ACS Version Accounts Payable

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1 ACS Version Accounts Payable

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3 Table Of Contents 1. Accounts Payable... 1 Accounts Payable Overview... 1 Accounts Payable Startup Outline... 2 Procedures Outline... 2 Customizing Program Defaults... 3 Understanding Accounts Payable Posting Month and Year... 3 Understanding Accounts Payable Setup... 4 Defining Accounts Payable Setup... 4 Understanding the Default Calculation Method... 5 Understanding Fund Accounting... 5 Defining the General Ledger Interface... 6 Defining Vendor Types... 7 Managing Vendor Lists... 7 Adding a Vendor Type... 7 Updating a Vendor Type... 8 Deleting a Vendor Type... 8 Adding Vendors... 9 Adding New Vendors... 9 Adding Vendors While Entering An Invoice Managing Vendor Information Updating a Vendor Record Editing Vendors While Adding an Invoice Deleting or Deactivating a Vendor Customizing Vendor Information Importing Information Profile Information Addresses ZIP Codes Phone Numbers Addresses Expense Account Information Comments Contacts Payment Type Information Invoices Memorizing Invoices Scheduling Invoices Creating Memorized Invoices Entering Invoices Reviewing Invoices Posting Invoices Suspending Invoices Completing Invoices Voiding Invoices Generating Invoices Checks Resetting the Check Lock Understanding Check Memo Options Printing Checks Issuing Checks Voiding Checks Reprinting Checks ACH Payments Invoice and Check Inquiry iii

4 ACS Version Accounts Payable Setting Filter Options Customizing the Invoice Display Viewing Invoice Information from the Inquiry Window Viewing Check Information from the Inquiry Window Viewing Totals from the Inquiry Window Finding a Check Using the Find Option Finding an Invoice Using the Find Option Year-to-Date Check Totals Reports Customizing YTD Purchases List Report Dates Customizing and Printing Labels Customizing Accounts Payable Reports on the Options Tab Customizing Reports in Report Options Customizing Reports on the Vendor Search Tab Viewing a List of Accounts Payable Lists Reports Viewing a List of Available Labels Viewing a List of Accounts Payable Journals Printer Setup Customizing and Printing Labels Printing Rolodex Cards Period End Closing the Month Entering 1099 Adjustments Period End Reports Glossary Index iv

5 Accounts Payable Accounts Payable Overview The ACS Accounts Payable module is designed to automate the accounts payable process for your organization. The following are just a few of the many features in the Accounts Payable module: ACS can process regular, recurring or one-time invoices. The user can set up the parameters (number of payments, etc.) and include one, some, or all recurring invoices in the current check printing. You can print reports at any time, showing the status of payables and payable cash requirements. You can print checks at any time. Functions are included to handle the issuing or voiding of system-issued or manually-written checks. In addition to the automatic printing of checks by due date, ACS also provides a method for suspending or forcing the payment of any invoice, regardless of due date. The Account Payable module is interfaced with the ACS General Ledger module so that entries are made automatically. Interchangeable checks are available from ACS. You can schedule memorized invoices to become due on specific dates. The Accounts Payable module interfaces with the Purchase Orders Module. You can create an Accounts Payable invoice from a purchase order in the Purchase Orders module. You can generate 1099 forms. If you begin using the Account Payable module after the beginning of the year, you can use the 1099 Adjustments utility to add accumulated totals for each

6 ACS Version Accounts Payable Accounts Payable Startup Outline Before you begin using the Accounts Payable module, follow these startup procedures. Startup Procedures 1. Enter your site information. You can enter your site information in Admin Utilities>Site/Account Information. 2. Define Accounts Payable Setup. 3. Define the General Ledger Interface. 4. Set up Vendor Types in Define Lists. 5. Set up Invoice Frequencies in Define Lists. 6. Accrual Basis Only: If you are setting up an accrual system, add accrual accounts for each fund in Add/Edit Chart of Accounts in General Ledger. 7. Tracking Discounts Only: If you want to track discounts, add Discounts Taken Accounts for each fund in Add/Edit Chart of Accounts in General Ledger. 8. Fund Accounting Only: If you are setting up fund accounting, define an A/P Accrual Account and a Discounts Account for each fund in General Ledger Define Lists. 9. Add all necessary vendors in Add/Edit Vendors. 10. Optional: 11. Optional: Enter all 1099 totals for each vendor using the 1099 & YTD Adjustments option under the Period End Procedures tab under Manage Records. Procedures Outline Daily/weekly procedures: 1. Add any new vendors. 2. Add any new memorized invoices. 3. Schedule memorized invoices as desired. 4. Enter any new invoices. 5. Print the invoice proof list to check the accuracy of invoices entered. 6. Correct invoices, if necessary. 7. Post invoices. Check printing procedures: 1. Optional: Print the Cash Requirements report. 2. Suspend, force or change invoice dates, if necessary. 2

