Need help? The Accounts Payable Help Documentation is designed to make your Accounts Payable experience as efficient as possible.

Transcription

1 Need help? The Accounts Payable Help Documentation is designed to make your Accounts Payable experience as efficient as possible. All you have to do to navigate through this document is simply use the toolbars on the left side of the screen. Below is a quick review of how you may use the bookmarks to navigate: Select the category you are interested in. For further options, select the button to maximize the list. Then, simply select the topic you would like more details on! It is that easy! BankTEL hopes that you enjoy this experience.

2 BankTEL Accounts Payable Main Menu This is the initial screen that the Accounts Payable users will see once they log into the system. On this Main Menu, users will notice that most of the daily tasks that can be accomplished are located on the left side of the menu. Please see the appropriate bookmark on the left side of the screen for more information about each option. Vendors Users can add and edit vendors here. Inquiry This is quick informational tool that can generate invoice and GL history based on specified search criteria. Invoices Users may enter invoices in this screen. Invoice Reports This option will give users access to pending invoice reports. Process Payments Users may print checks, process ACH and direct deposits here. Interface File Work This option will send the transactions to your core system. BankTEL Updates Page Click here to access latest updates on BankTEL s website. Log Support Issue Online Click here to contact support. Latest Updates Document Click here for the latest updates document. Change Password Click here to easily change user password.

3 EDIT BANKTEL Users must have specific permissions to the options within the Edit menu. The Edit Menu may be accessed by selecting Edit as shown below. All of the tasks that may be accomplished within this menu are as follows: BankMaster Setup G/L Accounts o Adding o Editing o Deleting Branches o Adding o Editing o Deleting Cost Center o Adding o Editing o Deleting Setup of Product Codes and MISC fields Allocation Table Setup Setup of Vendor Types Editing and Deleting Scheduled Transactions Editing and Deleting Memorized Transactions Vendor Special o Merging Vendors o Deleting Vendors

4 BANK MASTER BankTEL s Bank Master is a location in which bank wide settings reside. While the majority of these settings are password protected to prevent users from mistakenly causing undesired results there are some settings that are accessible to users. To access BankTEL s Bank Master simply select the option shown below from the Accounts Payable Main Menu. The screen shown below will appear. Any tab designated with the abbreviation PW indicates that this tab is password protected and not accessible to any users. Any changes to these tabs would require a support call to be placed with BankTEL s support staff.

5 BANK MASTER The table below will list each tab and the main options available for each tab. DEMOGRAPHICS Default Server Path This path indicates the location in which the BankTEL directory resides. This would either be a UNC or mapped drive. This path should never be altered without first consulting the BankTEL support staff. Bank Name / Address The information entered her will be visible in many locations including reports and 1099s. Do Not Allow Users to Perform Internet Updates This option will prevent all users from performing updates to BankTEL s Accounts Payable as well the OFAC SDN List. This option will supersede any user specific permissions. DEFAULTS Many options can be altered from this location. A few of the main options include : Descriptions used when posting entries to General Ledger Accounts Activation of the ability to scan invoices / contracts Criteria for the notification of duplicate invoice payments DATABASE SETUP While this tab is not password protected the information contained in it would normally be setup during the installation process and prior to any changes the BankTEL support staff should be consulted. DIRECT DEPOSITS Direct Deposit Receipts This option allows users to determine if receipts should or should not be printed for all applicable vendors. Direct Deposit Negatives This option indicates if negative invoices being paid via direct deposit are allowed. Direct Deposit Description Users can select what description should be used when posting entries to the deposit account of a vendor / employee being paid via direct deposit. CHECK CLEARING (Password Protected) ACH SETUP (Password Protected) This tab is used to indicate the account that will be used to fund the Expense Checks that are written as well as the account type (general ledger account or DDA (demand deposit). This tab contain pertinent information for the processing of ACH payments. This includes information that will be included in the ACH NACHA file that is created as well as the entries that are made to the Core System being used. This tab also contains a flag in which users can elect to Print or Not Print ACH receipts when processing payments for applicable vendors.

6 BANK MASTER MISC (Password Protected) OTHER (Password Protected) ACCRUE EXPENSE (Password Protected) DD & PRINTING (Password Protected) BankTEL s Accounts Payable has the ability to interface to many different Core Systems. This tab is used to indicate the Core System being used so that the appropriate interface files are created. The key information in this location is Password Expiration. The number entered in this location indicates the number of days in which a password will remain active. In some situations clients request to have entries post to the General Ledger Accounts prior to the processing of a payment. The configuration for this setup would be stored here. Information such as the alignment of Expense Checks, whether or not a signature should be printed on a check and the maximum number of invoices to be included on a check are located her.

7 GENERAL LEDGER ACCOUNTS adding / editing / deleting General Ledger Accounts are the first tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term general ledger account may show differently on each client s settings. Adding a new general ledger account to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the general ledger account id/name and number. Save the account by selecting the button titled FINISH. Editing a general ledger account in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the general ledger account to be edited. Please note that only the account Name can be altered. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH. Deleting a general ledger account can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the general ledger account to be deleted. From here select the button titled DELETE to remove the general ledger account.

8 GENERAL LEDGER ACCOUNTS adding Adding a general ledger account to the BankTEL software is a simple process that can be completed which just a few clicks of the mouse. From the Accounts Payable Main Menu a user can select Edit / General Ledger Account. The user will be shown a listing of the current general ledger accounts. From here the button titled New can be selected to add a general ledger account. On the screen that appears the user will want to be sure and enter the account number into the ID field in the same format as the existing general ledger accounts. Meaning that if existing accounts for 7 digits in length then all new accounts should be entered this way as well. Once the information is entered the user can select the button titled Finish to complete the addition and then repeat the steps if other accounts should be added. REIMBURSEMENT EXPENSE TYPE This section is used in conjunction with the Expense Reimbursements module. Here, users may assign the account that is being created to any of the following expense types: Travel Expenses, Meals/Entertainment, and/or Other Expenses. Accounts that are flagged as Reimbursement Expense Types will appear in the Expense Reports web portal for employees to choose from. PO REQUEST ITEM This flag is used in conjunction with the Purchase Orders module. Here, users may assign the account that is being created as a Purchase Orders expense account. When this box is flagged, the account will appear in the Purchase Orders module for employees to choose from.

9 BRANCHES / CENTERS adding / editing / deleting Branches / Centers are a second tier of accounting that is used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term branch or center may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not. Adding a new branch/center to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the branch/center id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button titled FINISH. Editing a branch/center in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the branch/center to be edited. Please note that branch/center ID cannot be altered. Also, Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH.

10 BRANCHES / CENTERS adding / editing / deleting Deleting a branch/center can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the branch/center to be deleted. From here select the button titled DELETE to remove the branch/center.

11 COST CENTERS / DEPARTMENTS adding / editing / deleting Cost Centers / Departments are an optional third tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term cost center or department may show differently on each client s settings. Also, be sure as not to confuse branches/centers with a cost center. Some core systems refer to branches/centers using the term cost center, however, BankTEL s Accounts Payable does not. Adding a new cost center / department to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the cost center / department id/name and number. Save the cost center/department by selecting the button titled FINISH. Editing a cost center / department in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the cost center / department to be edited. Please note that cost center / department ID cannot be altered. From here make the necessary changes to the cost center/department Name and then save these changes by selecting the button titled FINISH. Deleting a cost center / department can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the cost center / department to be deleted. From here select the button titled DELETE to remove the cost center / department.

12 PRODUCT CODES adding / editing / deleting Product Codes are an optional fourth tier of accounting that is not used by all clients. Since BankTEL s Accounts Payable offers users the ability to customize data element titles the term product code may show differently on each client s settings. Adding a new product code to BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled Add New. From here simply enter the product code id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button titled FINISH. Editing a product code in BankTEL s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply double click the product code to be edited. Please note that product code ID cannot be altered. Also, Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH. Deleting a product code can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears simply double click the product code to be deleted. From here select the button titled DELETE to remove the product code.

13 ALLOCATION TABLES entering / editing / deleting/ using Allocation tables are a very useful tool that is offered to all BankTEL Accounts Payable clients. The purpose of an allocation table is to allow users to setup a template of how a payment should be allocated. This could involve a payment being expensed to multiple branches, general ledger accounts and/or cost centers. A good example of an allocation table would be a situation in which a client wanted to allocate a payment to all branches as seen in the example screen shots in this help topic. Users could setup an allocation able to allocate a percentage of payments to each existing branch. In order to do this select the option titled Allocation Tables located beneath Edit on the menu bar on the Accounts Payable Main Menu. This option will show a listing of all Allocation Tables that have been setup. To create a report of these allocation tables simply click the button titled REPORT. To setup a new Allocation Table select the button titled New or double click on an existing Allocation Table to make changes The Search function can be used to quickly and easily find an existing Allocation Table in the list provided.

