NEXTGEN TRAINING TRANSACTIONS. I. Vendor Maintenance. Purchase Order Entry. Invoice Entry. Cash Disbursements. V. Journal Entry Cash Receipts

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1 TRANSACTIONS I. Vendor Maintenance II. Purchase Order Entry III. Invoice Entry NEXTGEN TRAINING IV. Cash Disbursements V. Journal Entry Cash Receipts Janet Cowart VI. VII. Queries/Reports Bank Statement Reconciliation VIII. Receipt Module - 2 -

2 I. VENDOR MAINTENANCE VENDOR MAINTENANCE (AP/VMNT) Menu Tree: Accounts Payable Vendor Maintenance 2. Enter name and address of vendor 1. Click Add Click Accept Name and Address 3. To enter different addresses click on the tab then Add/Modify to enter the address. You can enter a different address for General, Remit, PO s, and Returns.. Remember if you have a different address on each tab when you search you will see the vendor 4 different time with the same vendor number

3 4. To enter an address for 1099 s click on tab Put in Taxpayer ID type and Taxpayer ID Then click on Add/Modify II. PO ENTRY/MAINTENANCE SUMMARY PO ENTRY/MAINTENANCE (PO/ENTR) Menu Tree: Purchase Orders PO Entry/Maintenance Use this transaction to add new purchase orders, to change existing purchase order information, and to change a PO s status. 1. Depress the (F2) key or click the New icon. Save when all information has been entered. 2. Tab thru the number field, if system assigned, Tab to Type field. Choose Normal or Blanket. (Blanket purchase orders are DETAIL, this option cannot be checked.) This example will be Normal. 3. Accept or Change the Posting Date. 4. Accept or Change the Document Date. 5. Summary Purchase Order (Checked or Unchecked)

4 Go to tab 2. Vendor Go to tab 3. Requisition 10. Cost Center: Normally defaulted for user, TAB, TAB 11. Allocation Tracking: Check this box, if allocation-tracking items are being entered on this requisition. 12. Yes Add: Click this button to accept/display the requisition information in the list view. 6. Vendor Number: Enter a vendor number or search and select one. The vendor name and address display in the box to the right of the vendor number. 7. Vendor Maintenance: Click on this button to access the Vendor Maintenance transaction, where you can add, modify and delete vendor records. 8. If you hold your cursor over the magnifying glass it will show the remit address that is on this vendor

5 Go to tab 5. GL Go to 6. Instructions ATN/ATT: Enter/Search for the allocation tracking number and select an allocation tracking type 14. Account Number: Enter/Search for the account number, TAB, 15. Distribution $: Enter the amount. 16. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view. 18. Instructions: Enter your instructions or comments. 19. Yes Add: Click this button to accept these instructions 20. Approve 21. Save the Purchase Order 17. Continue until you have added all the items

6 III. INVOICE ENTRY/MAINTENANCE Invoice Entry/Maintenance (AP/IENT) Menu Tree: Accounts Payable Invoice Processing Invoice Entry/Maintenance: 4. Enter a description for the invoice batch (for example, November Batch ) Use this transaction to add new invoices and to change existing invoice information for unpaid invoices. 1. Create a new batch, click New, accept the batch date (the current fiscal month and year is displayed), enter a date, or select one from the calendar, press Tab Enter any comment, or leave the field blank. 6. Select a batch type (AP or Off-line). 7. Click, Save, when done. After you click SAVE the batch number will be displayed on the Invoice tab. 2. Answer following question when prompted: Do you want to add a new batch? 3. Leave the Batch # field blank, and press TAB for the software to assign the batch, or Enter the new batch number and press TAB to manually assign batch numbers. You can click Search to view and select an existing batch number

7 Tab 1. INVOICE 8. Press TAB, TAB 9. Enter the PO prefix and PO #, or select one from the list. These are required if you are associating the invoice with a specific purchase order, TAB, ENTERING INVOICES THAT ARE NOT ASSOCIATED WITH A PURCHASE ORDER Complete Steps 1 thru 15 above 16. Go to 3. REQUISITION The vendor number is automatically displayed when you enter a purchase order number. If you did not enter a purchase order number, you MUST enter a vendor number, or search and select one. 11. Enter the invoice number. DO NOT USE SYMBOLS IN THIS FIELD. 12. The software automatically combines invoices selected for a single vendor on one check. To print a single check for the invoice (to not combine this invoice with other invoices for payment), check Separate Check. 17. Accept the default or Enter the Cost Center, Originator, Ship to Attention, Delivery Attention field. 18. Check the Allocation Tracking box, if allocation-tracking items are being entered on this requisition. 19. Click the Yes, Add button to accept the requisition information. 13. To create a Summary Invoice, one that does not contain item detail (even if the purchase order did contain item detail), check this parameter. 14. Enter the Gross Invoice Amount (the amount before any discount). 15. Submit and Save the invoice now, with a status of Not merged NOTE: Continue with Steps 31 thru

