Invoice Module

Accounts Payable Module SMART: Product of Computer Services THE WAYNE COUNTY REGIONAL EDUCATIONAL SERVICE AGENCY Board of Education • James S. Beri • Kenneth E. Berlinn • Mary E. Blackmon • Lynda S. Jackson • James Petrie • Christopher A. Wigent, Superintendent 3/4/2009 4:30:00 PM Table of Contents Module Overview .....................................................................................................................2 Security .....................................................................................................................................2 Opening the Module .................................................................................................................3 District Set up ...........................................................................................................................4 List Screen ................................................................................................................................6 Tool Bar Functions ...................................................................................................................7 Detail Screen .............................................................................................................................8 Entering invoices ......................................................................................................................9 Entering Encumbered Invoices ..............................................................................................11 Unencumbered Invoices .........................................................................................................12 Adding a Vendor to an invoice ..............................................................................................13 Adding a new account number to an invoice........................................................................14 Deleting invoices ....................................................................................................................15 Voiding invoices .....................................................................................................................16 Changing the pay date on an invoice ....................................................................................18 Cloning Invoices/Recurring Invoices ....................................................................................19 Sending the Batch ...................................................................................................................20 Deleting a Batch .....................................................................................................................21 Void Checks ............................................................................................................................22 Check Processing....................................................................................................................25 Re-print or Re-number checks ...............................................................................................31 Prepaid Checks .......................................................................................................................34 Payroll Withholding Batch ....................................................................................................39 Purchase Card Processing ......................................................................................................41 Bank FTP Process...................................................................................................................45 Reports ....................................................................................................................................50 1 Module Overview The Accounts Payable Module is used to input invoices for payment, process checks, issue prepaid checks and void previously issued checks. Security The user must have access to the Accounts Payable Module. The security administrator will need to give authorization to the user. In the security screen detail check the authorized box for the module selection “Accounts Payable”. Select the appropriate user permissions. Bank FTP - Create report and Transmit check data to the Bank Check Processing – Allows users to create accounts payable checks and print them Edit/Post Any Batch– allows users to make changes and post batches to other users created batches. Import P-Card – Allows users to import Purchase Card file and create a batch Payroll Withholding - Import Payroll withholding Batch Prepaid Processing – Allows users to issue prepaid checks and print them. 2 Opening the Module Select Finance – Accounts Payable 3 District Set up There are three items for District Set Up – District Defaults, HED and Bank District Defaults Click the box to select the appropriate option: Set invoice Date to Current Date Set Trans Date to Current Date HED To import Payroll Withholding from Cyborg payroll this table will need to be populated. Use the icons at the top to add and delete lines from the table. Add any HED codes (from Cyborg payroll) that you require an invoice, Account Number to charge, Vendor Number to issue the check payable to and Description to be shown on check. 4 Bank This will need to be completed to transmit check data to a bank for Positive Pay. Contact a Finance Consultant to implement this process. 5 List Screen Available filters: Fiscal Year, Vendor Name, P.O. Number, Check Number, Alpha Fund Code, Batch Name, Account number, Invoice number, Status, Invoice date, Unpaid, Paid or All invoices. The module will display the last open batch established. If there are no open batches all unpaid invoices will be listed. To view a specific batch select it from the pull down labeled “Batch”. To Sort on any column by clicking on the heading – once for ascending or again for descending. You may also re-arrange the columns by clicking and dragging. It will save your settings but you must exit the module and re-enter to continue with data entry. 6 Tool Bar Functions Create New Invoice, Delete Invoice, Clear selection filters Fiscal Year Vendor Maintenance P.O. Maintenance If you hover your curser over the icon you will see a label for each one. Ledger Maintenance 7 Detail Screen Shows detail of the invoice selected from the list screen. Any column may be rearranged by clicking and dragging. It will save your settings but you must exit the module and re-enter before beginning data entry. Encumbered box - indicates if the invoice was encumbered or unencumbered. P.O. # - indicates Purchase Order charged for this invoice. Vendor – Name of Vendor Invoice Amount – Total amount of this invoice. Vendor Invoice Number – Number billed by the vendor. This allows tracking to avoid paying duplicate invoices. Paycode – Code to determine when the invoice will be paid. Paydate – Date the invoice will be paid. This date is a function of the invoice date and the paycode. Trans date – the date in which the transaction occurred and will affect the ledger. This date is filled in with the Invoice date but may be altered. Check code – Used to separate several invoices on a check. May also be used to group invoices together on separate checks. Status – Posted indicates the invoice has been sent to the ledger. Incomplete means that the invoice is missing required data. Verified invoices are complete and ready to be posted. Posted Date – date the invoice was posted to the ledger Check date/Check number – will be filled in after the invoice has been paid. Error Desc – Yellow highlight indicates account balance below zero or P.O balance exceeded. 8 Entering invoices To enter new invoices you must have an open batch. To establish a batch click on the icon labeled “New Batch”. It is the first of three icons located under the “Batch” pull down field. A dialogue box will open to assign a name. You may use any name but it is recommended that it be unique. 9 After you have assigned a name to the batch a blank detail screen appears. You may now begin inputting invoices by clicking on the “Create New Invoice” icon. 10 Entering Encumbered Invoices Check the box “Encumbered”. The PO# pull down will list all open P.O.‟s on file. Select the P.O. number. The following fields will then be filled in: Vendor name; Account number for each item on the P.O.: Description (pre-fills the account number description); Original P.O. Amount; YTD Paid (this includes all invoices entered regardless of status). The remaining fields will need to be completed. Invoice Date, the Paycode - this will affect the Paydate. In the example below the paycode selected is 2. This added 60 days to the invoice date and made that the paydate. The Vendor Invoice number is not required. The system will check for duplicate invoice numbers paid to the same vendor in the last 2 years. You will see a Pop – Up message with a warning “An invoice in the current or prior year exists” Click the OK button. You may then choose to continue with the invoice or delete it. The check code field is not required. Using this will generate separate checks for invoices to the same vendor in a single check run. Enter the amount paid against this P.O. If this payment is more than the original P.O. Amount the P/C will change to “C”. If this doesn‟t complete the P.O. override the field to “P”. When you are ready to enter another invoice click on the “piece of paper with the sunshine” icon and continue. The „+‟ key on the key pad will also open a new invoice record. 11 Unencumbered Invoices Unclick the “encumbered” box to process invoices without purchase orders. Fill in all appropriate fields. To enter more than one line item use the “Tab” key after entering the Inv Amt field. This will open up additional lines for entry. The fields highlighted pink are required fields. If a required field is left blank the Status will remain incomplete. This will prevent sending the entire batch to the ledger until it has been remedied. Once it has been corrected the status will then change to “Verified”. 12 Adding a Vendor to an invoice If you are entering and invoice and it is a new vendor you may access the Vendor Module from the icon on the toolbar labeled “Vendor Maintenance”. This option is only available if you have authorization the the Vendor Module in SMART Security. After you have added the vendor return to the Invoice module. You should now see the vendor on the pull down listing of active vendors. 13 Adding a new account number to an invoice If you are entering and invoice and it is needs a new account number you may access the Ledger Maintenance from the icon on the toolbar labeled “Ledger Maintenance” This option is only available if you have authorization the the Ledger Maintenance Module in SMART Security. Once you have added the account number return to the Invoice module. You should now see the account number on the pull down listing of available accounts. 14 Deleting invoices Invoices that have not been posted to the ledger can easily be deleted from the task. Locate the invoice to be deleted and select the icon “Delete Invoice”. It is located on the task bar directly to the right of the “little piece of paper with the sunshine” (see below). This icon is available only on the detail area of the invoice. 15 Voiding invoices Invoices that have been posted to ledger previously will need to be voided by using Actions – Void Invoice. First begin by returning to the list screen. Use the eraser icon to clear out the batch selection to see all unpaid invoices. Select the posted but unpaid invoice you wish to void. 1) Find the invoice from the list screen. 2) Go into detail screen. 3) Select Actions – Void Invoice. 16 If you have an open batch it will apply the voided invoice to that batch. If you have more than one open batch a dialogue box will then appear to select an appropriate batch. Use the pull down key to select proper batch and then click the OK button. If you do not have an open batch it will ask you to create one. This voided invoice transaction will now be included in that batch. If the invoice closed a purchase order that entry will be reversed and the purchase order will be re-open. If you wish the purchase order to remain closed you will need to close it in the P.O. Maintenance Module. 17 Changing the pay date on an invoice Select the invoice to be changed from the list screen. Go to the detail screen. Select Actions – Change Pay Date. A window will open with the current pay date. You may type over the date or click on it to open up a calendar. Click OK. 18 Cloning Invoices/Recurring Invoices To clone an invoice that has already been posted or paid, select the invoice from the list screen. At the top of the screen select Actions – Clone Invoice. As with voiding invoices, a dialogue box will appear for Batch selection. From the pull down select the batch in which you wish to enter the invoice. The invoice will be included in that batch. Make appropriate changes to the invoice and continue invoice input. You may also repeat an invoice from the Detail Screen. Do Actions-Clone Invoice. A new invoice will be created with data from the previous invoice. For recurring invoices clone the invoice and change the Invoice date to meet paydate criteria. You may do this as many times necessary. The checks will be processed on the check date on or before the paydate. 19 Sending the Batch When you are ready to send the batch of invoices to the ledger, click on the Left hand tab labeled “List”. Select the icon labeled “Post Batch”. It is located under the “Batch” pull down and appears as an envelope (see below). An Invoice log appears containing all the invoices in the batch. Click the printer button to print the report. The invoices will post to Ledger and will be now available in Transaction Analysis. At this time Account Balances will be updated from the invoices entered. 20 Deleting a Batch If you wish to delete an entire batch before posting it you may do so with the Delete Batch Icon 21 Void Checks From the list screen, in the Chk# field type in the complete check number you wish to void. You may need to find a check issued in a previous year. In that case change the Fiscal Year in the pull down accordingly to find the check issued in that year. If the check issued closed a purchase order in the current year the entry will be reversed and the P.O. will be re-open. If the purchase order was closed in the previous year it will not. If you would like the Purchase order to remain closed you will need to close it in the P.O. Maintenance Module. 22 Next choose Select Checks – Void A confirming message will appear. Click “Yes” if this is the check you wish to void. 23 Below is an example of the detail of a voided check. 24 Check Processing To begin check processing select Checks – Check Processing 25 The screen below will appear. The Check date will default to the current date. This field may be changed. All invoices will appear that have a pay date equal or before that check date. Starting Check # is where you put your first check number. You may then click the List Button to view the checks before processing. You may still change the check date and check number. Click the List button again to update the list. At this time you may also return to the invoice module to change or delete any invoice. To do this close out of Check Processing by clicking on the red arrow in the upper right had corner. When returning to Check Processing remember to click the List button again to update. When you are satisfied select the “Run” button. This will produce the checks and update the ledger. To select a specific fund use the “By Fund” box. This should be an Alpha Fund Code. If you have any invoice which has been expensed to more that one fund this invoice will not appear. To Export this data click on the “piece of paper with the red arrow” at the top. A dialogue window will open to guide you through saving the document. This may be necessary to balance checks with processed batches. 26 After selecting “Run” a warning box will appear. This is notification that if you have prepaids not printed they will be deleted. This will also delete the previous check run. They will not be available for re-printing. Click “Yes” to continue. 27 A message will appear next advising you that the check run was successful. Click “OK” A check register will print to your printer indicated in the district setup area immediately. Close the window below. 28 Return to the main list screen and select Checks View Check Data. You may print this report now. Close the report and choose Checks – Print. 29 The first check will appear. Review all aspects of the check and then click the printer icon at the top. To print all the checks select “OK”. 30 Re-print or Re-number checks Checks will be available for re-printing until a new check run or prepaid checks are created. If the checks jam or are damaged in the process you may re-number the checks and re-print them. Select Checks – Check renumber 31 A window will appear with your checks and the original check numbers. You may renumber all of the checks or just a select group. In the Starting Check # field put in the first check number you wish to renumber. The End Check # is the last number that needs to be re-numbered. New Start Check # is the first new check number. Click on the List button to review check number changes. Click on the renumber button to finalize the new numbers. Return to Checks – Print. The checks should appear with the new check numbers. Continue printing as usual. You may want to re-print the Check Data report. The renumbered checks will appear in check number order with the rest of the checks with this run. You may need to scroll through the checks to determine which page number needs to be re-printed. To print a Check Renumber report from the list screen View – Check renumber Report. 32 Check History To view check number changes, select the Paid Invoices from the list screen, find your invoice. There will be a check history tab on the left. Click on this tab to see detail. 33 Prepaid Checks To issue an offline check select Checks – Prepaid. 34 This message will appear. This is important! If you haven‟t printed your last check run and verified its accuracy they will no longer be available for re-printing. This includes any other users checks that have been printed. Use the “„little piece of paper with the sunshine” (new check icon) to begin inputting a check. Enter the all the information required. If it is an encumbered invoice remember to check the “Encumbered” box and the “P/C” to indicate if it is a partial or complete invoice. You may enter multiple lines by using the “+” or tabbing past the Amount field. To add another check click on the new check icon. The check number will automatically increase by one. If you would like to delete a check use the “hand with the eraser” (delete check icon). In order to see the checks you have entered use the arrow keys at the top to scroll through the checks. 35 To print a report before printing the checks select Actions View data. If you are satisfied with your checks you may print them. 36 To print prepaid checks go to Actions – Print. You may receive a message that there are incomplete invoices. Use the arrow keys at the top to scroll through the list to find incomplete invoice. Make the correction and re-try printing again. Use the printer icon at the top to begin printing. 37 Once you have printed your Prepaid checks – you must post them to the ledger. Select Actions – Post. This should be done as soon as you review the printed checks. If you have a problem with one of the checks you may re-print before you post. Retain the damaged check for audit purposes. A check register will print to your printer. 38 Payroll Withholding Batch To import a Payroll withholding Batch you must have an HED table built in Set-up HED. (see page 3) To create the batch select Actions – Payroll Withholding. A batch will be created named PAY W/H mm/dd/yy. It will pull amounts for the HED‟s in the table and create an invoice for each one. The invoice and transaction dates will be the payroll check date. All other information is populated from the table. It will assign a paycode of “X”. This will allow you to specify a paydate for this batch when it is posted. This is like any other batch you create and will allow you to change any invoice in it as well as add any additional invoices. 39 A Dialogue will open – Select the Payroll Check date. Note: This data will not be available until the day after the Pay Merge process is completed by Cyborg. The Batch created in this example will appear (named PAY W/H 08/22/2008). You may edit the batch as needed and post as usual. 40 Purchase Card Processing If you use purchase cards in your district you may import an excel spreadsheet into the invoice module. This will create its own batch labeled “PCARD mm/dd/yy” (the date is the when you loaded the file). It will affect the accounts included the batch and credit the General Fund Cash account (account class “O”). Below is an example of a file containing PCard data. The column headings must be as shown above. AccountName Account Amount PostingDate Merchant - Name of card holder - General Ledger account number - Amount of Charges - Date charges occurred - Name of Merchant purchases were made The sheet name should be Sheet1. 41 To import into the invoice module the file should be closed in Excel. In the module go to Actions - Load - PCard. 42 A dialogue box will appear to open up the file to load. Browse to the file and click “Open” 43 A batch will be created named “PCard mm/dd/yy”. Below is an example of the detail on a PCard invoice. Review the transactions then return to the list screen and post the batch. Please note that the Description field combines the name of the Merchant and name of the Account Name. 44 Bank FTP Process This is the process of creating a report and transferring data to specific banks for Positive Pay and Bank Reconciliation functions. Contact your Finance Consultant for set – up and Implementation. The following Banks are currently supported: Comerica National City JPMorgan Chase To create report or file select Actions – Bank FTP. The following Dialogue will open: 45 Select a Check date range or a Check number range. Change the Check Type if you would like to process only Regular checks or Voids. To view the data on the screen click the “Search” button. The Regular checks are summarized then any voids. See Below. Verify the accuracy of the totals before proceeding. 46 To print a report Click the “Preview” button. Use the printer icon to send to your assigned printer. To complete the FTP process Close the window above. 47 When are ready to send the file to the bank click the FTP button. You will get a message that FTP was successful. 48 To check the status click of the FTP process Click on the Tracking tab on the left of the list. The Date Sent is the date the FTP was sent. S/F/W indicates the status of the file. S – Successful, F – Failure, W- Waiting for completion. Begin Date and Ending dates are the check dates processed. 49 Reports To print available reports select View. A pull down will appear with reports currently available. Invoice Log - To re-print an invoice log before or after the batch has been printed Check Register – To re-print check register or register for voids and prepaids. Open Invoice Report – To print open invoices Check Renumber Report – To list checks renumbered by date selection Skipped Check Report – Checks voided by the system when excess detail exists. 50 Invoice Log On the list screen, using the pull down for Batch, select the batch of invoices you would like a log of. At the top select View – Invoice Log. This is the same report that is produced when the batch is posted. Use the printer icon to print the report. 51 Check Register To re-print a check register or print a pre-paid and void register choose View - Check Register. Select the date range and type of check register (regular or prepaid and void). Click the Preview Button. Use the printer icon at the top to print. 52 53 Open Invoice Report Select View Open Invoice report to get a report of all open invoices. Click the printer icon to print the report. 54 Check Renumber Report To get a listing of checks that were renumbered including the old check number and the user who renumbered the checks, select View – Check Renumber Report. Enter a date range. Click OK Click on the printer icon to print the report. 55 Skipped Check Report This report will list checks that have been voided by the system. This occurs when more invoices are processed than the check will accommodate. Select View - Skipped Check Report. Select a date range or a check range and click “Preview”. Click on the printer icon to print the report. 56