14 ALLOCATION TABLES entering / editing / deleting/ using Whether a new Allocation Table is being setup or an existing one is being edited the screen shown below is where allocations are entered.

15 ALLOCATION TABLES entering / editing / deleting/ using In the example provided an Allocation Table has been setup to allocate an even percentage of a payment to each branch. Please note that percentages are not required to be even. The total percentage of allocations must simply equal 100%. Allocation Tables can be setup to allocate expenses to multiples branches, general ledger accounts and/or cost centers. To flag an Allocation Table as Inactive, which prevents the allocation table from being used, simply select the checkbox titled Table Is Inactive. Once all maintenance is complete select the button titled Finish to save all changes/additions. The button titled Delete can be used to delete an existing Allocation Table.

16 ALLOCATION TABLES entering / editing / deleting/ using Once an allocation table is setup it is available for use for all payments including Manual Checks. This can be done by selecting the option titled Allocation Table while entering invoices into BankTEL s Accounts Payable.

17 VENDOR TYPES adding / editing / deleting Vendor Types are used to group vendors using user-defined types. BankTEL s Accounts Payable offers the ability to run various reports that can be sorted / filtered by these types. Adding a new Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears simply select the button titled New. From here enter the unique ID that will allow users to identify the vendor type as well as a Name to describe the vendor type. Please note that once a Vendor Type is saved the ID cannot be altered. However, the Name can be changed at any time. Editing a Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that appears a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which changes should be made to. From here simply make the appropriate changes to the Vendor Type Name. Please note that the Vendor Type ID cannot be altered. Click the button titled SAVE to save the changes that were made. Click the button titled SAVE to add the new Vendor Type. Deleting a Vendor Type can be done by selecting the option shown above from the Accounts Payable Main Menu. On the screen that appears, a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which you wish to delete. Click the button titled Delete to remove the Vendor Type from BankTEL s Accounts Payable.

18 MEMORIZED TRANSACTIONS Main Menu Memorized Transactions are a very useful tool provided by Accounts Payable. Memorized Transactions are used in situations in which a vendor is paid a very similar payment on a recurring basis. The term very similar is used because Memorized Transactions are used for payments in which at least one piece of information will change with each payment. This could be the Invoice Number, the Amount Due, etc. A great example of a payment that could be setup as a Memorized Transaction could be the utility bill. While this payment will usually be paid to the same branch and account the amount will vary from month to month. Instead of having to rekey all of the information each month the payment can be setup as a Memorized Transaction to save mouse clicks and key strokes.

19 MEMORIZED TRANSACTIONS adding To setup a Memorized Transaction simply enter an invoice into Accounts Payable as normal. However, prior to saving the invoice simply click the button labeled Memorized Transaction which is located in the upper right corner of Invoice Entry. The Memorized Transaction will be saved and available for use going forward.

20 MEMORIZED TRANSACTIONS editing To edit a Memorized Transaction simply enter the Invoice Entry screen and enter the vendor s name that Memorized Transaction was setup under. As you can see on the image above once the vendor s name is entered the Memorized Transactions for that vendor can be viewed by clicking the tab labeled Memorized. To edit a Memorized Transaction simply left click the transaction to ensure that the correct information is selected. Next right click the transaction and select the Edit option that appears. The Memorized Transaction information will automatically be filled into the appropriate informational fields on the screen. At this point any changes made to the Memorized Transaction can be saved by selecting the button titled Save Memorized.

21 MEMORIZED TRANSACTIONS deleting Deleting a Memorized Transaction is quick and easy. Simply select the menu option shown below from the Accounts Payable Main Menu. A listing of all Memorized Transactions will appear. Review the list shown and identify the Memorized Transaction(s) that should be deleted. Once identified left click the Memorized Transaction to ensure that the appropriate transaction was selected. Next right click the transaction and select the option titled Delete that appears. The Memorized Transaction will be deleted.

22 MEMORIZED TRANSACTIONS deleting

23 SCHEDULED TRANSACTIONS Main Menu Scheduled Transactions are a very useful tool provided by Accounts Payable. Scheduled Transactions are used in situations in which a vendor is paid the exact same payment on a recurring basis. The term exact is used because Scheduled Transactions are used for payments in which there should not be a need to adjust the payment information each time an invoice is paid. A great example of a payment that could be setup as a Scheduled Transaction could be rent. This type of payment would normally always contain the same Invoice Number, Description and be expensed to the same general ledger account(s) and branche(s). Instead of having to rekey all of the information each month the payment can be setup as a Scheduled Transaction to save mouse clicks and key strokes.

