Accounts Payable. CASELLE Clarity. Commitment TO COMMUNITY. User Guide

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1 CASELLE Clarity Accounts Payable User Guide Commitment TO COMMUNITY Learn how to use Clarity applications, where to find tools, how to fill in reports, and set up forms

2 Table Of Contents Approval process... 1 Approval Criteria Setup... 1 Approve Requisitions... 4 Checks... 7 Checks... 7 Check Register... 8 Delete Checks Invoices Adjust Invoices Create Recurring Invoices Credit Memos and Discounts Enter Invoices Import Invoices Invoice Register Invoice Report by GL Account Paid Invoice Report Select Invoices for Payment Unpaid Invoice Report Vouchers Inquiry Purchase Order Inquiry Requisition Inquiry Vendor Inquiry Organization Checkout Recalculate Delete History Load Beginning Balances Update General Ledger Update Project Accounting Organization Set up the organization's information Current year Direct payment Employer ID General Ledger interface Keep [ _ ] years of history Last recurring invoice date ii

3 Table Of Contents Organization contact information Purchase orders Allow invoice to exceed purchase order amount Passwords Tracking Turn on/off interface to General Ledger, Materials Management, Project Accounting, or Asset Management User-defined fields Sales Tax Rate Shipping Addresses Terms Payments Payment Approval Report Purchases and requisitions Enter Purchase Orders Enter Requisitions Approve Requisitions Cancel Requisitions Close Open Purchase Orders Create PO from Requisitions without Vendors Create Purchase Order from Requisition Purchase Order Audit Trail Report Purchase Order Exception Report Purchase Order Inquiry Purchase Order Register Purchase Order Report Purchase Orders Requisition Budget Report Requisition Budget Report by GL Account Requisition Inquiry Requisition Register Requisition Status Report Requisitions Vendors Activate ACH Prenotifications Create ACH File Delete Vendors Merge Vendors Renumber Vendors iii

4 Clarity Accounts Payable Vendors Vendor History Vendor Inquiry Vendor List Reports Requisition Register Remittance Advice Report Aging Report Discounts Not Taken Report Invoice Register Cash Requirements Report Check Register GL Reconciliation Report Invoice Report by GL Account Purchase Order Audit Trail Report Purchase Order Exception Report Paid Invoice Report Purchase Order Register Purchased Items Report Received Items Register Requisition Budget Report Requisition Budget Report Requisition Budget Report by GL Account Requisition Status Report Unpaid Invoice Report Vendor List Vouchers Reporting Recipients Reconciliation Report s Adjust 1099 Balances Checkout 1099 Recipients Convert Year-end Tax Information Index iv

5 Approval process Approval Criteria Setup The approval criteria identifies the steps for approving a requisition. In this application, Step 1 is the first, or lowest, level of approval required. Example: For example, Step 1 is a clerk, Step 2 is a supervisor, Step 3 is a manager, Step 4 is a vice president, and Step 5 is the president. Add/remove approval groups An approval group includes all of the groups in the organization that need approval for amounts greater than the specified amount. How do I add an approval group? Click Add Group. Then use the pane, located below Approval Groups area, to set up the approval group properties. How do I delete an approval group? Use the Approval Groups list to select a group. Click on a group to select it. Then, click Delete Group. Change the approval group name The approval group name is description assigned to an approval group. It is stored in the Description field. Start by selecting a group from the Approval Groups list. Then, use the Description field to type in a new group name. 1

6 Clarity Accounts Payable Automatic approval threshold The automatic approval threshold is an amount that you assign to a group. When the amount being approved is greater than the threshold amount, the items will be sent to the individuals in the Approval Group for approval. Amounts that are less than the threshold amount will not be included. Override previous steps Use override previous steps to allow an approver to approve an amount even through the amount has not been approved by the approver in the previous step. For example, if an approver in Step 1 rejects a requisition and an approver in Step 2 has the authority to override previous steps, then the approver in Step 2 can approve the requisition and send the requisition to the next step in the approval process. Do you want to allow the group to approve amounts that have not been approved by the previous group? Yes, allow the approvers in this group to override the approvers in the previous step. Click to select Override Previous Steps. No, require approvers in the previous step to approve amounts. Click to deselect Override Previous Steps. Add/remove users A user is a person who will use this application. You need to determine which users are assigned to each group. The users in a group are responsible for approving or rejecting amounts that are greater than the approval threshold. How do I add users to a group? Use the right pane, select a group from the Approval Groups list. Next, click Add User. Use the Search form to select a name to add to the group. Then, click OK. You can add one user at a time. How do I remove a user from a group? 2