8 20. Go to 5. GL 21. Distribution by Document or Distribution by Item: Selecting by ITEM will allow distribution of the expenses separately. Distribution by Document can be set as a default. Invoice Entry Procedure Detail - Without a Purchase Order Begin with # Invoice (page 10) thru # 20., proceed to Step Go to 4. Detail 29. Click on this tab or button to enter, change, delete or view, detail information (items, quantities, unit costs). Remember, the total of all extended costs must equal the net invoice amount. 22. Enter/Search/Modify/Select the Account Number, TAB. 23. Distribution $: Enter the amount. 24. Yes Add: Click this button to accept this distribution. The accepted distribution is displayed in the list view. 25. Continue until you have added all the items 26. Submit and Save. NOTE: Continue with Steps 31 thru Return to # GL thru # Run Invoice Batch Listing and verify vendors are correct and totals balance to the Invoices 32. Merge the Invoice Batch. 33. Invoice Batch Maintenance - Use this transaction to view batch information, to change the batch description, comment, and to delete an entire batch of Not Merged invoices

9 IV. Cash Disbursements Add a Description for the batch. 1. Select Invoices to be Paid Start a NEW Check Batch, press TAB and Answer the question: Do you want to add a new check batch? Select the Order for Printing Checks Invoice Selection Criteria will be defaulted. Accept defaults or Modify dates. Press Enter (F1) on the toolbar, which will bring you to this screen: Select the invoices by putting a check mark in the box next to the invoice Click Accept Selected Check Batch Number is assigned -- Make Note of this number Click, Exit and move to Step

10 Did The Checks Print Correctly, Click YES, if they did. 2. Projected Cash Disbursements NOTE: It is easier to correct the check run here, check carefully! Select Order By criteria Enter the Check batch number from Step 1 into the Check Batch # field, and then TAB. Select which Component (if any) you want total the report by. Print Check Register 3. Print Checks Select your Bank Code, TAB Enter the check batch number from STEP 1 in the Check Batch # field, TAB Enter the number from the first check into the Starting Check Number field, TAB. Enter Check Date Click to send checks To Report Viewer Click Enter (F1) on the toolbar to generate the checks. Enter the check batch number in the Check Batch # field and Press Enter (F1) on the toolbar to generate and print the report Exit

11 5. Update General Ledger 7. Delete Check Batch (Only use in rare situations) To discard the check run and start from scratch, go to the Delete Check Batch transaction. Enter the number of the check batch you want to delete. Click Enter to delete the batch. Select the Posting Date, TAB Enter your check batch number in the Check Batch # field SAVE to Update General Ledger The Verify Delete message will appear. Click Yes to Delete the Check Batch. Note to User 6. Actual Cash Disbursement Register (Optional) Select Order By Enter Check Batch Number from Step 1 Spoil any ruined checks associated with the check batch in the Check Maintenance transaction. Once a Check Batch is deleted, create a new check batch in the Select Invoices to Be Paid transaction, print the mandatory reports and then start the check printing process. Select components (if any) you want total the report by

12 Restarting an Accounts Payable Check Run 3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks. Example 1 Printer Jammed, All Checks Look Good ( ), Restart at Next Check (Check Number 7003) 1. If you need to restart a check run, when the Print Checks dialog box appears, Click NO (the checks did not print correctly). 2. The Restart Checks dialog box should appear. Choose the FIRST option Restart Checks/Statements Starting at Certain Check# (Aligned). Enter in the check number of next check to be printed (7003). Click OK. 4. If the Report Destination was To Report Viewer the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was To Printer the checks should be sent directly to the chosen printer. 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly

13 Example 2 Do Not Use Pre-Printed Checks (AIG, 3 rd Party Vendor), Want to Run All Checks Again 1. Click NO on Print Check dialog box. 2. The Restart Checks dialog box should appear. Choose the SECOND option Restart All Checks and Statements Aligned. Click OK. Example 3 Printer Jammed, Checks Ruined, ( ), Spoil and Reprint Checks (Starting Check Number 7003) 1. Click No on Print Check dialog box. 2. The Restart Checks dialog box should appear. Choose the THIRD option Spoil Checks and Reprint Checks. Enter in the check number range to be spoiled ( ). Enter the New Starting Check number (7003). Click OK. 3. The Printer dialog box should appear. Choose the correct Printer Name and Paper Size of the drop down boxes. Click Go to print the checks. 3. The Reprint Check Batch dialog box will appear. Verify the starting check number and Click YES to print the checks. 4. If the Report Destination was To Report Viewer the checks report will be minimized on the task bar. Click on the report to look at the check results and then click the Printer icon to print the checks. If the Report Destination was To Printer the checks should be sent directly to the chosen printer. 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly. 4. You will be prompted to run a test alignment. Click No. 5. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly

14 Example 4 Printer Jammed, Checks are Good, Checks are Unusable, Spoil Checks and Reprint Checks (Starting Check Number 7008) 4. The Starting Check/Vendor message will appear. Verify that the starting Check Number and Vendor number are correct, Click Yes if this information is correct. 1. If you need to restart a check run, when the Print Checks dialog box appears, Click No, the checks did not print correctly. 2. The Restart Checks dialog box should appear. Choose the THIRD option Spoil Checks and Reprint Checks. Enter in the check number range to be spoiled ( ). Enter the New Starting Check number (7008). Click OK. 5. You will be prompted to run a test alignment. Click No. 6. The Print Checks dialog box appears, Click Yes if the checks printed properly. Click No to Restart the run again. You can continue to reprint the checks until they are printed correctly. Note to Users If you have to restart several times, be sure to choose the To Viewer option to double check that the appropriate check numbers appear on the checks. Also, if you choose the To Viewer option, if you are going to restart, make sure to close the current report that is minimized. If you want to just to discard the check run and start from scratch, go to the Delete Check Batch transaction. You will then have to start from the Select Invoices to be Paid transaction and go through the check run process again. 3. The Reprint Check Batch dialog box will appear. Verify the starting check number and Click Yes to print the checks

15 Accounts Payable Void Check 9. The Updated Journal Entries report will be created. You should Print the report before you continue. Example 1 Void Check/Reissue Invoice on a New Check - Check was lost in the mail, Reissue a new check to vendor. 1. Open the Accounts Payable Void Check transaction. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. 2. Choose the Bank Code. 3. Enter/Search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. If the invoice(s) are to be paid on another check, you must either include the invoice(s) in a check batch through the Select Invoices to be Paid transaction or pay the invoice(s) through the Offline Check Maintenance transaction. 11. After you have finished voiding all checks, click Exit on the toolbar to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 8. If the original check date is in a different period than the posting date, the following message will appear. This message verifies that the user wishes to post the void in a period other than the check date. It also states that the dollars posted as paid to the vendor will be reversed based on the check date

16 11. When you Double-Click on the invoice, the Void Check program brings up the Invoice in the Invoice Entry transaction for modification and/or deletion. Example 2 Void Check & Delete Invoice - Check should not have been written to vendor. Invoice should not have been paid. 1. Open the Accounts Payable Void Check transaction. 2. Choose the Bank Code. 3. Enter in or search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. 8. If the original check date is in a different period than the posting date, a posting warning will display. 9. The Updated Journal Entries report will be created. You should Print the report before you continue. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. The invoice(s) will NOT be issued on another check, then you must delete these invoices. 12. To Delete the Invoice, Click Delete, Change the Posting Date to the Period that you want the reversal of Expense and AP Control to be posted and then Click Update. Each invoice must be deleted separately. Double Click on the invoice that you wish to delete. 13. You will receive a message asking whether you want to delete the invoice. Click Yes

17 14. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No. 15. After the invoice has been successfully deleted. You will receive an updated journal entries message. 16. Exit the Invoice Entry transaction. You will be brought back into the Void Check Transaction. If there are more invoices to be deleted on this check, you must doubleclick each one separately and delete each one as explained above. 17. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. Example 3 Void Check/Change Invoice/Reissue Invoice on a New Check - Check was written for the wrong amount. Invoice was entered for wrong amount. 1. Open the Accounts Payable Void Check transaction. 2. Choose the Bank Code. 3. Enter in or search for the check number you wish to void. 4. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 5. Enter a comment (reason) for voiding the check. This is a required field. 6. Click on Void to void the check. 7. Verify that this is the check you really want to void. 8. If the original check date is in a different period than the posting date, a posting warning will display. 9. The Updated Journal Entries report will be created. You should Print the report before you continue. 10. After the void is complete, the invoice(s) on the check are displayed. This invoice(s) are now eligible for payment on another check. If the invoice(s) need to be modified and reissued on another check, you can modify them by Double Clicking on the invoice to be modified. 11. When you Double-Click on the invoice, the Void Check program brings up the Invoice Entry transaction and displays the invoice for modification and/or deletion. 12. To modify the Invoice, Click Change, make any necessary modifications to the invoice and then Click Save. Be sure to Change the Posting Date to the Period that you want the changes to appear

