CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting

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1 CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: Fund Accounting Vendor Set Up for Direct Deposit and Credit Card Payments Learning Guide 2010 Central Susquehanna Intermediate Unit, USA

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3 Table of Contents Introduction...1 Security Set Up:...2 Security > Tools > User Maintenance...2 Updating Existing Vendors...3 Order Info Tab...3 Remit Info Tab...4 Bank Info Tab...5 Admin Functions > Mass Update Vendor Employee ID...6 Adding New Vendors Who are Employees Central Susquehanna Intermediate Unit, USA

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5 INTRODUCTION This Learning Guide will review Adding New Vendors Updating existing vendors with Direct Deposit and Credit Card payments Updating existing vendors who are also employees Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 1

6 SECURITY SET UP: For users to be able to gain access to bank information in the vendor screens, they must be granted access rights through the Security application. To grant access, follow these guidelines: Security > Tools > User Maintenance 1. Click the Financial Application Options button. 2. Click the Other Access tab. 3. Select the Access to Bank Info checkbox option. 4. Click the Save button. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 2

7 UPDATING EXISTING VENDORS Order Info Tab Employee ID If the vendor is also an employee, right-click in the Employee ID field to select the employee. The employee name displays automatically when the ID number is entered. Additional vendor information is entered automatically based on Payroll EMPLOYEE MASTER information; change if necessary. If the Employee ID is already in use by another vendor, a message displays to alert you and shows which vendor code is already using the ID. Personnel During the MASS UPDATE VENDOR EMPLOYEE ID process, the Personnel checkbox option can be used to identify employees as Personnel vendors. Preferred Payment Type Select 'Check', 'Direct Deposit', or 'Credit Card' from the drop down list box. If 'Credit Card' is selected, the current date will automatically be entered in the Activation Date field. When a vendor has a Preferred Payment Type of Credit Card, IF you change the Vendor Code, the bank must be notified immediately. NOTE: If direct deposit is enabled and the Employee ID field is blank, bank information must be entered for the vendor (on the Bank Info tab) or for the appropriate Remit ID(s). Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 3

8 Remit Info Tab Maintain a directory of vendor names and addresses to use when making payments. You should create a Remit Info record(s) ONLY for those vendors whose address for payment is different from the address on the VENDOR/ORDER INFO tab. Remit Info records may be required if payments are sometimes made to subsidiaries. If no Remit Info records exist for a vendor, payments are automatically sent to the address listed on the VENDOR/ORDER INFO tab. Remit Info can also be added in order to produce multiple checks for a vendor. Click the Add button (Alt+A) to add a new record Bank Information on the Remit Info Tab If the bank information for the Remit ID is different from the bank information for the vendor (entered on the Bank Info tab), enter the information here. Select the vendor's Bank from the drop down list box (banks that display for selection have been set up in the BANKS directory). When you TAB out of the field, the bank name displays automatically below the ABA number. Select the Prenote checkbox option to send an information file to the bank the next time you create a file for direct deposit. This file will contain banking information with zero dollars. After the prenote file has been sent to the bank, the checkbox is deselected automatically. Then, when the Remit ID is selected for payment the specified Bank and Account No will be used. Select the account Type from the drop down list box - Checking or Savings. In the Acct No field, enter the bank account number (up to 17 characters). If you want to print a stub (paper copy) to attach to your information and/or to send to the vendor, select the Print Stub checkbox option. If you add additional Remit ID records, Banking Information will need to be added for each Remit ID. However, if all Remit IDs use the same bank information as the vendor, you do not need to enter Banking Information on the Remit Info tab; INSTEAD, complete the fields on the Bank Info tab. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 4

9 Bank Info Tab When you update or add a vendor who is also an employee, the payment Type will default to the same information set up in the CSIU Payroll application. The Bank Info tab does not need to be populated with the employee's bank information; rather, the bank information will default to what is set up in the Payroll EMPLOYEE MASTER. If the employee has more than one bank account in Payroll (up to three different banks can be entered), the employee's default bank will be used for the direct deposit from Fund Accounting. The only time you will need to add a bank is if the employee chooses a different bank and/or account than what he/she is using in Payroll. For vendors who are not employees, the Bank Info tab will need to be populated with the banking information for the Order Info tab and any Remit ID records that do not contain bank information. Users cannot access bank information unless they have been granted access through the Security application. To enter Information on the Bank Info tab: Select the vendor's Bank from the drop down list box (banks that display for selection have been set up in the BANKS directory). When you TAB out of the field, the bank name displays automatically below the ABA number. Select the Prenote checkbox option to send an information file to the bank the next time you create a file for direct deposit. This file will contain banking information with zero dollars. After the prenote file has been sent to the bank, the checkbox is deselected automatically. Then, when the Remit ID is selected for payment the specified Bank and Account No will be used. Select the account Type from the drop down list box - Checking or Savings. In the Acct No field, enter the bank account number (up to 17 characters). If you want to print a stub (paper copy) to attach to your information and/or to send to the vendor, select the Print Stub checkbox option. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 5

10 ADMIN FUNCTIONS > MASS UPDATE VENDOR EMPLOYEE ID This is a new menu option; please make sure Security has been updated to include it. If the vendor is also an employee, an Employee ID number must be entered. Each ID number must be unique. If the Employee ID that you select is already in use by another vendor, a message displays to alert you and shows which Vendor Code is already using the ID. Optionally, select one or both Display options to specify which records will display in the grid: Only Vendors with No Employee ID (see the example, above) and/or Only Vendors Identified as Personnel (see the example that follows). If neither Display option is selected, ALL vendors will display in the grid. To populate the grid with vendor records that match the specified Display criteria, click the Refresh button. Records display in the grid alphabetically by Vendor Name (a Count displays at the top right of the screen). NOTE: The arrow at the far left of the screen indicates the selected record. The Employee ID field can be updated in mass for vendors who are employees and are identified as Personnel vendors. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 6

11 Simply select the Only Vendors Identified as Personnel checkbox option and click the Refresh button. Right-click in the Employee ID field to use the Find feature from Payroll. Locate the appropriate employee; verify and select the employee Name. His/her ID is entered in the grid. When you click the Save button, the VENDOR record(s) will be updated with the Employee ID(s). Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 7

12 ADDING NEW VENDORS WHO ARE EMPLOYEES Enter the Vendor code. Right-click in the Employee ID field. The Find screen from Payroll displays. Type the employee's last name to use the Search for feature. When you TAB out of the Employee ID field, the employee information will populate the VENDOR record, including the Preferred Payment Type. If an employee's payment type changes, you must manually update the Preferred Payment Type in the VENDOR record. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 8

13 Name: If you populate the VENDOR record using the right-click Employee ID method, please make sure the name is formatted as "First, Middle Initial, Last, + Suffix". If the name you enter contains more than 30 characters, it will be truncated; a message displays to alert you. Click the OK button and then change the entry to the way you want the name to appear. Preferred Payment Type: Payment type options for vendors (whether or not they are employees) include 'Check', Direct Deposit', and 'Credit Card'. When entering a new vendor using the right-click Employee ID method, the Preferred Payment Type is entered automatically as it is set up in the Payroll application. If, for example, an employee's Preferred Payment Type defaults to 'Check', and then he/she requests 'Direct Deposit', the field entry must be updated manually. NEW REPORT: A new report will be available soon. You will be able to generate the report based on Credit Card Activation Date Range, with an option to output the report contents as a file. Revised: 05/14/ Central Susquehanna Intermediate Unit, USA Page 9

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