7 Approval process Use the right pane, select a group from the Approval Groups list. All of the users that are assigned to the group will appear in the User list. Click to select the user that you wish to delete. Then, click Remove User. Approval steps for Use Approval Steps For to set up approval steps for all departments or a specific department. Which departments will use the approval steps? Apply these steps to all departments. Use the Approval Steps For drop-down list to select All Departments. Apply these steps to a specific department. Use the Approval Steps For drop-down list to select a department name. Steps A step is a level within the approval process. Each step, or level, is assigned to a group that is authorized to approve amounts up to a specific threshold. How do I add a step? Click Add Step. A new step will appear on the form. Then, fill in the options in the Step X area, where X is the number assigned to the step. How do I remove a step? Click Delete in the Step X pane. Groups After you create an Approval Group, you can assign it to a Step by clicking and dragging the approval group to the Groups field, like this. 3

8 Clarity Accounts Payable All groups or any groups A group refers to an approval group. All groups means all of the groups listed in the Groups field for a given Step must approve the amount. Any groups means the amount must only be approved by one of the groups listed in the Groups field. Change order of the steps The approval hierarchy is defined by the order in which the approval steps are assigned in Approval Criteria Setup. Changing the assigned number will also change the approval step order. The steps appear on the screen in order. You can change the approval order by clicking the Up and Down buttons, located in the Step X area. Approve Requisitions Use Approve Requisitions to approve requisitions based on the settings in Setup Approval Criteria. Approve requisitions 1. Open Clarity Accounts Payable > Purchases and Requisitions > Approve Requisitions. 2. Set up the options. 3. Select the requisitions to approve. 4. Click GO (Ctrl+G). Show only requisitions from department Use Show Only Requisitions from Departments to select which requisitions will be included in the transaction grid. Do you want to show requisitions for all departments? 4

9 Approval process Yes, I want to show requisitions for all departments. Select All Departments from the Show Only Requisitions from Department drop-down list. No, I want to show requisitions for a single department. Select the department's name from the Show Only Requisitions from Department drop-down list. Authorized by The Authorized By is the name of the individual who will approve the requisitions. Who will authorize the approved requisition? Select the name of the individual from the Authorized By list. The Authorized By field is a selfvalidating field. Names that have been added to the list are saved. Add a new name to the Authorized By list. You can click on the Authorized By field to type in a name. Leave the Authorized By field blank. This field is not required. You can leave this field empty. Transaction grid The Transaction Grid displays the requisitions that need your approval on the My Queue tab, the requisitions that will be coming to you in the future on the Coming tab, and an approval log on the History tab. What do you want to do? I want to approve a single requisition. Locate the requisition in My Queue. Then, select the Approval checkbox. Click GO. I want to approve multiple requisitions. Like approving a single requisition, locate the requisitions in My Queue. Then, select the Approval checkbox and click GO. I want to approve all requisitions. Click Select All (Ctrl+Shift+F2) to select all of the requisitions in My Queue. All of the checkboxes will be selected for all of the requisitions. Now, click GO. Show me more options. Right-click on the grid to display a menu. Use the menu options to filter, group, or save settings. Save settings Use Save Settings (Ctrl+S) to save the current settings for later. Refresh settings Use Refresh Settings to restore the default settings. Accept all Click Accept All (Ctrl+Shift+F2) to select all of the requisitions on the My Queue tab. Cancel all Click Cancel All (Ctrl+Shfit+F3) to deselect all of the selected requisitions. 5

10 Clarity Accounts Payable Clear all Click Clear All (Ctrl+Shift+F4) to the selected requisitions. 6

11 Checks Checks Use Checks to print checks, or reprint checks. Print checks 1. Open Clarity Accounts Payable > Reports > Checks. 2. Select a report title. 3. Set up the report options. 4. Load the check stock in the printer. 5. Click Print (Ctrl+P). Reprint checks You can reprint a check if the following requirements are met: The check was never printed, or The check was ruined during the print process, and The check was never updated to the General Ledger. Do this Open Accounts Payable > Reports > Print Checks. 2. Go to the Reprint tab. The check numbers that have printed display in the grid. 3. Select the checks to reprint. 4. What do you want to do? Reprint a ruined check: Click Void Check Number and Reset for Reprint. Reprint a check issued for the wrong amount: Click Void Check Number and Reset for Reprint. Reprint an invoice that was paid twice: Click Void Check Number and Reset for Reprint. Print a check that never printed: Click Reset for Reprint. Print a lost check: Click Reset for Reprint. Print a check that was ruined by the print process: Click Reset for Reprint. 5. Go to the Report Options tab. The check issue date for the checks that will be reprinted displays in the Check Issue Date field. 6. Select the Check Issue Date. 7. Load the check stock in the printer. 8. Click Print (Ctrl+P). 7

