Quick Reference Sheet Accounts Payable Process

Transcription

1 Quick Reference Sheet Accounts Payable Process Table of Contents Creating and Entering an Accounts Payable Document... 2 Open the Role... 2 Open a new AP GST Invoice Document... 2 Complete the AP GST Invoice... 3 Complete the AP GST Invoice header details Complete the Dissections fields... 5 Add Attachments... 6 Saving the Document... 6 Send the AP GST Invoice for Approval... 7 Approval Options... 8 Document Workflow... 8 Document files created by you... 8 Document files created by another user... 9 Duplicate Invoice Error Reporting Print the Document

2 Creating and Entering an Accounts Payable Document Access to the Accounts Payable Process is via the General Enquiries and Reports with Purchasing role. Open the Role You can select the General Enquiries and Reports with Purchasing role from the log in screen. If you have multiple roles and need to change to the General Enquiries and Reports do so via the My workplace link: 1. Click on My Workplace : 2. Select the AP Transaction Entry tab: Open a new AP GST Invoice Document Once the AP Document Entry workplace opens, click on the AP GST Invoice link in the task pane to create a new invoice entry

3 Note: At times the document you were working on displays when you log into the AP Document Entry workplace again. Best practice is to clear the screen when you first log in to prevent errors. Complete the AP GST Invoice Complete the AP GST Invoice header details. 1. Invoice Number: The invoice number is the number on the suppliers invoice. Note: Please contact Accounts Payable if you have an invoice from a supplier that does not use invoice numbers. 2. Invoice Date: Enter the date the invoice was raised. 3. Ledger: Select the code AN for access to the suppliers ledger and SP for access to the Students ledger. 4. Supplier Account: Enter the suppliers account number, or search for it using the search function: 4.1 Click on the picklist in the Supplier Account text box to open the search function. 4.2 The system has a search criteria Data Entry Control set to Active which means only active accounts will be displayed. 4.3 Add criteria by clicking on the Add Criteria link. 4.4 Select the criteria by clicking on the drop down arrow. The most common search criteria is the Account Name or the ABN number. 4.5 As the account name can be entered differently into Finance One use the wildcard entry in the Account Name field. E.g. %palm% - the system will search for the letters P, A, L, M in a row regardless of any spaces, hyphens etc

4 5. Supplier Details: The supplier details will populate when you tab out of the Supplier Account field. Check the address and ABN against the invoice to ensure you have the correct supplier. 6. Inc/Exc Entry Option: Defaults to Inclusive. Enter the invoice amount as either GST Inclusive or GST Exclusive. 7. Payment Due Date: The due date will default to the terms in the Suppliers details. You can change the due date if required. The due date can also be back dated. Any invoice post-dated will come up in the next payment run. 8. Invoice Amt: Enter as per the invoice and by your preferred method of GST Inclusive or Exclusive. 9. Invoice Description: Enter as much detail about the purchase as possible. There is space for 30 characters in each box. This information goes to Accounts Payable and the remittance advice. 10. School/Area: This is a mandatory field. 11. Separate Cheques: Separate cheques are requested when a supplier needs to allocate the payment separately e.g. for student prizes and Westsure payments. 12. Internal Reference No: This is a non-mandatory field. Note: Tab through the field so the information populates. You can use the Copy, Paste Special function or the Macro function to complete invoices regularly received by suppliers. See the Copy, Paste Special or the Macro documentation for instructions on how to create your templates for either method

5 Complete the Dissections fields 1. Ledger: The system defaults to a ledger code of GL. Tab to the next field. 2. Account Number: Enter the account number, if known, or use the search function. Tab to the next field. 3. Account Number Description: Will populate when you tab out of the Account Number field. Check the description to ensure you have the correct account number. 4. GST Code: Should reflect the Inc/Exc Entry Option from the Header. 5. Inclusive/Exclusive/GST Amt: Check that the GST amount is the same as the invoice. If the amounts do not match there is usually a GST exclusive amount on the invoice. In this case you will need to enter the GST amount in one line of the dissection and the GST exclusive amount in a second line. (Please contact Accounts Payable should you need assistance). 6. Narrative: The narrative populates from the header (section 7 Invoice Description), however you can change if required. The dissection narrative populates to the GL