18 13. If you did not change the posting date, the following message will appear. Click Yes if you want to change the posting date. You must then change the posting date and click Update again. If you do not want to change the posting date, then Click No. Example 4 Void Check/Change Invoice/Reissue Invoice on the Same Check - Check was entered into the system with wrong vendor number, but check was hand written for the correct vendor. 14. After the invoice has been successfully modified, you will receive an updated journal entries message. 15. Exit the Invoice Entry transaction. You will be brought back to the Void Check Transaction. If there are more invoices to be modified on this check, you must doubleclick each one separately and change each one as explained above. 16. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 1. Void the Check 2. Open the Accounts Payable Void Check transaction. 3. Choose the Bank Code. 4. Enter in or search for the check number you wish to void. 5. The current system date is displayed. Accept/Enter/Select one from the calendar. This is the date to which the reversing journal entries will be posted. 6. Enter a comment (reason) for voiding the check. This is a required field. 7. Click on Void to void the check. 8. Verify that this is the check you really want to void. 9. If the original check date is in a different period than the posting date, a posting warning will display. 10. The Updated Journal Entries report will be created. You should Print the report before you continue. 11. This invoice(s) are now eligible for payment. The invoice(s) are to be issued with the same check number, you must first delete the check from the permanent check file. A. Modify the Invoice 1. To display the invoice for modifying or deleting, double click on the invoice in the list view. Click on Change to modify the re-opened invoice to change the Vendor number or invoice number. Click on the Change Vendor/Invoice Number button and make the appropriate changes. Click on Save after all changes have been made

19 2. After modifying the invoice, click Exit to exit the Invoice Entry/Maintenance transaction. When you exit the transaction, the updated journal entries will be displayed in the report viewer. Print the report before you continue. 2. Click on the Process Single Check option box. Enter the correct bank code and check number. Tab or click Enter to bring in the check information. 3. After you have finished voiding all checks, click Exit in the Void check transaction to return to the menu. The software will ask you if you have printed the void check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 3. Click on Delete and then Save. You will then asked if you want to delete the check, Click on Yes if you want to delete this check. Click on No if you do not want to delete this check. B. Delete the Check from the Permanent Check File 1. After the Check has been voided, you need to delete the check from the permanent check table using the Check Maintenance transaction (Check Processing Folder). This removes the incorrect check information from the appropriate tables and makes the check number available to be reused. 4. Once you click on Yes, the check will be deleted. The software will display a message when the check has been deleted. 5. Exit the transaction once the check has been successfully deleted

20 C. Reissue the Check 1. Open the Offline Check Maintenance transaction. 2. Enter the current accounting period posting date. 3. Enter the Vendor Number and then select the correct invoices for payment. 7. Click on Save to update the check information. The software will display a message when the check has been updated and the job completed. 8. When exiting the transaction, make sure that you have printed the check register and the updated journal entries. 4. Enter the Bank Code. 5. Enter the Check Number (same check number previously deleted) and the Check Date. 6. The Check Amt will be displayed based upon the invoices selected for payment

21 Offline Check Maintenance 3. Default Batch # will be entered, do not change. Vendor # will be populated. Example 1 Enter and Pay a New Invoice 1. Open Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. Invoice Entry/Maintenance transaction will load since no invoices are available, Press TAB and the message to add a new batch will appear. Click, Yes, to create the new batch. 4. Enter the invoice number and amount on Tab 1, Shipping information on Tab 3, and Account Number on Tab When finished Click Submit and then Click Save. 6. Exit the Invoice Entry/Maintenance transaction. 7. The Merge the Invoices message will appear. Click Yes, to merge the batch. Enter the Vendor Number for the check you wish to add, Press Tab 8. At this point the Journal Entry is created and printed, and the Merged Invoice Batch Listing is created