12 Clarity Accounts Payable Void and reprint checks If the check has been updated to the General Ledger, use Invoices and Payments > Void Checks to void the check. Then, use Reports > Checks to print a new check. Click here for more information on voiding and reprinting checks. Check issue dates The check issue date is the date the check was issued. This report will print all of the checks that were issued on the check issue date. What is the check issue date? Use the Check Issue Dates field to select a date. Beginning check number The beginning check number is the first number that is printed on the check stock, or will be printed on the check stock. What is the beginning check number? Use the Beginning Check Number field to enter the first check number on the batch of checks to be printed. Include regular checks A regular check is a check that is printed. This option will include all checks except direct payment checks. Do you want to print checks for regular checks? Yes, print regular checks. Click to select Include Regular Checks. No, do not print regular checks. Click to deselect Include Regular Checks. Include direct payment checks A direct payment check is a check that was paid electronically using an ACH program. This option includes all direct payment checks except regular checks. Do you want to print checks for direct payment checks? Yes, print direct payment checks. Click to select Include Direct Payment Checks. No, do not print direct payment checks. Click to deselect Include Direct Payment Checks. Check Register Print the Check Register to verify that the information printed on the checks generated is accurate. 8

13 Invoices Print a check register 1. Open Clarity Accounts Payable > Reports > Check Register. 2. Select a report title. 3. Set up the report options. 4. Click Print (Ctrl+P). Report dates Do you want to use the current month as the report date range? Yes, I want to use the current month. Continue to the next step. No, I want to use a different GL period. Change the Report Date, or click Advanced Options. Report type The report type determines the type and quantity of information to print on the report. What is the report type? Print the information to post to the General Ledger. Use Report Type to select GL Detail. Print the information on each invoice. Use Report Type to select Invoice Detail. Summarize transactions by date. Use Report Type to select Summary. Uses segment [ _ ] for segment title columns Use this option to create a report column. The account segment is the title of the report column. The report column will show the account segment information on the report. Do you want to print this report for the selected account segment? Yes, print this report for the selected account segment. Use the Use Segment drop-down list to select an account segment. No, print this report without columns for an account segment. Select [blank] as the Use Segment. Print only merchant vendor information Use this option to include checks and invoices associated with merchant vendors. Do you want to print the report for merchant vendors? Yes, print the report for Merchant Vendors. Click to select Print Only Merchant Vendor Information. No, print the report for regular vendors. Click to deselect Print Only Merchant Vendor 9

14 Clarity Accounts Payable Signature lines A signature line is a line that you can add to the report that provides a space for managers and supervisors to sign-off. Example: How do I add a signature line? Use the space on the Signature Lines tab to create the signature line. Click on the white space to type in a description. In the example above, the description is Dated, Mayor, City Council, and City Recorder. Then, use the underscore ( _ ) key on the keyboard to add a line. Press the underscore ( _ ) key again until the line reaches the appropriate length. Save as new report Click Save (Ctrl+S) to save the current settings as a new report. Delete Checks Use Delete Checks to delete check transactions from the Accounts Payable database. Warning! Call Customer Service before you attempt to use this program. This routine will delete check transactions without leaving an audit trail. Delete checks 1. Open Clarity Accounts Payable > Organization > Delete Checks. 2. Set up the options. 3. Click GO (Ctrl+G). Verify the check has been deleted Use Vendors > Vendor Inquiry. Look up the vendor number. Then, click the Checks tab to verify the check has been deleted. Check issue date The check issue date is the date the check was issued. Do you want to use the default date as the check issue date? Yes, I want to use the default date as the check issue date. Continue to the next step. No, I want to use a different date as the check issue date. Click the Calendar button to choose a different date. 10

15 Invoices Check numbers A check number is a unique number that is assigned to each check. What is the check number assigned to the check that will be deleted? I know the check number. Use the Check Numbers field to enter the check number to delete. You can enter a single check number or a range. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Delete all check numbers assigned to the Check Issue Date. Use Check Numbers to enter All. Help me enter the check number. Click Values to show additional options. Vendor numbers A vendor number is a unique number that is assigned to a vendor. What is the vendor number assigned to the check to be deleted? I know the vendor number. Use the Vendor Numbers field to enter a number. Delete checks for all vendors. Use Vendor Numbers to enter All. Help me enter the vendor number. Click Values to show additional options. Save settings Use Save Settings (Ctrl+S) to save the current settings for later. Refresh settings Use Refresh Settings to restore the default settings. 11

16 Invoices Adjust Invoices Use Adjust Invoices to reverse an invoice detail entry. Adjust invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Adjust Invoices. 2. Set up the Options. 3. Use Enter Values to enter the selection criteria. 4. Now, use the Invoice Detail grid to adjust invoices. 5. Click GO (Ctrl+G). Input date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? Yes, I want to use the current date. Continue to the next step. No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY. GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? Yes, I want to use the current GL period. Continue to the next step. No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY. Enter values form When you launch the Adjust Invoices routine, the Enter Values Form displays. You can use the form to enter the selection criteria that will select the invoices to display in the Invoice Detail form. Then, you can enter a value, range, or series. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Clicking the Values button if you need more help filling in the form. This Enter Values form with the default settings. 12