7 Accounts Payable 3. Start the Check Run. 4. Print the Check Proof List to check the accuracy of check information prior to printing. 5. Print Checks and post them to the General Ledger. 6. Post any handwritten checks to the General Ledger or issue printed checks "on the fly" as needed. 7. Create an ACH Transmission file. 8. Print the Check Register report. Month-end procedures: CAUTION Backup and keep a copy of your data each month. Be certain not to overwrite the previous month's data so that at the end of the year you have an accurate record of the year's activities (with twelve separate months of data). 1. Enter any remaining invoices for the month. 2. Post remaining invoices for the month. 3. Print all reports that you need. 4. Backup all financial data files. 5. Close out the month. Year-end procedures: 1. Finish all daily/weekly, month-end, and quarter-end procedures. 2. Back up all financial data files. 3. Print 1099's. Note In the Accounts Payable module, there is not an option to close the year. Once you close your last month of the current fiscal year, you are working in the new fiscal year. Customizing Program Defaults Understanding Accounts Payable Posting Month and Year The AP posting month and year is defined on the AP Setup tab in Accounts Payable Setup. These dates are the period to which transactions originating from Accounts Payable are posted. You can make the Current AP Month and the Current AP Year different from the G/L Period. Checks which are printed and posted to the general ledger are posted to the month in which they originate from Accounts Payable. Therefore, balances in 3

8 ACS Version Accounts Payable the general ledger do not reflect these payments until the current month and current year in the General Ledger module matches the date of the Accounts Payable transactions. Example: Your current AP month is October. The G/L Period is September. You have issued a check in AP for $ The Accounts Payable invoice is posted and paid, but the general ledger balance is not affected. When the G/L Period reaches October, the $ is deducted from the checking account. Understanding Accounts Payable Setup Use Accounts Payable Setup to configure default program settings. Warn on Duplicate Invoice Numbers Select to receive a warning message when a duplicate invoice number is entered. Current AP Month Select the current accounts payable month. Click the down arrow to select a month from the drop-down list. Current AP Year Select the current accounts payable year. Click the down arrow to select a year from the drop-down list. Prompt to void invoices when void check Select to receive a prompt to void the invoices associated with the check when voiding checks. Print Invoice Detail on Vendor Check Stub Select to print the invoice account distribution on the vendor's check stub. Auto Assign Next Vendor Code If selected, the program automatically generates the next available vendor number for new vendor entries. Next Vendor Code Choose a starting number for your vendor codes by typing it in Next Vendor Code. This number is used to automatically assign a number to the next vendor if Auto Assign Next Vendor Code is selected or if you click Next when adding or editing a vendor record. Print Overflow Checks on Plain Paper Select to print all overflow distributions on plain paper at the end of the run. Check numbers are not skipped when Print Overflow Checks on Plain Paper is selected. Check Layout Design Click to access the Check Layout Design feature. Defining Accounts Payable Setup Use the Accounts Payable Setup to configure settings in Accounts Payable that make processing transactions easier and quicker. Indicate whether or not you want to receive a warning message when a duplicate invoice number is entered. To define Accounts Payable setup 1. Under Advanced Tools, click the Settings tab. 2. In the drop-down list, select AccountsPayable. 4

