when you are using Organization > Approval Criteria Setup.
Include pending requisitions A pending requisition is a requisition that is waiting to be approved by an approver. Do you want to include requisitions waiting to be approved? •
Yes, include requisitions waiting to be approved. On the Approval Detail Options tab, click to select Include Pending Requisitions.
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No, include only approved requisitions. On the Approval Detail Options tab, click to deselect Include Pending Requisitions.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Budget Report Print a budget report for requisitions. See pending approvals that may be delaying the requisition.
Print a Requisition Budget Report 1. Open Clarity Accounts Payable > Reports > Requisition Budget Report.
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2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Approval detail options Complete this section to display the approval detail for a requisition based on the approval step, approval group, or approver. How do I drill-down into the approval detail? Click (+) to expand a section. Click (-) to collapse a section. How do I select the approval detail to include? Click to select the items that you wish to include on the report. Deselect the checkbox if you don't want it on the report. Why is this tab not available? The options on this tab will only be available when you are using Organization > Approval Criteria Setup.
Include pending requisitions A pending requisition is a requisition that is waiting to be approved by an approver. Do you want to include requisitions waiting to be approved? •
Yes, include requisitions waiting to be approved. On the Approval Detail Options tab, click to select Include Pending Requisitions.
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No, include only approved requisitions. On the Approval Detail Options tab, click to deselect Include Pending Requisitions.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Budget Report by GL Account Use this report to print the budget for requisitions by GL account.
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Print a Requisition Budget Report by GL Account 1. Open Clarity Accounts Payable > Reports > Requisition Budget Report by GL Account. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information
Summary or detail Use summary to print the requisition amount and GL account on a single line. Use detail to print the requisition detail, including individual sequences, and the corresponding GL account. How much information do you wish to include? •
Summarize each transaction on a single line. Click Summary.
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Include the transaction and sequences. Click Detail.
Save as new report Click Save (Ctrl+S) to save the current settings as a new report.
Requisition Status Report Use the Requisition Status Report to print requisitions that have been approved, canceled, or pending.
Print the Requisition Status Report 1. Open Clarity Accounts Payable > Purchases and Requisitions > Requisition Status Report.
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2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P). ___
Report dates Do you want to use the current GL period? •
Yes, I want to use the current GL period. Continue to the next step.
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No, I want to use a different GL period. Change the report GL period by clicking on the From and To fields, clicking the calendar button, or clicking Advanced Options.
Requisition status An approved requisition is a requisition that has been accepted. A canceled requisition is a requisition that has been deleted. A pending requisition is a requisition that is waiting for approval. Which requisition statuses do you want to include on the report? •
I want to include approved requisitions. Select the Approved checkbox.
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I want to include canceled requisitions. Select the Canceled checkbox.
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I want to include pending requisitions. Select the Pending checkbox.
Approval detail options The approval detail shows the approver's name, approval step, and group for a requisition. Do you want to include the approval detail? •
Yes, I want to include the approval detail. Click the Approval Detail Options tab. Next, select the checkbox located next to an approver's name to show the approval detail for a step, group, or approver. Select [+] to expand a section. Click [-] to collapse a section.
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No, I do not want to include the approval detail. Clear the checkboxes for all of the options that have been selected on the Approval Detail Options tab.
Include pending approvals A pending approval is a requisition that is waiting to be approved. Do you want to include the approval detail for requisitions that are waiting for approval? •
Yes, I want to include requisitions that are pending approval. Click the Approval Detail Options tab. At the bottom of the tabbed area, select the Include Pending Approvals checkbox.
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No, I do not want to include requisitions that are pending approval. Clear the Include Pending Approvals checkbox on the Approval Detail Options tab.
Save as new report
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Click Save (Ctrl+S) to save the current settings as a new report.
Unpaid Invoice Report Use the Unpaid Invoice Report to review unpaid invoices, paid invoices, or both unpaid and paid invoices.