17 Inquiry Invoice detail grid The Invoice Detail Grid displays all of the invoices that match the selection criteria. Use the grid to select the invoices to adjust. Which invoices do you wish to select? Select an invoice. Click to select an invoice. The invoice is highlighted. Select an invoice range. Press and hold Shift, then click on the first invoice in the range. Keep holding Shift and select the last invoice in the range. The entire range is highlighted. Select multiple invoices. Press and hold Ctrl, then click on each invoice. Each invoice is highlighted. Create Recurring Invoices Use Create Recurring Invoices to set up a an invoice that needs to be created for a customer, or group of customers, at regular intervals. Create recurring invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Create Recurring Invoices. 2. Set up the options to select vendors with recurring invoices. 3. Then, select the recurring invoices to create. 3. Click GO (Ctrl+G). GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. 13

18 Clarity Accounts Payable Do you want to use the current period as the GL period? Yes, I want to use the current GL period. Continue to the next step. No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY. Beginning and ending date Use the Beginning Date and Ending Date field to select a GL period. What is the GL period for selecting vendors with recurring invoices? Use the Beginning Date field to enter the first date in the GL period. Use the Ending Date field to enter the last date in the GL period. Vendors Do you want to display recurring invoices for all vendors? Yes, display recurring invoices for all vendors. Use the Vendor field to enter All. No, only display recurring invoices for the selected vendors. Use the Vendor field to enter a vendor number. Use a comma (,) to separate each entry. Use a dash (-) to separate a range. Or, click Values to show additional options. Set create default The Create checkbox is part of the information displayed in the Recurring Invoice grid. You can click the Create checkbox to choose to create a recurring invoice for each vendor, one by one. Or you can use the Set Create Default checkbox to select or deselect the Create checkbox on all of the recurring invoices in the Recurring Invoice grid. Do you want to change the default setting for the Create checkbox? 14

19 Inquiry Set the default setting to create a recurring invoice. Click to select Set Create Default. Then, click Accept All (Ctrl+Shift+F1) to update the values in the Recurring Invoice grid. Set the default setting to not create a recurring invoice. Click to deselect Set Create Default. Then, click Accept All (Ctrl+Shift+F1) to update the values in the Recurring Invoice grid. Recurring invoices grid The Recurring Invoices grid shows the recurring invoices for the selected GL period and vendors. What do you want to do? Create a recurring invoice. Click to select the Create checkbox. Create a recurring invoice for each vendor that shows up on the current screen. Click to select Set Create Default. Then, click Accept Shown (Ctrl+Shift+F2). Create a recurring invoice for each vendor. screen. Click to select Set Create Default. Then, click Accept All (Ctrl+Shift+F1). View the invoice detail for a recurring invoice. Click the asterisk (*) in the Invoice Detail column. The Invoice Detail column is usually located between the Payment Due Date and Create columns. Credit Memos and Discounts Credit Memo A credit memo is a credit amount that is not tied to a specific invoice at the time the credit amount is entered. The system will allocate the credit amount on a percentage basis. Manual allocation is not allowed. Credit amounts can be refunded. Discounts A discount is a credit amount that is tied to a specific invoice. A discount affects the invoice total. It cannot be applied to a different invoice. Write-off A write-off is not the same as a discount or credit memo. Do not use a write-off instead of a discount or credit memo to record a discount, a credit on an invoice, or a credit memo, a credit to an account. Caselle 2.x Users Discounts in the Caselle Clarity Accounts Payable program replaces category codes for both Credit Memos and Unapplied Payments. What happens when I void an invoice? Use the Void Invoice routine to create a credit memo and credit memo applied records to reverse the selected invoice. The transaction description states, Void invoice XXXXX. Only unpaid invoices may be voided. 15

20 Clarity Accounts Payable What happens when I adjust a payment? Use the Adjust Payments routine to reverse the entire payment and payment applied records, and then create a new payment and payment applied records for the new adjustment. Enter Invoices Use Enter Invoices to process invoices. The Enter Invoices form works with other Clarity applications to allow you to: Create an asset in Asset Management. Make inventory available in Materials Management. Link an invoice item to a Job number in Project Accounting. Link an invoice item to a GL activity in General Ledger. Enter invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Enter Invoices. 2. Enter the selection criteria for selecting invoices. 3. Next, enter the invoice. 4. Click Save (Ctrl+S). Change invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Enter Invoices. 2. Enter the Input Date recorded on the invoice. 3. Click Edit (Ctrl+E). 4. Now, enter the vendor number. The transaction grid displays the invoices that were created for the vendor on the input date. 5. Double-click to select an invoice. The invoice information display on the Invoice tab. 6. Now, you can edit the invoice. Delete invoices Delete an invoice to remove an invoice from the Accounts Payable database. You cannot delete an invoice if it is tied to a check. Has the transaction been updated to the General Ledger? Yes, the transaction has been updated to the General Ledger. You cannot make changes to transactions that have been updated to the General Ledger. You can enter a new transaction. No, the transaction has NOT been updated to the General Ledger. Use Enter Invoices to delete the transaction. You'll need to enter the Input Date when the inventory was issued. Then, click Delete (Ctrl+D). 16

