INTERACTANT Enhancement Close Accounts Payable by Any Level of the Corporate Structure

Transcription

1 Health Care Software, Inc. INTERACTANT Enhancement Close Accounts Payable by Any Level of the Corporate Structure 2009 Health Care Software, Inc. AP Page 1

2 Accounts payable has been enhanced to allow a monthly close at a user defined level of the corporate structure. The organization determines the best level to close out an AP month and feed final numbers to the general ledger for monthly expenses (expense distribution) and payments (spent distribution). For instance, centralized AP may continue using Level 1 (top level) to close the entire organization at once. Decentralized AP allows regional offices or individual facilities (Level 3) to control when they are ready to close and feed final journal entries to the general ledger. The advantage of a Level 6 closing allows faster facilities to close early and move onto the new month while slower facilities remain in the prior month. The disadvantage to this, however, is that each facility may be in a different month and running analyses higher than the AP run level may be inaccurate. As such, a number of modifications have been made to support closing at any level while providing accurate data comparison Health Care Software, Inc. AP Page 2

3 Part 1 Selecting the Run Level At implementation, the organization decides at what level of the corporate structure they would like to close AP. This is a onetime decision that is made prior to corporate structure setup and any system use. Once the AP run level has been set, when authorized users define the corporate structure they will be prompted to enter critical data to initialize AP for that level. For the purpose of this document, AP will close at Level 5 of the corporate structure. The following new screen is displayed only upon addition of a new level and for the level that AP is closing under. After adding a Level 5, this screen requires entering current AP month, current AP year, and a 1099 Transmitter Control Code for that level. This screen is only displayed upon addition of the level and cannot be changed without HCS assistance Health Care Software, Inc. AP Page 3

4 Part 2 Behind Scenes Changes within Accounts Payable Many behind the scenes changes have been made to entry and submission screens. For example, since AP can close at any level, edits like invoice expense month compares the run level current year and month rather than AP current year and month. Once an expense Level 6 general ledger account is entered, INTERACTANT will be able to edit the expense month and make sure a correct current or future expense month has been entered. This type of change has been made for all invoice entry types Health Care Software, Inc. AP Page 4

5 Part 3 Visible Screen Changes The most prominent change will be the requirement of entering a valid AP run level and/or that some options are now only valid to run as the AP run level or lower, i.e., Level 5 or 6 in the current AP run. The following screen from the AP Invoice Data Entry Process informs users of the AP run level and asks for a valid AP run level for the batch. Batch invoice entries cannot cross an AP run level, so in this example invoices entered in this batch must have general ledger accounts with Level 6 within the selected Level 5 of the batch Health Care Software, Inc. AP Page 5

6 Below is the Daily Maintenance Submission screen. Daily maintenances now run by AP run level so the submission now asks for an AP run level number. This AP Pre Pay Flag Request screen is used to submit the job and find and flag invoices due to be paid. Notice that the screen now requires a level at or below the AP run level, i.e., 5 or 6 in this example Health Care Software, Inc. AP Page 6

7 The Pre Pay Flag Review screen can be subset by AP run level (Level 5 here) and by Level 6. AP Demand and Normal Check Runs now require an AP run level number. Please note that if the AP run level is 6, the Enter FAC will not display Health Care Software, Inc. AP Page 7

8 The AP preliminary and actual month end requires an AP run level. Here, since AP is closing by Level 5, it is requesting a Level 5 number. Once a number is entered, the screen will change as shown. Here is the same screen after entering Level 5. INTERACTANT knows the month to close (varying by AP run level) and also asks whether or not to run reports at the Level Health Care Software, Inc. AP Page 8

9 Most demand reports now run at the AP run level or below with a couple of exceptions: Below is the Level Association screen for a bank account within Bank Account File Maintenance. Bank accounts used within AP cannot cross AP run levels. Please note that when working with the general ledger crosswalk, authorized users can override the general ledger account by bank account but the override cannot cross AP run levels Health Care Software, Inc. AP Page 9

10 The ability to restore AP runs has been modified. To restore an AP check run, simply void the check run which reopens invoices for payment. To void an entire AP check run, take the AP void option from the AP authorized menu and select the Void Range option. Enter the bank, starting check number, and check date used in the run Health Care Software, Inc. AP Page 10

11 The screen will display all checks matching the entered information and lists various available options: Since vendors cross all AP run levels, vendor change history is now available from the vendor drop down menu Health Care Software, Inc. AP Page 11

12 This screen shows changes made to the vendor by a specific user as of a specific date and time. Lastly, a critical change has been made to the AP locking mechanism. Previously, job submission required users to be out of AP, i.e., check runs, daily maintenances, month end runs, etc. Now, access is restricted to only those accessing or updating data for the AP run level that was submitted. Based upon authority, access is available for all other levels Health Care Software, Inc. AP Page 12