9 Accounts Payable 4. You can choose to receive a warning message when a duplicate invoice number is entered. To select this option, click Warn on Duplicate Invoice Numbers. 5. Select the current month for accounts payable. Click the down arrow to select a month in the drop-down list. 6. Select the current year for accounts payable. Click the down arrow to select a year in the drop-down list. 7. When you void a check, you can choose to receive a prompt to void invoices associated with the check. To select this option, clickprompt to void invoices when void check. 8. You can choose to print the invoice account distribution on the vendor's check stub. To select this option, click Print Invoice Detail on Vendor Check Stub. 9. Click OK. Understanding the Default Calculation Method By default, ACS calculates year-to-date (YTD) totals based upon the following (which you can change if necessary by entering different dates): If you are operating on a fiscal year, totals are calculated beginning from the first day of the fiscal year (MM/01/20XX) to the last day of the current month in Accounts Payable. If you are operating on a calendar year, totals are calculated beginning from the first day of the calendar year (01/01/20XX) to the last day of the current month in Accounts Payable. By default, all 1099 amounts are calculated beginning from the first day of the calendar year (01/01/20XX) to the last day of the current month in Accounts Payable. Understanding Fund Accounting Fund accounting properties If you have different funds set up in General Ledger, you can select the Enable Fund Accounting option on the G/L Interface tab in General Ledger Setup. When Enable Fund Accounting is selected, the following is true: Default checking accounts that display are based upon the checking account for each fund. Default checking accounts are set up in the General Ledger module in Define Lists>Add/Edit Funds. (Applicable for Accrual Basis only) Account distributions for invoices are placed in the appropriate Accrual account that is defined from each fund. Accrual accounts for each fund are defined in the General Ledger module in Define Lists>Add/Edit Funds. 5

10 ACS Version Accounts Payable If you select the Track Discounts Taken option, discounts for account distributions are placed in the appropriate Discount account that is defined for each fund. Note If you do not have funds set up in General Ledger, ACS Technologies recommends that you do not select the Enable Fund Accounting option. Instead, define the default Accounts Payable Checking Account, Accrual Account, and Discounts Taken Account on the G/L Interface tab in General Ledger Setup. Fund accounting invoice distribution When distributing an invoice to different funds, ACS displays the checking account for each expense account (as defined by which fund the account is assigned to). You can distribute to different funds, as long as the checking accounts are assigned to the same bank account. Defining the General Ledger Interface The G/L Interface tab in Accounts Payable Setup is used to configure Accounts Payable on an accrual or cash basis and to define the default settings which are used to interface with General Ledger. If you choose to operate on an accrual basis, you must select the Track Discounts Taken option and identify a default accrual transaction source. However, if you choose to operate on a cash basis, setting up a Discounts Taken account is optional. If you select the Enable Fund Accounting option, the following fields are disabled: Default A/P Checking Account Default Accrual Account Default Discounts Taken Account To define the general ledger interface 1. Under Advanced Tools, click the Settings tab. 2. In the drop-down list, select Accounts Payable. 4. Click the G/L Interface tab. 5. Select an Accounts Payable Mode. 6. Optional: To allow the use of different checking accounts for different funds, select Enable Fund Accounting. 7. Select a Default A/P Check Source. Click the down arrow to select a transaction source in the drop-down list. 6

11 Accounts Payable 8. Enter a Default A/P Checking Account. Click Lookup to select an account in the Account Lookup window. 9. For accrual basis accounting only: Select a Default Accrual Source. Click the down arrow to select a transaction source in the drop-down list. 10. For accrual basis accounting only: Enter a Default Accrual Account. Click Lookup button to select an account in the Account Lookup window. 11. To maintain discounts in a separate account, select the Track Discounts Taken option. 12. Enter a Default Discounts Taken Account. Click Lookup to select an account in the account Lookup window. 13. Click OK. Defining Vendor Types Managing Vendor Lists You can change or remove an item in any of the lists you defined for use in the vendor file. However, keep in mind that Vendor Type is the only list that is unique to vendors. All of the other lists are also used in the other Financial Suite modules. When you make a change to the Other lists, the change affects any record with the item assigned to it. For example, you add an address type named Business, and you assign this address type to contacts in the Accounts Receivable module. You decide to change the description of Business to Street for use in your vendor records. All of the contacts in Accounts Receivable with an address type of Business also change to Street. Adding a Vendor Type The vendor type allows you to categorize vendors by description. For example, you can use the description of Utility for all utility companies that you use, such as phone, water, electricity, and natural gas. Once you assign the vendor type to vendors, you can group vendors by type in the vendor list to help you find vendors easier. To add a vendor type 1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select Accounts Payable. 4. Under Available Lists, select Vendor Types. 7

12 ACS Version Accounts Payable 5. Click Add. 6. Enter a description for the type of vendor. 7. Optional: Select the Active check box to display the appropriate status. The available statuses are: Active Not active 8. Optional: To add another vendor type, select Add Another. 9. Click OK. 10. Optional: To print a Vendor Type List report, click Print. Updating a Vendor Type When editing a vendor type, the vendor records are updated also. If you change the type status to inactive, the vendor type remains attached to any vendor to which it is assigned. To change a vendor type 1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select, Accounts Payable. 4. Under Available Lists, select Vendor Types. 5. Select the vendor type that you want to update, and click Edit. 6. Enter the revised information, and click OK. Deleting a Vendor Type If a vendor type is assigned to vendors, ACS alerts you that the type is assigned to vendors and issues a prompt to clear the type from all vendors. You can select to continue or cancel at that time. To delete a vendor type 1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select Accounts Payable. 4. Select the vendor type you want to delete and click Delete. 5. Click Yes to the confirmation message. 8

13 Accounts Payable Adding Vendors Adding New Vendors Vendors are companies or individuals with whom you do business. Some vendors may provide a service for you, such as lawn care or payroll processing. Other vendors may provide supplies for you such as office equipment or robes for the choir. Your utility companies are vendors as well. Make it a habit to enter anyone in the Vendor file that you pay for services rendered. Prior to entering vendors, you need to set up your vendor types in Define Lists. If you need help with setting up the vendor types, see Adding a Vendor Type. If an individual has a record in ACS, you can select the individual's name in the Global Name List to quickly add the vendor record type. Using the record in the Global Name List speeds up your data entry by copying personal information, such as address, phone number, address, and social security number. Besides saving you a great deal of time entering duplicate information, it prevents you from inadvertently adding a duplicate record. Once the vendor record is created, you can add any additional information to each tab that is necessary to complete the record. If a vendor is not an individual, make sure to select the Company check box in the Name Information area. Enter the company name in the Last Name field, and leave the First Name and Middle fields blank. When searching for vendors, search in the Last Name field to include all vendors. In General Ledger Setup, the format of the display name is defined. All names throughout the Financial Suite display in the defined format. This includes reports, both preview and print, and ACS grids. If you want to change the way a particular name displays, select the Retain check box in the Name Information area and enter the name in the new format. To add a vendor 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Vendors. 4. Click Add. 5. Enter information in the appropriate fields under Name Information. For more information on these fields, see Understanding Name Information. 6. Enter the information in the appropriate fields on each tab. For information on each tab, see Getting an Overview of the Add Vendor Window. 7. Click OK. To add a vendor from the global name list 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Vendors. 9

14 ACS Version Accounts Payable 4. Click Add. 5. In the Last Name field, click Lookup and select a record in the Global Name List. 6. Click OK. 7. Enter the information in the appropriate fields on each tab. For more information about each tab, see Getting an Overview of the Add Vendor Window. 8. Click OK. Adding Vendors While Entering An Invoice In the Accounts Payable module, you can add vendors while entering invoices. To add a vendor while entering an invoice 1. In the Accounts Payable Add Invoice window, click Lookup in the Vendor Code field. 2. Click Add. 3. Beginning with step #5, follow the steps in the topic named Adding Vendors. Managing Vendor Information You can print, change, or delete vendor information at any time. You can change which address is global, and which is the primary, or mailing address. You can add a new phone number or address for the vendor or a contact. You can delete a contact and add a new one. On the accounts tab, you can change the general ledger account number for the vendor, or change the setting for the memo. If the vendor decides to use the Automated Clearing House (ACH) for receiving payment, you can add the ACH information on the Payment tab. All of these actions are part of updating a vendor's record even though you are adding new information to an existing record. If you delete an existing vendor record, you are updating the record also. Deleting a vendor record removes the record from the global name list, which updates the global name list. Deactivating a vendor is a record update also. You can print a list all vendors, a range of vendors, or information for one vendor. 10