21 Inquiry If the transactions have NOT been updated to the General Ledger, what do you want to do? I want to delete a single entry. Click Delete Single Reference Number. Then, enter the reference number. Example:1 I want to delete a range of entries. Click Delete Reference Number Range. Now, enter the first and last reference number in the range. Example: 1 to 10. I want to delete all of the entries entered on the input date. Click Delete All Transactions Input On MM/DD/YYYY. This will erase ALL of the issued transactions that were created on this date. There is no undo for this option. If you're not sure, back up the database before you continue. Input date The Input Date is the date the system will use to record the transaction. Do you want to use the current date as the input date? Yes, I want to use the current date. Continue to the next step. No, I want to use a different date. Click Options (F12). Then, click on the Date field to enter a MM/DD/YYYY. GL period The GL Period is the period the system will use to record the invoices. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? Yes, I want to use the current GL period. Continue to the next step. No, I want to use a different GL period. Click Options (F12). Then, click on the Date field to enter a MM/DD/YYYY. Batch Some organizations assign a batch number or code to all of the invoices that are entered at the same time. Is there a batch number? Yes, there is a batch number. Click Options (F12). Then, use the Batch field to enter the batch number. No, there is not a batch number. Leave the Batch field blank. Bank Which bank will be processing invoices? I want to use an existing bank. Click Options (F12). Next, select a bank from the Bank dropdown list. 17

22 Clarity Accounts Payable Show me more information about the bank. Click Options (F12). Click Additional Information, this button is located at the end of the Bank field. Inventory Options - Update Invoice to Materials Management If you want to use Accounts Payable to record received inventory in Materials Management, select the related inventory number for the invoiced item. This feature allows you to make the inventory available in Materials Management when the invoice is entered in Accounts Payable. How do I make this option available? Use Accounts Payable Organization > Organization > Interfaces to turn on the interface to the Materials Management application. When do you want to update invoices to Materials Management? I want to update invoices to Materials Management right away. Use Options (F12) to select the Update Materials Management When Finished checkbox. This option will update the invoice entry to the Materials Management application as soon as you exit Enter Invoices. I want to update invoices later. Use Options (F12) to deselect the option to Update Materials Management When Finished. When you're ready to update invoice items to Materials Management, run Accounts Payable > Organization > Update Inventory Received to Materials Management. What is the received date? The received date is a field in Materials Management that stores the date when the invoice items were received. Let me choose the received date for each invoice entry. Click Options (F12). Use the option to Specify for Each Inventory Item when you want to use a different date, or you want the option to change the date, while you are entering invoices. Use the input date as the received date. Click Options (F12). Select the Use the Input Date option to set the Received Date to the same date that appears in the Input Date field. Use the invoice date as the received date. Click Options (F12). Select the Use the Invoice Date option to set the Received Date to the same date that appears in the Invoice Date field. Add asset If the Asset Management interface turned on, you'll need to complete this section to create an asset record in Asset Management. Use Clarity Accounts Payable Organization > Organization > Interfaces to make the options in this section available. If you are entering an invoice for an asset acquisition, do you want to create an asset record? Yes, I want to create an asset. Click Options (Ctrl+F12). Select Yes to fill in the information to add the asset to the Pending Asset list in Asset Management. No, I do not want to create an asset. Click Options (Ctrl+F12). Select No to add the asset later. When you're ready, use Asset Management > Setup New Assets. Maybe, I want to choose to create or not create an asset. Click Options (Ctrl+F12). Select the option to Prompt Each Time when you want the option to add an asset but you don't need to add an asset for every invoice. How will this change the Enter Invoices form? 18