6 Add Attachments Attach the supplier invoice by selecting the Attachments tab and using the attachments toolbar. Best practice is to always have the suppliers invoice sent to you in soft copy so you can attach it to the AP GST Invoice. Note: Attach the invoice only, not the . Alternatively, scan the invoice and then attach it to the AP GST Invoice document. Saving the Document Select to Save Document File if you have not completed the document and are not ready to submit it for approval. An error warning may display when you save the document file if the file has not been completed. Click OK to override the message

7 Errors must be fixed before the document can be sent for approval. Fix errors by: 1. Note the error message details 2. Click on the document link 3. Fix the error 4. Save the document file or send it for approval. Note: The document file number is displayed in the Document File area of the left hand task pan once the document file has been saved. Send the AP GST Invoice for Approval 1. If you have previously saved the document file close all windows in the Entry screen until you see the AP Invoice List screen. Click on the link for the document file to open it. 2. With the document open, select Submit AP Document for Approval from the task pane. 3. The Submit AP Document for Approval dialogue box appears. Check that the Next User details are correct, enter any comments and click OK to submit

8 Approval Options Accounts payable will either: 1. Approve and Post your document file for payment: No further action is required by you. 2. Reject the document file: If Accounts Payable reject the document file it will come back to the create user for actioning via the workflow. An will be sent advising of the rejection. Comments are added by Accounts Payable advising of the action to be taken so the document may be approved e.g. no invoice attached; invoice amount does not match the document amount. 3. Delete the Document File: Accounts Payable can now delete the document file instead of sending it back to the create user for actioning. The AP team will contact the create user to advise that the document file will be deleted and a new invoice needs to be raised. Document Workflow You can check the progress of the AP GST Invoice through the workflow by retrieving the document and selecting Workflow Item Details in the task pane. There are a couple of ways to retrieve the document file from the AP Invoice List screen (this screen is the default window for the AP Invoice Entry screen.) Document files created by you The list will display all document files created by you. You can scroll to the required document and click on the document file link to open the document file

9 Document files created by another user Change the document type box to All Document Files and retrieve. Refine the search by adding the Created by criteria if you know the staff number of the person who created the document file. With the document open, select Workflow Item Details from the Document File Actions in the task pane

10 Check the Task Details to see where the document file is in the workflow: Note: From here you have the option to delete or reassign the document file and to cancel the workflow. Duplicate Invoice Error This error may occur if the supplier does not issue invoice numbers e.g. Cab Charge. If you receive an error message to advise the invoice number you have entered is a duplicate invoice number do not change the invoice number. This situation may occur if 2 charges have occurred on the same day and you are using the Account Number/Date or full date naming convention. First, check with the supplier to ensure they have not issued a duplicate invoice. If not then use the naming convention with an A at the end e.g A. Reporting To access general information which shows invoice and vendor details, submission date, EFT pay date, cost centre number and pay period in Finance One you conduct an Accounts Payable Enquiry. Please see the Quick Reference Sheet Accounts Payable Enquiry

11 Print the Document You can print the document in 2 ways: 1. From the document list Highlight the document you wish to print by clicking in the column at the beginning of the line then clicking on the AP Invoice Print in the left hand task pane: In the print window set the Processing Options in the task pane to Run report on this computer and the destination to Print the report to a window :

12 The document will display as a PDF for you to print or save: OR 2. With the document open, select Print Invoice from the Links to other functions section of the task pane. Note: do not select Print from the Document Actions area. In the Print Options dialogue box select Print the report to a window then OK: The document will display in the Finance One window for you to action: