Version 10
ACCOUNTS PAYABLE
End-to-End Setup Instructions Wire Transfer Release Functionality Description: This new feature in Accounts Payable allows the user to release a voucher as a wire transfer rather than as a regular check or advice. This eliminates having to create a prepaid check and separate record keeping spreadsheets, as in Excel, to designate a wire transfer number as the system will now track those numbers for you. The following steps will take you through the setup and process flow of using the Wire Transfer Release Functionality in A/P V10.6:
STEP 1 – Bank Master Setup From the A/P Table Files Menu, select Option 3: Bank Maintenance. In the Bank Master File Maintenance, select the bank you wish to designate for wire transfers. In the Wire Transfer Range (bottom of the screen), specify a range of check numbers that is different from the Assigned Check Range (the numbering sequence uses for regular checks).
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STEP 2 – Invoice Entry Enter a batch and create a voucher using the Accounts Payable Entry process in the Accounts Payable Processing Menu (as normal).
STEP 3 – Wire Transfer Payment Release While still in the Accounts Payable Processing Menu, proceed to the Payment Selection/Cash Requirements section and release the voucher using one of the following options: • Option 21: Release by Approval • Option 22: Release by Voucher (screen shown below) • Option 23: Release by Vendor • Option 24: Release by Net Due Date • Option 25: Release by Gross Due Date Place a “W” on the Release for Payment to indicate a wire transfer.
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STEP 4 – View Cash Requirements Option 26: Display Cash Requirements shows both vouchers released for regular cash payments and those designated as wire transfers.
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STEP 5 – Process Wire Transfer Check Register When printing the Check Register (Option 31) in the A/P Processing Menu you will be prompted for a Run Type. Enter a “W” for Wire Transfer, the check posting date and period, and the beginning check number will display for the appropriate run type.
**NOTE** No checks will be produced when running a “wire transfer” run. Post the run as normal using option 33: Post Checks and Update Masters.
This completes the end-to-end instructions of the steps involved in setting and processing wire transfer payment runs.
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NEW FEATURE ANNOUCEMENT A/P Inquiry: Three-way Vendor Toggle Control what status of vendors will display in Vendor Inquiry Accounts Payable Master Files Menu Option 5: Account Payable Inquiry Feature Description: The user can view active, inactive, or one-time, or a combination of all 3 vendor statuses by toggling via the F9, F10, and F11 function keys. This functionality, found in Accounts Payable Inquiry in the Master Files Menu, enables one to list all vendors or specific types of vendors.
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NEW FEATURE ANNOUCEMENT A/P Auto Payments Listing Selection screen and report totals added to Automatic Payments Listing Option 4: Automatic Payments File Listing (Accounts Payable Master Menu) Description: Added ability to run report by selecting payment schedule date and payment frequency. This report can be used as a cash requirements report for reoccurring payments. Report will show: • Display selection criteria at top of report (payment date & frequency) • Total dollar amount of fixed payments – total number of fixed and variable amount payments.
Press enter to run the Automatic Payments File Listing. Below is a sample of what the report – APL110RT – will look like:
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NEW FEATURE ANNOUCEMENT 1099 Code Standardization Convert 1099-Misc codes to IRS Standards Accounts Payable Master Files Menu Option 1: Vendor Master Maintenance Description: The Accounts Payable 1099 codes are converted automatically during installation of the version 10.6 upgrade. Pressing the F4 lookup on the Print on 1099 field will launch the new table. The new codes will be seen in CHANGE & DELETE mode. In ADD mode F4 will help you become familiar with the IRS standard codes.
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Table 1-A: Code Comparison Table
NEW Codes
Description
OLD Codes
Description
BLANK
NO 1099
N
NO 1099
C
Gross Proceeds Paid
P
Gross Proceeds Paid
D
Dividends
D
Dividends
1
Rents
R
Rents
2
Royalties
T
Royalties
3
Other Income
O
Other Income
6
Medical / Health
H
Medical / Health
7
Misc Nonemp Comp
Y
Print 1099
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NEW FEATURE ANNOUCEMENT Comments Notification New appearance for the F6=Comments on the A/P Master Menu Option 1: Vendor Master Maintenance Description: In Vendor Master Maintenance the F6=Comments will turn red and blink to call you attention to existing comments. VENDOR FILE MAINTENANCE Company 001 Lawncare & Landscaping, Inc. CHANGE Vendor Number....... 00000001 Vendor Name.............. SUPPORT NET INC.-------------* Address Line 1........... 4400 96TH STREET Address Line 2........... ADDR 2 Address Line 3........... ADDR 3 City/State/Zip/Country... INDIANAPOLIS IN 46268 - 5555 USA Foreign Address Indicator 1 Proprietor.... Contact Name...... KEITH JOHNSON Vendor Search Field. SUPPORTNET Vendor Type Code.. OPE Vendor Terms Code... 3 Phone Number...... 317 7350200 Ext. Last Purchase Date.. 111105 Separate Checks... Y Assigned A/P Bank... 1 NATIONALCI Partial Payments.. N Assign Vendor.. 00000001 -SAMECemments on Checks N Min/Max Amts. .00 / .00 Retainage .00 % Fax Number........ 317-7350350 Print/Fax Routing... 1 FOB Description... DESTINATION Ship Via ........... BEST WAY 1099 Tax Information Print on 1099..... 7 Tax I.D. Number... 3501456 Type of Tax I.D. No. 2 (1=EIN 2=SSN) State Code........ 1 INDIANA Payee Name Control.. F2=Year-to-Date Payment Adjustments F3=Exit F2=YTD Adj F6=Comments F5=Remit-To Addr F7=Distribution F11=Deactivate F12=Hold F8=Direct Deposit
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Manual Supplement Open A/P Aging by Period New report! Open A/P Aging by Period Accounts Payable Processing Menu Option 17: Open A/P Aging by Period Voucher Description: This report is designed to help reconcile the open invoices at the end of a period with the A/P liability account in G/L for that same period. This report combines that functionality with the data laid out in the familiar style of an aging report.
Enter cutoff period: enter a valid period in MMYY format Selection: Sort the report by the following: (1) Vendor number (2) Vendor name (3) Voucher
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Vendor Number range: enter the FROM and TO vendor numbers. Example: If you want to see only vendor 1 input vendor 1 as the FROM and TO vendor. You will see your report selections in the report header on the line below Company name and number.
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NEW FEATURE ANNOUCEMENT A/P Open Payables Report Standardization Standardize Open A/P Reports in the Accounts Payable module Open Accounts Payable Listings • •
• • • •
Option 11: Open A/P Listing by Voucher Option 12: Open A/P Listing by Vendor Option 13: Open A/P Listing by Net Due Date Option 14: Open A/P Listing by Gross Due Date Option 15: Open A/P Aging / Cash Forecast Option 16: Open A/P Listing by Period
- APP110RT - APP120RT - APP130RT - APP140RT - APP150R - APP160RT
Description: Accounts Payable Open A/P reports have been standardized to provide a more consistent and readable format. The full alphanumeric Vendor Name for regular and One Time Vendors will be shown, the assigned vendor will appear in ( ) either on the same line or on the line below, and the date/time and report name will appear on each report. Report selection options will appear in the header if available.
Option 11: Open A/P Listing by Voucher
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Option 12: Open A/P Listing by Vendor
Legend added to Open AP Listing by Vendor, explaining the purpose of the asterisk (*)
Option 13: Open A/P Listing by Net Due Date
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Option 14: Open A/P Listing by Gross Due Date
Option 15: Open A/P Aging / Cash Forecast
Option 16: Open A/P Listing by Period
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End-to-End Setup Instructions A/P Payment Authorization Process In lieu of using a Requisition system, the A/P module now offers two-levels of payment authorizations, complete with department head maintenance and userspecific approval release. The following steps will take you through the setup and process flow of using the Payment Authorization feature in A/P V10.6:
Step 1 – Initial Setup When the V10.6 upgrade is first installed, the A/P Authorization feature is turned off and the A/P process functions like it always has in the past. However, if you desire to use this feature, the control flag will need to be changed to a Y. 1. Go to A/P Table Files Menu, Option 7: Approval File Maintenance / Control 2. Select a company number and then choose option 2=Control Files Maintenance as shown below.