23 Inquiry Then, enter the invoice as usual. When the invoice entry is finished, you will be prompted to add the asset information. How do I complete the Add Asset form? When the invoice entry is finished and the invoice includes a GL account for a fixed asset, the system will display the Pending Asset Information form, which allows you to add the asset information. If you have selected Prompt Each Time as the Add Asset setting in the Options form, an Add Asset Information dialog box will ask you if you want to add the asset information. Now, fill in the form and click OK. The system adds the information from the form as a pending asset record in Asset Management. Copy fields Use copy fields to copy the values that are stored in the selected fields on the current entry and paste them into the selected fields on the new entry. You can replace the copied valued when you enter the new entry. Do you want to copy fields? Copy a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will be copied to the Selected Copy Fields list. Click OK. Stop copying a field. Use Options (F12) > Copy Fields tab. Click Select. Use the Selection form to move the fields that will not be copied to the Available Copy Fields list. Click OK. Update the value in a copied field. Even though the Options are set up to copy the field value, you can always edit the contents of the copied field. When you change the value, the routine will copy the new value to the next entry. Vendor What is the vendor name or number? I know the vendor name or number. Use the Vendor field to type in a vendor name or number. Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number. Show more information about the vendor. Use the Vendor menu to select Additional Information. Add a new vendor. Use the Vendor menu to select Add new. Update the vendor's information. Use the Vendor menu to select Modify. Remit to The remit-to is the remittance address, or the address where the invoice is submitted. What is the remittance address for the vendor? Use the default remittance address. This is the address that is currently displayed. Change the remittance address. Use the Remit To field to select another address from the dropdown list. You can Search this field; however, all of the remittance addresses for the current vendor will be displayed in the Remit To drop-down list. Show me more information. Use the Remit To menu to select Additional Information. 19

24 Clarity Accounts Payable Add a new remittance address. Use the Remit To menu to select Add New. Update the remittance address. Use the Remit To menu to select Modify. PO number If this invoice is for a PO that exists in the database, then filling in the PO number will populate the remaining fields on the Enter Invoices form. Clicking Search (F9) will show you all of the POs that have been created for the current vendor. If the PO has not been recorded, then you will need to fill in the invoice information by hand. What is the purchase order number? This invoice has a purchase order. Use the PO Number field to enter a purchase order number. If you want to see all of the purchase orders for the vendor, click Search (F9). This invoice does not have a purchase order. Leave the PO Number field blank. I need to add a PO. If you want to enter a purchase order, click Enter Purchase Orders (Ctrl+Shft+F2). Invoice number An invoice number is a number that is assigned to an itemized list of goods shipped that usually specifies the items, quantity, price, and terms of sale. What is the invoice number? I have the invoice number. Use the Invoice Number field to type in the invoice number that is assigned to the invoice. Help me find the invoice number. You can Search (F9) this field to show a list of previously entered invoice numbers. Invoice date The invoice date is the date recorded on the actual invoice. What is the invoice date? Enter the invoice date. Use the Invoice Date field to enter a different MM/DD/YYYY. Show a calendar to select the invoice date. Click the Calendar button. Terms The terms are the provisions that determine the nature and scope of an agreement for payment. What are the terms for paying the invoice? Use an existing payment term. Use the Terms drop-down list to select the payment terms for paying off the invoice. Add a new payment term. If you need to add a new payment term, use Organization > Terms. Payment due date 20

25 Inquiry A payment due date is the actual date when the bill is due. What is payment due date? Use the default payment due date. The Payment Due Date field calculates based on the selected terms. Change the payment due date. In the Payment Due Date field, enter the MM/DD/YYYY when the invoice must be paid. Discount date If the payment terms include a discount, then the system will use the payment terms to calculate the discount date. A discount date refers to the discount that may be applied if the vendor receives payment on or before the discount date. Is there a discount for early payment? Use the date displayed. The system uses the terms to calculate the discount date. Change the discount date. You can change the discount due date by clicking on the Discount Date field and entering the MM/DD/YYYY. Invoice detail These fields are located on the Enter Invoices > Detail tab. Is the invoice tied to a PO? The invoice is tied to a PO. If the invoice is tied to a PO, the invoice items on the PO will be displayed in the transaction grid, located at the bottom of the form. Use the Accept menu to select an option: Pay the invoice detail: Select Yes or Accept All. Do not pay the invoice detail: Select No. Update the invoice detail: Select Edit. Close the item: Select Close. The invoice is NOT tied to a PO. If the invoice is not tied to a PO, you need to add the invoice items to the Invoice Detail tab. Remember, the number of invoice detail entries that you create is equal to the number of invoice items on the invoice. Inventory number and received date These fields are only available when the Materials Management interface is turned on. If you want to make these fields available, click Options (F12). What is the inventory number? I know the inventory number. Use the Inventory Number field to type in a valid inventory number. I don't know the inventory number. If you're not sure, you can Search (F9) the Materials Management database. 21