24 SCHEDULED TRANSACTIONS adding To setup a Scheduled Transaction simply enter an invoice into BankTEL s Accounts Payable as normal. However, prior to saving the invoice simply click the button labeled Scheduled Transaction. The user will then be prompted to fill out the pertinent information related to the Scheduled Transaction. Once this information is entered simply click the button titled Saved and the Scheduled Transaction will be setup as a recurring payment in the BankTEL Accounts Payable software. Please note that once the Scheduled Transaction is saved the user will then be returned to Invoice Entry. The user would not want to click the button titled Save on Invoice Entry unless they wanted to create an invoice at that time.

25 SCHEDULED TRANSACTIONS adding When the date arrives in which a Scheduled Transaction should be updated/paid users will be notified by a prompt upon logging into the BankTEL Accounts Payable software. This prompt will appear as seen below. If a user elects to update the applicable Scheduled Transactions then invoices for these payments will automatically be created and will appear beneath the Pending Transactions tab located on the Invoice Entry screen. Unless a need for approval is required with the transaction(s) they will be available for processing at any time going forward.

26 SCHEDULED TRANSACTIONS editing To edit a Scheduled Transaction simply enter the Invoice Entry screen and select the tab titled Scheduled. Using the mouse left click and then right click the Scheduled Transaction that should be edited. The options to either Apply or Edit the Scheduled Transaction will be shown. To Edit the Scheduled Transaction click the option titled Edit. The information pertaining to the Scheduled Transaction will be shown on the screen. Any necessary changes to the invoice can be made. These changes would include items such as Invoice Number, Description. Etc. Once these changes are made, click the button titled Save Scheduled. A prompt to change any information pertaining to the payment intervals will be seen. Once these changes are made the button titled Save should be selected.

27 SCHEDULED TRANSACTIONS editing

28 SCHEDULED TRANSACTIONS deleting A Scheduled Transaction can be deleted with just a few clicks of the mouse. To remove a Scheduled Transaction simply click the menu option shown below. A list of existing Scheduled Transactions will be shown. Using the mouse left click and then right click the Scheduled Transaction to be deleted. To delete the Scheduled Transaction click the option titled Delete.

29 VENDORS merging Prior to merging a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to segregate the vendor s associated history. All traces of this vendor will be removed from the Accounts Payable system. To merge a vendor(s) from the Accounts Payable system select the Vendor Merge option as shown below. The Vendor Merge screen will be shown. Here the user will see their vendors listed in two different sections (a top and bottom section). The top section should be used to select the vendor(s) that will be removed and have their history merged into the single vendor selected in the bottom section. Once the selections are made the user can simply click the button titled Merge. Once again please note that once a Vendor Merge is completed these steps cannot be reversed.

30 VENDORS merging

31 VENDORS deleting Prior to deleting a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to recovery the vendor or the associated history. All information will be removed from the Accounts Payable system. If the vendor(s) should be merged with another vendor then please see the Q & A section below for information regarding the process of merging vendors. To delete a vendor(s) from the Accounts Payable system select the Vendor Delete option as shown below. The Vendor Deletion screen will be shown. From here the user can simply select the vendor(s) that should be deleted and then select the button titled Delete.

32 VENDORS deleting

33 PAYMENTS voiding BankTEL s Accounts Payable offers users the ability to void Check, ACH and Direct Deposit payments using a very simple routine. This can be done by selecting the option to Void Payments as seen below. Once this selection is made users will be able to view outstanding payments. By default the list of outstanding checks will be shown. To view outstanding ACH or Direct Deposit payments the users can select the option payment type drop down list at the top of the screen. In order to void a payment a user must only check the Void checkbox beside each applicable payment. The button titled Report can be selected to create a report of the selected payments prior to actually voiding the payments. Once all selections have been verified the user must only select the button titled FINISH to complete the void procedure. Please note that once a payment is voided this procedure cannot be reversed.