15 Accounts Payable Updating a Vendor Record If you change the 1099 option for a vendor with invoices in ACS, a message displays when you click OK. You must choose one of the following: Yes changes the 1099 flag on all invoices for the vendor to match the new 1099 setting No leaves the 1099 setting unchanged Cancel cancels the changes you entered on the vendor's record To change vendor record 1. Under Manage Records, click in the Enter Name field, and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click any tab and enter the revised information. 5. Click OK. Editing Vendors While Adding an Invoice In Accounts Payable, you can edit vendors while entering invoices. To edit a vendor while entering an invoice 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 4. Click Add/Edit Invoices. 5. Click Add. 6. In the Vendor Code field, click Lookup. 7. Select the vendor and click Edit. 8. Enter the necessary information. 9. Click OK. Deleting or Deactivating a Vendor You can only delete a vendor if the vendor has had no transactions in the current year. If you cannot delete a vendor, but still want the vendor removed from your list of active vendors, you can deactivate the vendor record instead. 11

16 ACS Version Accounts Payable To delete or deactivate a vendor record 1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Vendors. 4. Select the vendor's record that you want to delete or deactivate. 5. If deactivating the record, click Edit. If deleting the record, go to step #7. 6. Under Name Information, clear the Active check box. This is the last step for deactivating a vendor record. 7. Click Delete. 8. Click Yes to the confirmation message. Customizing Vendor Information Importing Information When editing a vendor record, you can import information from ACS's People, Organizations, or Headmaster applications. To import information for an existing vendor 1. Under Manage Records, on the Records tab, select Add/Edit Vendors. 2. Press ENTER. 3. Locate the appropriate vendor and click Edit. 4. In the Name Information section, click Import, andfollow the onscreen instructions. Note Once a vendor's information has been imported, the Import link in the vendor window changes to Clear Refresh Link. If clicked, Accounts Payable will no longer update name and address information for the vendor from the import program. Profile Information Adding Vendor Profile Information If the vendor is to receive a 1099 at year-end, you can mark the vendor as a 1099 vendor on the Profile tab. 12

17 Accounts Payable The vendor's contact information displays on the Profile tab so you can access this information quickly. To add profile information 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Profile tab. 5. Enter the vendor information. For information on these fields, see Getting an Overview of the Vendor Profile Tab. 6. Click OK. Updating Profile Information You can change the vendor information on the profile tab in the vendor's record at any time. To change the profile information 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Profile tab. 5. Enter the revised information, and click OK. Addresses Adding Addresses You can add as many addresses to a record as you need and assign an address type to help differentiate between multiple addresses. However, if the individual has more than one record type in ACS, you need to add the address only once. Each address displays on all record types for the individual. If the individual has more than one address, you can select one as the global address. You can assign the global setting to only one address for the individual. If you want to clear the setting from an address, you must assign the global setting to another address. The global address displays in the Global Name List. 13

18 ACS Version Accounts Payable To add an address 1. Under Manage Records, in the Enter Name field, enter the company name or individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple record types exist for the individual, select the correct record type in the list, then click OK. 4. Click the Addresses tab. 5. Click Add. 6. In the Address Type list, select a description for the address you are entering. 7. If you want to make this the global address for the individual's record, select the Global check box. 8. Enter the address information in the appropriate fields. For information on these fields, see Understanding Address Information. 9. Click OK. Updating Address Information You can change or remove the address information for a vendor or an individual at any time. You can also change the primary or mailing address whenever necessary. To change the address information for an individual or vendor 1. Under Manage Records, click in the Enter Name field, and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Addresses tab. 5. Select the address that you want to change, and click Edit. 6. Click in the address field and enter the revised information. 7. Click OK. 8. Repeat steps 5 7 for each address that you want to change. Deleting an Address You can remove the address information for an individual or a vendor at any time. 14

19 Accounts Payable To delete an address 1. Under Manage Records, click in the Enter Name field, and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Addresses tab. 5. Select the address that you want to remove, then click Delete. 6. Click Yes to the confirmation message. ZIP Codes Adding a ZIP Code Use this procedure to add a ZIP Code when you are adding a vendor in the Accounts Payable module or adding a customer in the Accounts Receivable module. To add a ZIP Code 1. In the ZIP Code field, click Lookup. 2. Click Add. 3. Enter the city. 4. Enter the two-letter state abbreviation. 5. Enter the ZIP Code. 6. If you are not entering a United States ZIP Code, clear the USA ZIP option. 7. Enter the country. If you do not clear the USA ZIP option, the Country option is not available. 8. Click OK. ZIP Code Lookup To search for a ZIP code 1. Click Lookup. 2. Click in the field that you want to search. 3. Begin typing your search criteria. ACS performs the search as you type. 4. When the record you want is highlighted, click OK. 15

