FSD Finance One User Manual Accounts Payable Last update: October 2013

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1 i FSD Finance One User Manual Accounts Payable Last update: October 2013

2 Accounts Payable Table of Contents AP1.0 Invoice Entry (APINV)... 1 AP2.0 Accounts Payable Ledger Enquiries... 8 AP3.0 Additional Information AP3.1 Invoice Entry with Retention AP3.2 Recurring Invoice Entry AP3.3 Credit Note Entry AP3.4 Employee Advances ii

3 Accounts Payable iii

4 Accounts Payable Invoice Entry AP1.0 Invoice Entry (APINV) All supplier invoices will be scanned and partially entered into Finance One by the Accounts Payable Office in Financial Services. A certification stamp (see below) will be put on the body of each invoice and include the assigned document number and a section for the authorising name and signature. The invoices will then be distributed to cost centers/departments for completion of processing and authorisation. Menu Path Log in as an OU AP Officer Go to the Transaction Entry tab Select All Unposted Document Files from the right hand selection box. Enter the document file number in the search box as shown below. This number will be recorded on the certification stamp on the invoice you are about to enter. Click retrieve. Click on the underlined document file number to retrieve the invoice document ready for coding. 1

5 Accounts Payable Invoice Entry Input Screen Important No invoice should be coded to internal expense codes (dissection codes beginning with a 7) All invoices coded to fixed asset additions ( ) require an asset addition form to be completed within Finance One refer to the Fixed Asset Manual for further instructions. Note that separate formats exist for reimbursement transactions ie: petty cash, employee, and non-employee. All original invoices will be filed in the Accounts Payable Office of Financial Services. System users can view the scanned image of the invoice held within Finance One. 2

6 Accounts Payable Invoice Entry Data Entry Instructions Invoice Body Invoice Header 1. All fields in the invoice header will have already been entered by staff in the Accounts Payable Office, Financial Services Division. These should not be altered Narrative fields: Enter an overall description common to all items on the invoice. Anything entered into the first 2 fields (40 characters each) will copy into the invoice body below. Invoice Body 3. Ledger: This is the ledger chart the invoice is to be coded to. The default will be GL (General Ledger). 4. Account Number: Enter (or choose from the pick list) the account code where the invoice should be coded. Note that invoices can be coded to more than one account code and account codes in more than one ledger. If the same code is to be repeated on the following line, enter a full stop on the second line (then tab) and the account number will populate the field. 3

7 Accounts Payable Invoice Entry 5. GST Code: This field defaults to C being GST at the current rate of 15.0%. If any other GST code is chosen, please check the detailed GST rules on the University web site to ensure that the rate chosen is correct. A link is provided to this website called Link to Taxation Policy under links to other functions. 6. Amount: Enter the amount to be coded to each account code. If the invoice is to be coded to one account a + can be keyed into the field. To enter 50% of the invoice total to 2 codes, type = 1000/2 (if the invoice is for $1,000) on the first analysis line, then on the second line enter + to input the balance of the invoice. 7. Narrations: Three additional narrative fields are available for additional information per coding line of the invoice. The first two fields default to the general narration input above. These fields may be amended if required. The third narrative field defaults to the supplier name for reporting purposes and cannot be modified. These narrative descriptions will appear in the general ledger against the transaction reference. 8. Analysis code: This is an additional field where cost centre staff can input additional information against a transaction for their own reporting purposes (not mandatory). 9. Employee ID: This field is free form text and is not mandatory. It can be used by the cost centre to record the staff member whom a particular transaction relates to for their own reporting purposes. 10. Check the invoice for errors. 11. Click on save document to save the document. 4

8 Accounts Payable Invoice Entry Errors 12. If an error appears, choose yes to continue with the save process 13. Click on the red errors and warnings button located on the blue panel to the left of the screen Typical errors will be: you do not have security access to account number.. (this means you have coded the invoice to a code where you do not have access). Please check that the account number you are using is the correct place where the charges should be coded. Remember that permission should have been obtained from that Cost Centre before any charges are processed. 15. Another typical error is: Fund Account must be entered (this means you made a mistake when originally entering the account code and you have rekeyed the code). This is related to the security access error above. 16. Other errors may be the document does not balance. Please check that the detail entered in the invoice grid equals the total amount of the invoice. 17. Fix all errors if possible. The errors related to security access and fund accounts are not able to be fixed by Cost Centre staff. If these errors remain, the document should be saved as it can not be accepted. The invoice should then be authorized and sent to the Accounts Department where the errors will be corrected. 18. Click on save document to verify that the errors have been cleared. 5