22 9. The invoice appears in the Offline Check Maintenance list view selected for payment, Click the option box for Print Check, enter the Bank Code, Check # and Check Date and click Save. Example 2 Pay an Existing Not-Merged Invoice, Vendor Needs Check Immediately 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date.. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. To select a Not Merged invoice(s) for payment, Click on the View Submitted Invoices button. 10. The software will continue prompting the User to print the check and create the reports and Journal Entries. 11. Here the information is defaulted and you are given the opportunity to view the Check, change the printer or exit. Per instructions on the form, Click Enter to Print Checks. 5. The Add/Change Invoices button is available if you need to Add additional invoices and/or change existing invoices for this vendor. 6. To select an invoice(s) for payment, click on the check box beside the invoice number and then click the Accept Submitted button. 7. The Move/Merge Invoices message will appear. The invoice(s) checked will be moved from their existing Not Merged invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be able to pay the invoice(s) if you do not click Yes. 12. Once you answer the prompts, close the above transaction. 13. Exit the OCM transaction, you will be prompted to print the check register

23 8. If no offline checks have been entered for the calendar month/year, the message to add a new batch will appear. Click Yes, to create the new batch. 11. The Move/Merge Invoices message will appear again. The invoice(s) checked will be moved from their existing Not Merged invoice batch to an offline batch and merged. Click Yes to merge the invoice(s). You will not be able to pay the invoice(s) if you do not click Yes. 9. The Invoice Batch Maintenance form will appear. Click Save to add the batch. Then Click Exit to return to the Offline Check Maintenance transaction. 12. The Offline Check Merged Invoice Batch Listing will be created and minimized on the task bar. You should Print the report before you continue. 13. When the Offline Check Maintenance transaction displays, the invoice(s) will display in the list view selected for payment. Enter the Bank Code, Check Number and Check Date. 10. The Offline Check Maintenance transaction will appear again. Click Accept Submitted. 14. If you wish to print the check, Click on the Print Check box

24 15. Click Save to update the check information. The software will display a message when the check has been updated and the job completed. Example 3 Pay an Existing Merged Invoice, Vendor Needs Check Immediately 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 16. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 4. The invoice(s) will appear unchecked in the list view. To select an invoice(s) for payment, click on the check box beside the invoice number. Enter the Bank Code, Check Number and Check Date. 17. The software will then ask you to print the updated journal entries report. You should print the report. 5. If you wish to print the check, Click on the Print Check box. 6. Click Save to update the check information. The software will display a message when the check has been updated and the job completed

25 7. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. Example 4 Pay an Existing Merged Invoice that has been Selected for Payment in a Not Paid Check Batch 1. Open the Offline Check Maintenance transaction. 2. Today s date is displayed as the Posting Date, Accept or Change this date. 3. Enter in the Vendor number for the check that you wish to add and Press Tab. 4. Click on the View Invoices Selected for Payment to see invoices that have already been attached to a accounts payable check batch. 8. The software will then ask you to print the updated journal entries report. You should print the report. 5. To select an invoice(s) for payment, Click on the check box beside the invoice number then Click Accept Selected

26 6. The Unselect Invoices message will appear. Click Yes to move the selected invoices from the accounts payable check batch to this Offline Check batch. 7. Enter the Bank Code, Check Number and Check Date. To print the check, Click on the Print Check box. V. Journal Entries Cash Receipts Use this transaction to record cash receipts and any journal entries that are not automatically generated and recorded by other transactions. Manual journal entries include: Cash Receipts Accounts Receivable Bank interest earned and bank charges Reclassifying/correcting journal entries Non-sufficient funds checks adjustments Reclassifying journal entries The most common Journal Codes used are: J/E (Journal Entry), C/R (Cash Receipt) and TRN (Transfer): 8. Click Save to update the check information. The software will display a message when the check has been updated and the job completed. FACTS 9. Click Exit to return to the menu. The software will ask you to print the check register. Click No if you need to print the check register. Click Yes if you have already printed the check register. 10. The software will then ask you to print the updated journal entries report. You should print the report. When entering cash receipts the software automatically creates the cash-account journal entries based on parameters recorded in the Bank Code table, Balance Sheet Business Rules and components in the revenue accounts. Bank codes must exist in the Bank Code table (GL Table Maintenance/Bank Code Maintenance) table and cash accounts must be assigned to bank codes before cash receipts can be entered. G/L account components must exist in the G/L Components table and G/L accounts must exist in the G/L Accounts table (GL Setup/Component Maintenance) before the accounts can be entered in this or other transactions

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