20 ACS Version Accounts Payable Phone Numbers Adding Phone Numbers You can add as many phone numbers to a record as you need and assign a type to each one to help differentiate between multiple phone numbers. However, if the individual has more than one record type in ACS (for example, vendor, customer, contact, or employee), you need to add a phone number only once. Each one displays on all record types for the individual. To add a phone number 1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Under Phones, click Add. 6. In the Phone Type list, select a description for the phone number you are entering. 7. Enter the phone number information. For information on these fields, see Understanding Phone Fields. 8. Click OK. Updating Phones/ Information You can change a phone number or address on a vendor's or individual's record at any time. You can also change the primary phone number and address for the record. To change a phone number or address 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Select the phone number or address that you want to change, then click Edit. 6. Enter the revised information, and click OK. 16

21 Accounts Payable Deleting a Phone Number or Address You can remove a phone number or address from a vendor's or individual's record at any time. To delete a phone number or an address 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Select the phone number or address that you want to remove, then click Delete. 6. Click Yes to the confirmation message. Addresses Adding Addresses You can add as many addresses to a record as you need and assign a type to each one to help differentiate between multiple addresses. However, if the individual has more than one record type in ACS (for example, vendor, customer, contact, or employee), you only need to add an address once. Each one displays on all record types for the individual. To add addresses 1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Under Addresses, click Add. 6. In the Type list, select a description for the address you are entering. 7. Enter the address information. For information on these fields, see Understanding Address Fields. 8. Click OK. 17

22 ACS Version Accounts Payable Setting the Primary or Mailing Address You can select one primary and one mailing address for each vendor. The primary address and the mailing address can be the same, or they can be different. You can set one as the street address and set the other as the post office box. You can also select which address type to print on reports and labels. To set the primary or mailing address 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Addresses tab. 5. Under Active Addresses, make the following selections: Click in the Primary list and select a description. Click in the Mailing list and select a description. 8. Click OK. Updating Phones/ Information You can change a phone number or address on a vendor's or individual's record at any time. You can also change the primary phone number and address for the record. To change a phone number or address 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Select the phone number or address that you want to change, then click Edit. 6. Enter the revised information, and click OK. 18

23 Accounts Payable Deleting a Phone Number or Address You can remove a phone number or address from a vendor's or individual's record at any time. To delete a phone number or an address 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Phones/ tab. 5. Select the phone number or address that you want to remove, then click Delete. 6. Click Yes to the confirmation message. Expense Account Information Adding Expense Account Information You can save time when you are entering invoices by assigning a general ledger expense account to a vendor's record. When you select the vendor for an invoice, the expense account is automatically assigned to the invoice. If necessary, you can change the expense account on the invoice. To add expense account information 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Accounts tab. 5. Enter the expense account information. For information on these fields, see Getting an Overview of the Accounts Tab. 6. Click OK. 19

24 ACS Version Accounts Payable Updating Expense Account Information You can change the expense account assigned to a vendor at any time. Some reasons to change the expense account are: You decided to charge expenses for the vendor to a different account You discovered the wrong account was assigned to the vendor. To change the expense account information 1. Under Manage Records, click in the Enter Name field, and enter the company name, or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Accounts tab. 5. Enter the revised information, and click OK. Comments Adding Comments You can add comments to a vendor's record and assign a description to indicate the comment type. You can also designate a comment as the key comment for the record. If you include comments in the ACS grid, the key comment displays. To add comments to a record 1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Comments tab. 5. Click Add. 6. Enter the comment information. For information on these fields, see Understanding Comment Fields. 7. Click OK. 20

25 Accounts Payable Updating Comments You can update a comment for a vendor or an individual at any time. You can also change which comment is the key comment. To change a comment 1. Under Manage Records, click in the Enter Name field, and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Comments tab. 5. Select a comment, and click Edit. 6. Enter the revised information, and click OK. Contacts Adding Contacts You can add contacts to the vendor's or employee's record and select a description for the contact type. There is no limit to the number of contacts you can add to a vendor or individual. The first contact you add is considered the primary contact for both vendors and individuals. For employees, the first contact you add is also considered the emergency contact. For information on setting these fields, see Setting the Primary and Emergency Contacts. To add contacts 1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Contacts tab. 5. Click Add. 6. Enter the name information for the contact. For information on these fields, see Understanding Name Information. 7. In the Type list, select a description for the contact person. 8. Click a tab, then click Add. Enter the information for each tab. For more information, see Understanding Contacts Fields. 9. Click OK. 21

26 ACS Version Accounts Payable Setting the Primary Contact ACS marks the first contact you enter for a vendor or individual as the primary contact. Although you can have only one primary contact for each record, you select which contact is the primary contact. This is the contact that prints on most reports. To set the primary contact 1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Contacts tab. 5. In the PrimaryContact list, select a contact. 6. Click OK. Updating Contact Information You can change contact information on a vendor or an individual at any time. You can also change the primary contact whenever necessary. To change contact information 1. Under Manage Records, in the Enter Name field, enter the company name, or the last name of the individual. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Contacts tab. 5. Select the contact that you want to update, and click Edit. If you want to update the phone number only, select the contact. Under Phones, select the phone number, then click Edit. 6. Enter the revised information, and click OK. 22

27 Accounts Payable Deleting a Contact You can delete a contact at any time. If you delete the primary contact, the next contact listed becomes the primary contact. If no other contact exists for the record, the record does not display or print on Contact List reports, and no contacts display or print on Master List reports. To delete a contact 1. Under Manage Records, in the Enter Name field, enter the name of the company, or the last name of the individual. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Contacts tab. 5. Select the contact that you want to remove, then click Delete. 6. Click Yes to the confirmation message. Payment Type Information Adding Payment Type Information You can add the payment information for a vendor on the Payment Type tab of the vendor's record. To add payment type information 1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Payment Type tab. 5. Select the payment type for the vendor. If you select ACH, click Update Account Information. Otherwise, skip to step # 7. For more information on the Payment Type tab, see Getting an Overview of the Payment Type Tab. 6. Click Add, then enter the information in the appropriate fields. For more information on the bank account fields, see Understanding the Add Bank Account Window. 7. Click OK. 23

28 ACS Version Accounts Payable Entering Direct Payment Information for a Specific Vendor If a vendor chooses to have their payments sent directly to a bank account rather than receiving a check, you can enter direct payment information on the vendor's record. The vendor must provide you with the following information: Type of account (checking, savings, money market) Account number Bank transit number To enter direct payment information for a specific vendor 1. Under Manage Records, in the Enter Name field, enter the name of the company or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Payment Type tab. 5. Select ACH, then click Update Account Information. 6. Enter the information in the appropriate fields. For more information on these fields, see Understanding the Add Bank Account Window. 7. Click OK. Updating Payment Type Information You can change the payment type information on a vendor's record at any time. To change the payment type information 1. Under Manage Records, in the Enter Name field, enter the company name, or the individual's last name. 2. Press ENTER. 3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK. 4. Click the Payment Type tab. 5. Enter the revised information, and click OK. Invoices Memorizing Invoices 24

29 Accounts Payable Memorizing A Previously Entered Invoice You can memorize an invoice that is already in ACS. To memorize a previously entered invoice 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 4. Click Add/Edit Invoices. 5. Click the View bar above the invoice listing to define the invoice display. 6. Select the invoice to memorize. 7. Click Memorize. 8. Click Yes to memorize the invoice. 9. Enter a Memorized Transaction Description. 10. Select a payment Frequency. 11. Choose one of the following payment options: If you want to pay this invoice indefinitely, select the Continuous Payments option. If this invoice has a set number of payments, enter the number of payments. For example, enter 60 for the number of payments on a 5 year van loan. 12. Click OK. Note If you select Continuous Payments, the Number of Payments option is not available. If you choose to enter a number of payments, the invoice is not available for selection in ACS when the number of payments reaches the amount of times specified. Entering Vendor and Payment Information on a Memorized Invoice If you select the Continuous Payments option when memorizing an invoice, the Number of Payments option is not available. If you choose to enter a number of payments, once that number is reached, you cannot generate that invoice again. However, the invoice remains in ACS. If you need to generate the invoice again, you can edit the invoice and increase the number of payments. If you select Warn on Duplicate Invoice Numbers in Accounts Payable Setup, ACS adds a record indicator (beginning with 1) to the end of the invoice number when the invoice is generated. This signifies a generated invoice and prevents duplicate invoice numbers. For example, an invoice number of