2
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Step 2 – Initial Setup 1. Press enter. The screen below will then appear. The screen fields and their explanations are as follow: -
Use Payment Authorization?: Enter a Y to turn on the payment authorization feature. This will require all invoices to have at least one department head associated with the invoice and will also require that that same department head release that invoice for payment. An N response means the A/P process will operate status quo.
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Require Approval Limit $ Amounts: A response of Y will require that when creating Department Heads a Maximum Approval $ Amount will be entered. This means that a Department Head will only be allowed to approve invoices that are less than or equal to that $ amount.
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Require Level 2 Approval: Enter a Y here to activate a 2nd approval level. This will require 2 departments heads, of which at least one will need to be a 2nd level department head. This is useful in a situation where department managers AND a division manager have to sign off on payments.
2. Press enter to save your Approval Control settings. This will take you back to the primary control screen. Place a “1” in the field to select Approval File Maintenance. Press enter and the screen below will appear.
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Step 3 – Initial Setup
The Approval File Maintenance screen’s purpose is to create Department Heads. The 3 modes of this screen are F9=Add, F10=Change, and F11=Delete.
Note: This screen/file is shared between the Requisition module. If you already have Department Heads setup in Requisition, they will be shown here. The fields are explained below:
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Department Head: Enter the i-Series (AS/400) User Profile of the person for which you wish to make a Department Head.
-
Name: Enter the person’s First and Last name.
-
Approval Level: In Step 2, if the field ‘Require Level 2’ was selected as an N, then the only possible value in this field here is a 1. If Level 2 was selected, then this Department Head can be given either a Level 1or Level 2 designation. For clarification purpose, Level 2 is the higher level.
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Approval $ Limit: In Step 2, if the field ‘Require Approval Limit $ Amounts’ was selected as an N, then no value needs to be entered. A response of Y in step 2 will require a Maximum Approval $ Amount to be entered. If you want the Department Head to be able to approve any amount, place all 9’s in the field, as shown in the above screenshot.
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-
Approve Other Req: A Y here allows this Department Head to approve to approve invoices on which he/she is not listed as a Department Head. This is a super-user designation.
-
Inactive: Placing a Y on this field inactivates this Department Head and they will not be allowed to be placed on future invoices or approve any invoices, even those that currently may contain their name as a Department Head..
Step 4 – Daily Processing When you’ve made the decision to use the Payment Authorization feature, two minor, but important differences will become evident in the daily processing of invoices. 1. When entering an invoice (as shown below) you will be required to enter 1 or 2 valid Department Heads (depending on the control flag in step 2). An F4 lookup is provided to help you determine the correct Department Head name.
2. The second change is that Open Invoices MUST FIRST be fully approved by the correct Department Head(s) in the new Option 21: Release by Approval. To approve a Requisition, you must be signed on as either the Level 1 or Level 2 department head. If two levels of authorization are required, then both department heads or just the Level 2 department head will need to approve the Requisition before it can be released for payment. To approve a requisition, simply place an A in the OPT column and press enter. Use the F8 and F9 toggle keys to show only the unapproved or approved requisitions or a combination of both for the user profile selected. -- continued on next page --
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Dept Head: This field will be pre-filled with the User Profile you are signed on as currently.
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Require Approval Limit $ Amounts: A response of Y will require that when creating Department Heads a Maxi
This completes the end-to-end instructions of the steps involved in utilizing up to 10 additional primary earnings codes for an employee.
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NEW FEATURE ANNOUCEMENT Reference Number Sort Feature Open A/P List by Vendor has new sort feature for Vendor Reference Number. Accounts Payable Processing Menu Option 12: Open A/P Listing by Vendor Description: Accounts Payable Open A/P listing by Vendor has a new sort feature for Vendor Reference number. Select sort by 3=Reference Number. Open A/P List by Vendor:
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NEW FEATURE ANNOUCEMENT Vendor String Search Functionality Vendor Lookup/Search now includes the ability to do a string search on ANY part of the Vendor Name. Accounts Payable Master Files Menu F5=Vendor Lookup Description: Throughout the A/P module, the F5=Lookup key is used to aid in finding the desired vendor number. With the addition of string search functionality, the user can now type in any part of the vendor name and all the vendors with those characters will be returned to the screen. In the example below, the word OFFICE was typed into the string search and all the vendors that had that word in their vendor name were returned to the screen for selection.
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