Print an Unpaid Invoice Report 1. Open Clarity Accounts Payable > Reports > Unpaid Invoice Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates What is the reporting period? Use the Report Dates drop-down list to select a period.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? •
Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
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No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
Include fully paid period invoices A fully paid period invoice is an invoice that has been paid off in the selected period. Do you want to include invoices that have been fully paid in the report period? •
Yes, include fully paid invoices. Click to select Include Fully Paid Period Invoices.
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No, do not include fully paid invoices. Click to deselect Include Fully Paid Period Invoices.
Vendor List Use Vendor List to print a list of vendors with an unencrypted tax ID number.
Print Vendor List 1. Open Clarity Accounts Payable > Reports > Vendor List.
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2. Select a report title. 3. Click Print (Ctrl+P).
Vouchers A voucher is a document that a company uses to record information that will be posted to the accounting system. Usually a voucher is part of an internal control system to document accounts and track the approval process. Use Vouchers to print vouchers.
Print vouchers 1. Open Clarity Accounts Payable > Invoices and Payments > Vouchers. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the current month as the report date range? •
Yes, I want to use the current month. Continue to the next step.
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No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print multiple invoices per voucher Use this option to print all of the invoices for a vendor on a single voucher. Do you want to print a voucher that includes multiple invoices? •
Yes, print a single voucher for all of the invoices. Click to select Print Multiple Invoices per Voucher.
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No, print a single voucher for each invoice. Click to deselect Print Multiple Invoices per Voucher.
Voucher form A form is a document that has been set up to print information, such as text, titles, or variables. Do you want to use the current form? •
Yes, I want to use the current form. Continue to the next step.
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No, I want to use a different form. Click on the Forms tab > Form Options subtab. Then, select a different form name from the Form drop-down list.
Save as a new report
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Click Save (Ctrl+S) to save the current settings as a new report.
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1099 Reporting 1099 Recipients Use the 1099 Recipients to report 1099 Recipient information.
Add 1099 Recipients 1. Open Clarity Accounts Payable > 1099 Reporting > 1099 Recipients. 2. Click New (Ctrl+N). 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Account number The account number is the account number for the organization.
Name, address, telephone, and email This is the 1099 vendor information.
Year The year is the year for which the information is being prepared.
Source The source is the application that this routine will use to import 1099 vendor information. Which application will you be using to print 1099 information? •
Use the Source field to select an application name.
Taxpayer ID number This is the ID number assigned to the taxpayer.
1099 Miscellaneous If you paid $600 or more to a non-employee or $10 or more in royalties during the year, you must send the person a 1099-MISC showing the total amount you paid for that year. Is this a 1099 Miscellaneous vendor?
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Yes, the vendor has 1099 Miscellaneous information. Use the fields on the 1099 Miscellaneous tab to enter the vendor's information.
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No, the vendor does not have 1099 Miscellaneous information. Skip the 1099 Miscellaneous tab.
1099 Retirement Generally, distributions from pensions, annuities, profit-sharing, and retirement plans, IRAs, insurance contracts, and so on are reported to recipients on a 1099 Retirement form. Is this a 1099 Retirement recipient? •
Yes, this is a 1099 Retirement recipient. Use the fields on the 1099 Retirement tab to enter the recipient's information.
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No, this is not a 1099 Retirement recipient. Skip the 1099 Retirement tab.
1099 Interest Refer to the IRS for information on 1099 Interest. Is there interest to report on the 1099 recipient? •
Yes, there is 1099 interest to report. Use the fields on the 1099 Interest tab to enter the information.
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No, there is no 1099 interest to report. Skip the 1099 Interest tab.
1099 Dividend Refer to the IRS for information on 1099 Dividends. Is there dividends to report on the 1099 recipient? •
Yes, there are 1099 dividends to report. Use the fields on the 1099 Dividend tab to enter the information.
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No, there are no 1099 dividends to report. Skip the 1099 Dividends tab.
Troubleshooting How do I void a 1099 form? Use 1099 Reporting > 1099 Recipients to look up the account number. Then, click on the tab with the label that corresponds to the form that you wish to void. Then, click to select the Void checkbox. How do I correct a 1099 form? Use 1099 Reporting > 1099 Recipients to look up the account number. Then, click on the tab with the label that corresponds to the form that you wish to void. Then, click to select the Corrected checkbox. How do I send a second TIN notice? Use this option when you are notified by the IRS twice within three calendar years that the payee provided an incorrect TIN. Use 1099 Reporting > 1099 Recipients to look up the account number. Then, click on the tab with the label that corresponds to the form that you wish to void. Then, click to select the 2nd TIN Notice checkbox. When this option is selected, the IRS will not send future notices
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on this account. However, if you received both IRS notices in the same year, or if you received them in different years but they both related to information returns filed for the same year, do not mark the checkbox at this time.
1099 Reconciliation Report Use the 1099 Reconciliation Report to print invoice and check information for 1099-type vendors to verify 1099 totals.
Print 1099 Reconciliation Report 1. Open Clarity Accounts Payable > Reports > 1099 Reconciliation Report. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P).
___ Report dates Do you want to use the calendar year as the report range? •
Yes, I want to use the calendar year. Continue to the next step.
•
No, I want to use a different GL period. Change the Report Date, or click Advanced Options.
Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the 1099 Reconciliation Report for merchant vendors? •
Yes, print the 1099 Reconciliation Report for Merchant Vendors. Click to select Print Only Merchant Vendor Information.
•
No, print the 1099 Reconciliation Report for regular vendors. Click to deselect Print Only Merchant Vendor Information.
1099s Use 1099s to print the 1099 forms.
Print 1099 forms 1. Open Clarity Accounts Payable > 1099 Reporting > 1099s. 2. Select a report title. 3. Set up the report options. 4. Do you want to print 1099 forms to plain paper?
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Yes, this is a test run. Continue to the next step.
•
No, this is not a test run. Load the 1099 forms in the printer feed drawer.
5. Click Print (Ctrl+P).
___ Tax year Use Tax Year to select which year the report will use to print 1099 information. What is the tax year? •
Use the Tax Year field to select a tax year.
1099 type The 1099 type is the 1099 form that will be printed when you run this report. What is the 1099 type? Use the 1099 Type to select a 1099 form. •
Print 1099-DIV. Use the 1099 Type to select Dividend. Then, use the Forms tab to select the 1099 Dividend form.
•
Print 1099-INT. Use the 1099 Type to select Interest. Then, use the Forms tab to select the 1099 Interest form.
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Print 1099-MISC. Use the 1099 Type to select Miscellaneous. Then, use the Forms tab to select the 1099 Miscellaneous form.
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Print 1099-RETIREMENT. Use the 1099 Type to select Retirement. Then, use the Forms tab to select the 1099 Retirement form.
Include 1099s below the minimum limit Use this option to ignore the set minimum limit and include all 1099s with values greater than zero. Do you want to include 1099s with values less than the minimum limit? •
Yes, include 1099s with values less than the minimum limit. Click to select Include 1099s Below the Minimum Limit.
•
No, only include 1099s with values equal to or greater than the set limit. Click to deselect Include 1099s Below the Minimum Limit.
Adjust 1099 Balances Use Adjust 1099 Balances to enter adjustments to 1099 amounts or types. You can set or clear the 1099 type and 1099 amount on specific invoices.
Adjust 1099 balances 1. Open Clarity Accounts Payable > Vendors > Adjust 1099 Balances. 2. Select the tax year and vendor number.
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3. Use the grid to adjust the 1099 Type and 1099 Amount. 4. Click GO (Ctrl+G). Important! Clicking GO will save the changes to the vendor's 1099 balances. None of the adjusted amounts will be saved if you enter a different vendor number or select another year before you click GO.
___ 1099 Amount A 1099 amount is the amount paid by the organization to a 1099 vendor.
1099 Type A 1099 is a tax form, also known as an information return by the IRS, that documents certain business transactions with the IRS. A 1099 type refers to the many different types of 1099 forms.
Year The year is the year with 1099 balances that will be adjusted. What is the year? •
Use the Year drop-down list to select the year with 1099 balances.
Vendor A vendor is an individual, entity, or organization. In this instance, the 1099 vendor is the vendor name or number for the independent contractor. What is the vendor name or number? •
I know the vendor name or number. Use the Vendor field to enter the vendor name or number. Press Enter to show the vendor information in the transaction grid.
•
Help me find a vendor. Use the Vendor menu to select Search.
•
Show me more information about a vendor. After you select a vendor, use the Vendor menu to select Additional Information.
Adjust 1099 Balances grid The 1099 balances for the selected vendor will display in the transaction grid. Use the transaction grid to locate the 1099 amount to adjust. Then, click on the 1099 amount to enter a new amount.
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Set as [1099 Type] Use Set As to assign the 1099 Type that you have selected to the transactions. You can assign the 1099 type on each transaction, on the transactions displayed on the current screen, or on all transactions for the current 1099 vendor. How do I set the 1099 Type? •
I want to set the 1099 Type for a transaction. Click the mini-menu in the 1099 Type column, then use the drop-down menu to select the 1099 Type.
•
I want to set the 1099 Type for the transactions for the vendor that display on the current screen. Use the Set As drop-down list to select the 1099 Type. Now, click Set Screen
•
.
I want to set the 1099 Type for all transactions for the vendor. Use the Set As drop-down list to select the 1099 Type. Now, click Set All
.
Checkout 1099 Recipients Use Checkout 1099 Recipients to search for errors in the 1099 recipient files.
Checkout 1099 recipients 1. Open Clarity Accounts Payable > 1099 Reporting > Checkout 1099 Recipients.
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2. Set up the options. 3. Click GO (Ctrl+G).
___ Recipient numbers Use the Selection Criteria to filter and select recipients. What do you want to do? •
Include all recipients. Change the value assigned to the Recipeint.Account number to All, or leave the Recipient Number grid blank.
•
Let me choose which recipients to include. Double-click the value assigned to the Recipient.Account number field. Then, use the Values Entry form to enter a recipient number, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range.
•
Use a different field to filter data. Double-click the column labeled Column. Then, use the Selection form to move the fields that you will use to filter data to the Selected Criteria Fields list.
Report invalid recipient ID numbers Use this option to search the 1099 Recipients database for invalid recipient ID numbers. An invalid recipient ID is a recipient ID that does not match any of the recipient ID's in the database. Do you want to verify recipient ID numbers? •
Yes, verify recipient ID numbers. Click to select Report Invalid Recipient ID Numbers.
•
No, do not verify recipient ID numbers. Click to deselect Report Invalid Recipient ID Numbers.
How do I fix this error? Open 1099 Reporting > 1099 Recipients. Identify what the recipient ID should be, then fix the recipient number in the database.
Report invalid states Use this option to search the database for invalid states. An invalid state is a state code that has not been set up in the 1099 Recipient properties. Do you want to verify two-character state codes? •
Yes, verify two-character state codes. Click to select Report Invalid States.
•
No, do not verify two-character state codes. Click to deselect Report Invalid States.
How do I fix this error? Open 1099 Reporting > 1099 Recipients. Locate the recipient record with the invalid State code. Replace the invalid state code with a valid state code.
Report recipients with negative amounts
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Use this option to search the database for recipients who have amounts less than zero. Do you want to search for recipients that have negative amounts? •
Yes, search for recipients with negative amounts. Click to select Report Recipients with Negative Amounts.
•
No, skip this search. Click to deselect Report Recipients with Negative Amounts.
How do I fix this error? Open 1099 Reporting > 1099 Recipients to determine if the vendor amounts are entered correctly.
Report recipients without amounts Use this option to search the database recipients who do not have any amounts. Do you want to search for recipients that do not have amounts? •
Yes, I want to search for recipients that are missing amounts. Click to select Report Recipients Without Amounts.
•
No, I do not want to search for recipients that are missing amounts. Click to deselect Report Recipients Without Amounts.
How do I fix this error? Open 1099 Reporting > 1099 Recipients and enter the missing amounts.