9 Accounts Payable Invoice Entry Invoice Finalisation 19. Accept: Once the invoice is checked and all errors corrected, select the accept option. 20. Click on close to close out of the invoice entry screen. 21. Ask the appropriate authorised person to approve and sign the invoice. 22. Mail the original invoice to the Accounts Payable Department, Financial Services Division. The invoice will be posted to the ledger once the authorisation signature has been checked. 6

10 Accounts Payable Invoice Entry Attachments 1. With the introduction of scanning, the document file for each AP invoice will have an image of the invoice attached. Click on the paper clip to view the invoice. Alternatively click on the attachments tab to view the same. 2. Additional attachments relevant to a transaction can be added to the document if required. This could include for example the quote from the supplier. Use the highlighted (see below) icon on the right hand side of the attachment screen. Attachments can include files and/or notes. 3. Additional notes on adding attachments can be found in the Finance One general navigation manual. 7

11 Accounts Payable Ledger Enquiries AP2.0 Accounts Payable Ledger Enquiries This option is used for enquiries on individual supplier accounts in Finance One. Menu Path Log in as an OU AP Officer Click on the Enquiry tab Input Screen Data Entry Instructions 1. Choose the ledger you wish to enquire on. This is APCRD for AP suppliers or APEMP for AP Employees. You will only be able to view your own employee reimbursements in the employee ledger. 2. In the Search field, either key the supplier number or part of the supplier name. Use the search function to narrow down the search. Use of the wildcard % key aids when only part of a name or address is known, e.g. Description like B% in the criteria will provide a list of all suppliers beginning with B 3. Click on the Retrieve button to populate the list. 4. If you are unable to find a supplier you may need to untick the box only show accounts/commitments with a balance. 8

12 Accounts Payable Ledger Enquiries 5. Double clicking on a supplier will take you to a list of outstanding items on that account. If you wish to view all items change Status from outstanding to All and click Retrieve. Alternatively select Transaction Listing from the Links to Other Functions. 6. The Links To Other Functions menu items from the blue panel at the left of the screen, also provides other standard enquiry items such as account details, period balances and commitment listings. 7. Using the Transaction Listing window, users can double click on transactions down through the levels to the lowest level where transaction details are available. In addition there is a field in the grid that will allow the display of any attachments to the transaction. 8. Outstanding transactions will include all invoices processed but not paid. If you wish to view paid invoices change the status box to Completed and reretrieve. 9

13 Accounts Payable Ledger Enquiries 9. To view when an invoice was paid click on the value in the allocated amount column. In the example displayed invoice#1771 for $50.96 was paid by EFT (electronic funds transfer) on 3 August

14 Accounts Payable Ledger Enquiries Invoice Number Enquiry 1. This function can be used where you know the invoice number you want to retrieve but no other details. 2. Click on the Transaction Entry tab and select Invoice Number Enquiry from the Links to Other Functions window. 3. Enter the invoice number in the box labeled Reference Number and click on the Retrieve button to search for the invoice. 4. Note that the search may take some time as it is looking through all processed invoices. In addition the query may result in more than one invoice being retrieved as suppliers can and do use similar numbering sequences. 11

15 Accounts Payable Ledger Enquiries 5. Click on the blue highlighted reference number to view the desired transaction detail. 12

16 Accounts Payable Additional Information AP3.0 Additional Information AP3.1 Invoice Entry with Retention. This option is used for entering an invoice to a supplier account in Finance One that is not to be paid in full, as part of the invoice (the retention amount) will be paid at a later stage. Invoice Entry with retention will only be available to staff in the Accounts Payable Office of Financial Services. Please contact them if you would like an invoice with retention to be set up. AP3.2 Recurring Invoice Entry Recurring invoices are typically from the same customer, for the same goods or service, for the same amount and recur every month for a defined period of time e.g. a monthly rental invoice. Recurring invoice entry will only be available to staff in the Accounts Payable Office of Financial Services. Please use the Authority for AP Continuing Payment form; /AuthorityForAPContinuingPayment.doc AP3.3 Credit Note Entry All supplier credit notes will be scanned and partially entered into Finance One by the Accounts Payable Office in Financial Services. A certification stamp (see below) will be put on the body of each credit note and include the assigned document number and a section for the authorising name and signature. The invoices will then be distributed to cost centers/departments for completion of processing and authorization. 13

17 Accounts Payable Additional Information AP3.4 Employee Advances This option is for the payment of advances to employees. Employee advances made to employees travelling overseas are entered in this ledger as a payment. This brings the employee account into debit (effectively the employee then owes the University the funds). When the employee returns from their travels, a reimbursement claim is then made attaching all receipts etc. This claim is input against the employee account bringing the balance owing back to zero (or an amount owing to/from the employee). Employee advances entry will only be available to staff in the accounts payable section of Financial Services. Please use the Employee Advance form; /AdvanceClaimForm.doc 14

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