30 ACS Version Accounts Payable becomes number when the invoice is generated. The second time the invoice is generated, the invoice number becomes If you do not select the Warn on Duplicate Invoice Numbers option in Accounts Payable Setup, the invoice number on the memorized invoice remains the same each time it is generated. By default, if there are multiple invoices for the same vendor when payments are generated, all invoice amounts are combined into one sum. The vendor receives one check for the total amount. When you select the Pay Separate option, ACS prints a separate check for each invoice. To enter vendor and payment information 1. Select a vendor. 2. Enter an invoice description. 3. Enter an invoice number. Click Next to assign the next available invoice number for the selected vendor. 4. To assign the same invoice number each time you generate the memorized invoice for payment, select the Retain option. 5. Enter an invoice frequency. Click the down arrow to select a frequency in the drop-down list. 6. Select one of the following payment options: If you want to pay this invoice indefinitely, select Continuous Payments. Enter the number of payments due on this invoice. 7. To print a separate check for this invoice, select the Pay Separate option. 8. To include the invoice amount on the vendor's 1099, select the 1099option. 9. Enter the following amounts: Invoice Amt Enter the amount of the invoice. Invoice Term Enter any discount offered to your organization by the vendor. Partial Amt To pay an amount less than the full invoice amount, enter the partial payment amount. 10. In the Memo field, enter any information that you want to print in the memo field of the check for this invoice. Editing a Memorized Invoice from the Invoice Calendar To edit a memorized invoice from the Invoice Calendar 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 26

31 Accounts Payable 4. Click Memorized Invoices. 5. Click Invoice Calendar. 6. Under Memorized Invoices, select the invoice you want to edit. 7. Click Edit Memorized. 8. Make the necessary changes. 9. Click OK. 10. Click Yes. Scheduling Invoices Scheduling Memorized Invoices A scheduled invoice differs from a memorized invoice in that it is due on a specific date. When you create a non-scheduled memorized invoice, you set the invoice payment frequency (monthly, weekly, daily), but you do not assign a specific date that the invoice is due. With a scheduled invoice, you define the date the invoice is due and the frequency it is paid. To schedule a memorized invoice 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 4. Click Memorized Invoices. 5. Click Invoice Calendar. 6. Select the Month and Year to schedule the invoice. You can view the calendar year using the navigational buttons below: Click to scroll backward through the months prior to the current month. Click to scroll forward through the months beyond the current month. 7. Under Schedule Options, select the invoice payment frequency in the Frequency list. 8. Optional: Under Memorized Invoices, select one of the following options: Select Scheduled to view and change the payment dates of previously scheduled invoices. Select Non-Scheduled to view only non-scheduled, memorized invoices. Select All to view scheduled and non-scheduled invoices. 27

32 ACS Version Accounts Payable 9. To schedule an invoice, select an invoice under Memorized Invoices and drag it to the appropriate date on the calendar. 10. Continue scheduling invoices. Adjusting the Number of Payments If you did not select the Continuous Payments? option when you created a memorized invoice, you indicated a designated number of payments until the invoice is paid. You can edit both the number of payments assigned and the number of payments already paid from the invoice calendar. To adjust the payment option from the invoice calendar 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 4. Click Memorized Invoices. 5. Click Invoice Calendar. 6. Under Memorized Invoices, select the invoice that you want to change. 7. Click in the #Pmts (Number of Payments) field, and enter the number of scheduled payments. 8. Press ENTER. 9. Click in the #Made (Number of Payments Made) field, and enter the number of payments made. 10. Press ENTER. Changing the Scheduled Invoice Due Date To change the scheduled date of a single scheduled invoice to another date within the same month, click and drag the red dot beside the scheduled date on the calendar and drop it over a different date. A blue dot indicates that more that one invoice is due on a date. The amount that displays beside the dot reflects the combined total of all invoices due on the same date. You cannot change the scheduled date of multiple invoices by dragging the blue dot. To change the due dates of multiple scheduled invoices, follow steps 1 5 in the following procedure. To change the scheduled invoice due date 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 28

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