Print totals Print totals for 1099 recipients at the end of the Checkout 1099 Recipients report. Do you want to print totals at the end of the report? •
Yes, print totals for 1099 recipients. Click to select Print Totals.
•
No, do not print totals for 1099 recipients. Click to deselect Print Totals.
Save settings Use Save Settings (Ctrl+S) to save the current settings for later.
Refresh settings Use Refresh Settings to restore the default settings.
Convert Year-end Tax Information Use Convert Year-end Tax Information to convert Accounts Payable information to print 1099 Recipient forms.
Convert year-end tax information 1. Open Clarity Accounts Payable > 1099 Reporting > Convert Year-end Tax Information.
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2. Set up the options. 3. Click GO (Ctrl+G).
___ Convert accounts payable information for the tax year This is the tax year that will be converted.
Accounts Do you want to include all accounts? •
Yes, include all accounts. Use Accounts to enter All.
•
No, let me choose the accounts to include. Use Accounts to enter an account or account range. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Or, click Values for help entering accounts.
Include vendors with a zero 1099 amount A vendor with a zero 1099 amount is an account that does not have a positive or negative 1099 amount. Do you want to convert vendors that have a zero amount as their 1099 total? •
Yes, convert vendors that have a zero amount as the 1099 total. Click to select Include Vendors with a Zero 1099 Amount.
•
No, do not convert vendors that have a zero amount as the 1099 total. Click to deselect Include Vendors with a Zero 1099 Amount.
Include vendors with amounts over these limits Use Include Vendors with Amounts Over These Limits to enter the maximum wage limits for 1099 Dividend, 1099 Interest, 1099 Retirement, and 1099 Miscellaneous. What is the maximum wage limit for each of the following amounts? •
1099 Dividend
•
1099 Interest
•
1099 Retirement
•
1099 Miscellaneous
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Index 1 1099 Balances ............................................... 137 1099 Beginning Balances ................................ 49 1099 Recipients ............................................. 134 1099 Reconciliation Report ............................ 136 1099's .....................................................136, 139 A ACH File, Creating ........................................... 97 ACH Prenotifications, Activating ...................... 97 Activate ACH Prenotifications .......................... 97 Adjust 1099 Balances .................................... 137 Adjust Invoices ................................................. 12 Adjust Payments, what happens ...................... 15 Adjustment ....................................................... 12 Adjustment Beginning Balances ...................... 49 Aging Report .................................................. 114 Approval Amount Limits ..................................... 1 Approval Criteria Setup ...................................... 1 Approve Requisitions ................................... 4, 78 Approvers, Pending Requisitions .....89, 126, 127 Approvers, Setup ............................................... 1 Audit Reports ...........................................84, 121 Authorize Requisitions, Setup ............................ 1 B Beginning Balances ......................................... 49 Budget ......................................................90, 128 C Cancel Requisitions ......................................... 79 Cash Requirements Report............................ 117 Change the Approval Step Order ....................... 1 Check Register ...........................................8, 118 Checkout ....................................................42, 44 Checkout 1099 recipients............................... 139 Checks ......................................................... 7, 10 Close Open Purchase Orders .......................... 80 Combine Vendors, see Merge Vendors ......... 101 Contact information, see Organization ............. 54 Convert Year-end Tax Information ................. 141 Create ACH File ............................................... 97 Create Memos and Discounts .......................... 15 Create PO from Requisitions without Vendors 82 Create Purchase Order from Requisitions ....... 83 Create Purchase Orders .................................. 71 Create Recurring Invoices................................ 13 Credit Memos ................................................... 15 D Delete an Approval Step .................................... 1
Delete Beginning Balances .............................. 49 Delete Checks.................................................. 10 Delete History .................................................. 46 Delete Purchase Orders .................................. 71 Delete vendor ................................................. 105 Delete Vendors ................................................ 99 Destinations, see Shipping .............................. 64 Discounts ......................................................... 15 Discounts Lost Beginning Balances ................ 49 Discounts Not Taken Report.......................... 115 Discounts Taken Beginning Balances ............. 49 E Edit Existing Beginning Balances .................... 49 Edit vendor ..................................................... 105 EIN, see Organization ...................................... 54 Enter Invoices .................................................. 