26 Clarity Accounts Payable I need to add a new inventory item. If you need to add a new inventory number, use Materials Management > Inventory > Setup New Inventory. What is the received date? Use the displayed date. The Received Date field shows the date that you selected in the Options form. Change the received date. Use the Received Date field to enter the date the inventory was received. Part number The part number is usually listed on the invoice detail. Is there a part number assigned to the inventory? I know the part number. Use the Part Number field to enter the part number. I do not know the part number. Leave the Part Number field blank. Job number This field is only available when the Project Accounting interface is turned on. If you want to link the invoice detail to a job number, open Clarity Accounts Payable Organization > Organization > Interfaces to make the Project Accounting interface available. A job number refers to a user-defined code that is created in Clarity Project Accounting for reporting resources and transactions associated with a specific job. You can use a job number to manage transactions that are created in Clarity General Ledger and the Clarity Project Accounting Suite, which includes Project Accounting, Materials Management, and Asset Management. What is the job number? I know the job number. Use the Job Number field to enter it. I need to look up the job number. You can Search (F9) this field. Add a new job number. If you need to add a new job number, use Clarity Project Accounting > Setup New Job. GL activity A GL Activity refers to a user-defined code that is created in Clarity General Ledger for reporting resources and transactions. The GL activity code can report on subsystems that are interfaced to the Clarity General Ledger. What is the GL activity? I know the GL activity. Enter a valid GL activity code in the GL Activity field. I need to look up the GL activity. You can Search (F9) this field. This item is not tied to a GL activity. Leave this field blank. Description 22

27 Inquiry What is the description for the item? I have received this item before. Start typing. The drop-down list will show all of the matching values. You can select a description that was entered on a previous entry. This is a new item. Use the Description field to type in the item's description. Tax rate A tax rate is the percentage at which a business or person is taxed. What is the tax rate for the item? Use a tax rate from a previous entry. Select the applicable tax rate from the Tax Rate drop-down list. I need to add a new tax rate. If you need to add a new tax rate, use Organization > Sales Tax Rates. GL account A GL account is an account in the General Ledger that records credits and debits. What is the GL account to be billed? I know the GL account. Use the GL Account field to type in a valid GL account. I need to look up the GL account. You can Search this field type Generally speaking, a 1099 vendor is vendor who is paid at least $600 in goods or services. Is this vendor a 1099 vendor? This is a 1099 vendor. Use the 1099 Type drop-down list to select the 1099 type that best describes the good or services provided by the vendor. This is not a 1099 vendor. Leave the 1099 Type field blank. I need more information. Go to to find out more about 1099 vendors. GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? Yes, I want to use the current period. Continue to the next step. No, I want to use a different period. Click on the Date field to enter a MM/DD/YYYY. Separate check sequence You can use a separate check to pay for the invoice item. 23

28 Clarity Accounts Payable Do you want to print a separate check for the invoice detail? Yes, I want to print a separate check for the invoice detail. Enter the next number in the Separate Check Sequence field. For example, if the number is 1 then you would enter the number 2 to assign the invoice detail to a separate check. No, I want to include the invoice detail on the current check. Usually, when all of the invoice detail will be paid with the same check the Separate Check Sequence field is set to 1 on each invoice detail. Bank Which bank account do you want to use to pay the invoice detail? Use the Bank drop-down list to select a bank account. Quantity, Unit Price, Extended Price, etc. Quantity The quantity is the number of items received. Unit price The unit price is the cost for a single item or unit. Extended price Extended price = Quantity x Unit Price Freight The amount recorded in the freight field includes shipping fees and miscellaneous fees. Subtotal Subtotal = Extended Price + Freight Sales tax The sales tax is a tax levied on the sale of goods and services; usually calculated as a percentage of the purchase price. FWT An acronym for Federal Withholding Amount. Discount amount Discount Amount = Discount x Invoice Detail Amount Total Total = Subtotal + Sales Tax - FWT Add a note 24

29 Inquiry Use Notes (Ctrl+Shft+N) to add a comment to the current transaction. Redisplay previous transactions Use Redisplay (Ctrl+R) to show other transactions that were entered on the Input date. For example, the Redisplay tool comes in handy when you need to edit a saved transaction. Stop fields A field stop allows you to determine which fields the system will stop at and which fields to skip over. Using Stop Fields can help you streamline data entry by only stopping the cursor at the fields that need information. How do I turn Stop Fields on/off? Click Stop Fields once to turn on Stop Fields. The Stop Fields icon appears in the Status Tray. To turn Stop Fields off, click the Stop Fields button again. How do I manage the Stop Fields list? Use this option to create a new Stop Field list or set up Stop Fields for individual users. Click the dropdown menu, attached to the Stop Fields button on the main toolbar, then click Manage Stop Fields. Whole dollar mode Use Whole Dollar Mode to enter all amounts as a whole dollar value. In Whole Dollar Mode, 26 is When Whole Dollar Mode is turned off, 26 is Import Invoices Use Import Invoices to import invoices that were created by a third-party application into the Accounts Payable application for processing. Import invoices 1. Open Clarity Accounts Payable > Invoices and Payments > Import Invoices. 2. Set up the import file options. 3. Click GO (Ctrl+G). Import file type The import file type identifies the method in which the data is stored in the file. What is the import file type? 25