16 Enter Purchase Orders .................................... 71 Enter Requisitions ............................................ 75 Exceptions ............................................... 85, 121 F Find Errors, see Checkout ............................... 42 Fix Errors ......................................................... 44 G General Ledger ................................................ 50 GL Account .............................................. 90, 128 GL Accounts ............................................ 29, 120 GL Reconciliation Report ............................... 119 H History ...................................................... 46, 109 I Import Invoices ................................................. 25 Inquiry .................................... 37, 39, 86, 91, 110 Interface turn on/off, see Organization ............ 54 Invalid recipient numbers ............................... 139 Invalid states .................................................. 139 Invoice Register ....................................... 28, 116 Invoice Report by GL Account ................. 29, 120 Invoices ........12, 13, 16, 25, 30, 31, 35, 122, 131 Invoices Attached to a PO ............................... 16 Invoices NOT Attached to a PO ....................... 16 K Keep x years of history, see Organization ....... 54 L Load Beginning Balances ................................ 49
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Clarity Accounts Payable M Memos.............................................................. 15 Merge Vendors ............................................... 101 Modify an Existing Purchase Order ................. 71 O Open Purchase Orders, Closing ...................... 80 Organization ..................................................... 54 P Paid Invoice Report ..................................30, 122 Payment Approval Report ................................ 68 Payment, selecting invoices ............................. 31 Prenotifications for ACH, Activating ................. 97 Print 1099's .................................................... 136 Print Checks ....................................................... 7 Print Requisitions ............................................. 95 Project Accounting ........................................... 52 Purchase Items Report .................................. 124 Purchase Order Audit Trail Report ...........84, 121 Purchase Order Exception Report ...........85, 121 Purchase Order Inquiry ..............................37, 86 Purchase Order Register .........................86, 123 Purchase Order Report .................................... 87 Purchase Orders . 71, 80, 82, 83, 86, 87, 88, 123 R Rates for Sales Tax .......................................... 62 Recalculate....................................................... 44 Received Items Register ................................ 126 Recipients, 1099 ............................................ 134 Recipients, find negative amounts ................. 139 Recipients, missing amounts ......................... 139 Reconciliation ................................................. 119 Reconciliation, Reports .................................. 136 Recurring Invoices ........................................... 13 Redisplay Purchase Orders ............................. 71 Remittance Advice Report ............................. 113 Remove Users from Approval Group ................. 1 Renumber Vendors ........................................ 103 Reports ... 8, 28, 29, 89, 114, 115, 116, 117, 118, 119, 120, 126, 127, 136
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Reprint Checks .................................................. 7 Requisition Approval .......................................... 1 Requisition Budget Report ............... 89, 126, 127 Requisition Budget Report by GL Account ..... 90, 128 Requisition Inquiry ..................................... 37, 91 Requisition Register ................................. 93, 113 Requisition Status Report ........................ 94, 129 Requisitions ............................... 4, 75, 78, 79, 95 Requisitions, printing ....................................... 95 Re-updating Transactions ................................ 50 S Sales Tax Rates............................................... 62 Select Invoices for Payment ............................ 31 Set up new vendor ......................................... 105 Setup Approval Requirements ........................... 1 Shipping Addresses ......................................... 64 Skip Previous Approval Steps, Setup ................ 1 T Terms ............................................................... 65 Troubleshooting ............................................... 42 Troubleshooting, Checks ................................... 7 U Unpaid Invoice Report ............................. 35, 131 Update General Ledger ................................... 50 Update Project Accounting .............................. 52 V Vendor History ............................................... 109 Vendor Inquiry.......................................... 39, 110 Vendors .....39, 99, 101, 103, 105, 109, 110, 114, 137 Void Checks ....................................................... 7 Void Invoices, what happens ........................... 15 Voiding ............................................................. 79 Vouchers .................................................. 35, 132 W Write-offs.......................................................... 15