30 Clarity Accounts Payable Caselle delimited. The import file uses a file layout predefined by Caselle. This file type uses a comma (,) to mark the end of a field. Select Caselle Delimited as the Import File Type. Caselle fixed length. The import file uses a file layout predefined by Caselle. This file type uses a set value to determine the field length. Field values that exceed the set field length will be truncated. Select Caselle Fixed Length as the Import File Type. User-defined delimited. This import file does not use a file layout predefined by Caselle and it uses a character to mark the end of a field. Select User-defined Delimited as the Import File Type. Then, click on the Delimiter field and type in the character or symbol that marks the end of a field. Example: comma (,), semicolon (;), colon (:), etc. User-defined fixed length. This import file does not use a file layout predefined by Caselle and it limits the field length and format. Select User-defined Fixed Length as the Import File Type. Delimiter A delimiter is a character that marks the beginning or end of a unit of data. A delimited file is a variable-length field where the field length is based on the field's contents. Commonly used delimiters in export files include the comma (,), semicolon (;), and colon (:). Which delimiter does this import file use? Use the Delimiter field to enter a character. Import file name The import file name is the file name and file location. What is the import file name? The import file is located in the Clarity directory. All of the Clarity applications are located in the default d:\clarity directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Clarity default directory, then you only need to enter the import file name and extension. For example, ImportFileName.txt The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import file name and extension. Example: d:\my documents\importfilename.txt Lines to skip A column heading that describes the data in a column but is not necessarily data that you want to use to create an invoice record is a line to skip. In this example, the yellow line is the column heading row. 26

31 Inquiry Does the import file contain column headers or extra information that you do not want to import? Yes, the import file contains headers or extra information. Click on the Lines to Skip field, then enter the number of rows to omit from the import file. No, the import file does not contain headers or extra information. Enter 0 (zero) in the Lines to Skip field. GL period The GL Period is the period the system will use to record the transaction. This option is only available when the GL Interface is Caselle 4.x. Do you want to use the current period as the GL period? Yes, I want to use the current GL period. Continue to the next step. No, I want to use a different GL period. Click on the Date field to enter a MM/DD/YYYY. Print report only (no invoices will be imported) Use Print Report Only to print the invoices that will be imported on a report. When you print the report the routine will NOT import invoices into the database. This option allows you to verify the data in the import file. After you verify the data in the import file, deselect this option to import the invoices. Do you want to update transactions or print a report? I want to print a report. Select the Print Report Only checkbox. This routine will NOT import transactions. I want to import invoices. Click to deselect the Print Report Only checkbox. The routine will import the information from the import file and create an invoice for each transaction. Print report details The report details refers to the invoice details. Do you want to import invoice details? Yes, import invoice details. Click to select Print Report Only. No, do not import invoice details. Click to deselect Print Report Only. Vendor A vendor is an individual, entity, or organization that is assigned to the invoice. What is the vendor name or number? I know the vendor name or number. Use the Vendor field to type in a vendor name or number. Help me find the vendor. Use the Vendor menu, located at the end of the Vendor field, to search for a vendor name and number. Show more information about the vendor. Use the Vendor menu to select Additional Information. 27

32 Clarity Accounts Payable Add a new vendor. Use the Vendor menu to select Add new. Update the vendor's information. Use the Vendor menu to select Modify. Invoice number An invoice number is a number that is assigned to an itemized list of goods shipped that usually specifies the items, quantity, price, and terms of sale. What is the invoice number? I have the invoice number. Use the Invoice Number field to type in the invoice number that is assigned to the invoice. Help me find the invoice number. You can Search (F9) this field to show a list of previously entered invoice numbers. Description, Invoice Date, Payment Due Date, Bank, GL activity, and 1099 Type If the import file has the description, invoice date, payment due date, bank, and GL activity, then the routine will use the saved information to fill in the corresponding fields on the new invoice. When there is no information saved in the import file, you can leave the fields blank or you can fill in the blank fields with the default values that you enter on the Import Invoices form. Do you want to fill in blank fields with a default value? Yes, fill in blank fields with a default value. Use the corresponding fields on the Import Invoices form to enter the default values. No, leave blank fields blank. Do not enter a value in the corresponding field on the Import Invoices form. Import file fields Note: Lines that cannot be imported from the file will be written to a file named [Original File Name]_Errors_YYYYMMDDHHMMSS.[Original File Extension] What is the import file type? The Import File Type is User-defined Fixed-length. Use the Import File Fields grid to set up the order of the fields in the import file with the matching field on the invoice form. Use the Type field to match the import file fields with the invoice fields. Next, enter the field length for each field. The import File Type is User-defined Delimited. Use the Import File Fields grid to verify the fields are identified correctly. Then, click Select Columns. Use the Selection form to select the fields that you wish to import from the import file, place the fields in the same order as the fields appear on the Import Invoices form. Invoice Register Use the Invoice Register to print a report that includes detailed invoice information. Print the Invoice Register 28

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