34 PAYMENTS voiding After the void has been completed, the transactions from the void have been created. Anytime transactions are created, the Interface File Work option should be selected by the end of the day. The options on the screen above are defined below: ADD TO PENDING TX S FOR REPRINTING - This option can be used when voiding payments and there is a need to add the invoice back to Pending Transactions for reprinting/reprocessing. This is a very valuable option that can be used in situations such as a check being lost in the mail or a payment being entered to an incorrect vendor. RECLAIM FUNDS BY ACH DRAFT This option should only be used if voiding ACH transactions. This option will create the transactions that will reverse the ACH payment. If you wish to use this option, please contact BankTEL support for more information. DO NOT INTERFACE - This option should only be used when electing to NOT have entries transferred from BankTEL s Accounts Payable to your core system. This option is available when Voiding Payments as well as when processing Manual Checks.

35 PAYMENTS manual checks BankTEL s Accounts Payable offers users the ability to enter what are referred to as Manual Checks in order to record payments that were made using a means other than BankTEL s Accounts Payable. An example of these payments would be a situation in which someone manually typed a check at a branch location or by some type of automatic draft. When Manual Checks are entered entries to the general ledger as well as the expense check clearing account are made however no type of document (paper or electronic) is created. This is because Manual Checks are built around the logic that the payment has already taken place prior to the Manual Check being entered. In order to enter a manual check a user can simply select the option titled Manual Check beneath the option Activities located on the menu bar on the Accounts Payable Main Menu. This option will open the Manual Check entry screen. This screen is very similar to the normal entry screen where invoices are entered (Invoice Entry).

36 PAYMENTS manual checks Manual Checks should be entered just as normal invoices are entered. Once all Manual Checks have been entered the button titled Post Checks should be selected to process the manual check payments. This will create general ledger and expense check clearing entries for the payments entered. These entries will be posted to the core system once an Interface is completed. Manual Checks can edited by selecting the tab titled Pending. Using the mouse simply left click and then right click a payment. This will allow the user to select the option titled Edit to alter information for a Manual Check. Please see the Entering Invoices Help Topic under the INVOICES MAIN MENU Help Topic for further information on the meaning on each of the fields in the entry screen. DO NOT INTERFACE - This option should only be used when electing to NOT have entries transferred from BankTEL s Accounts Payable to your core system. This option is available when Voiding Payments as well as when processing Manual Checks.

37 ENTERING CLEARED CHECKS BankTEL s Accounts Payable offers users the ability to enter cleared checks so that these checks no longer show on the Outstanding Check Report. However, please note that this does NOT remove these checks from the any check reconciliation program being used as a part of user s core vendor/system. Also, please make note that BankTEL s Accounts Payable has the ability to a check reconciliation file for manual or automatic upload to many core systems. To find out if this is possible with the core system currently being used please contact BankTEL s support staff. To enter cleared checks into BankTEL s Accounts Payable simply select the option shown below from the Accounts Payable Main Menu. The screen shown below will appear. For example purposes a date range of outstanding checks has already been selected. This was done by using the date range selection fields. Another available option is to use a check number range. As seen in the screen shot below users can also filter checks by the following: Check Status (Outstanding Checks, Cleared Checks, All Checks) Account (Clearing Account)

38 ENTERING CLEARED CHECKS To flag a check(s) as being cleared simply select the checkbox beside the check. To un-flag a check(s) as being cleared unselect the checkbox beside the check. After all selections have been made select the button titled Save to update the status of the check(s). The button titled Report can be selected to create a printable view of the checks currently shown.

39 OFAC scanning vendors / updates BankTEL s OFAC (Office of Foreign Assets Control) SDN (Specially Designated Nationals) scanning module is an optional piece of BankTEL s Accounts Payable that can be used to scan vendors against the SDN list as vendors are added. This tool can also be used to scan entries into the vendor listing against the SDN list at any time a user chooses to do so. Usage of the BankTEL OFAC SDN scanning module is user friendly and can be accessed with only a few clicks of the mouse. Users can scan a single vendor by selecting the option titled Scan OFAC when adding or editing a vendor. A vendor list can be scanned against the SDN list by selecting Activities / OFAC Scanning / Scan Vendors Against OFAC Database from the menu bar located on the Accounts Payable Main Menu.

40 OFAC scanning vendors / updates Whether a single vendor or an entities entire vendor list is being scanned the scanning of the information against the SDN list will begin automatically once a selection is made. Vendors will be scanned using an algorithm designed by BankTEL. The percentage of matching criteria found will displayed on the column titled as % match. The SDN ID seen is a unique identifier associated with SDN Name. This is designated by OFAC. The percentage at which a scan takes place can be seen at the top of the screen. The default percentage is 85% but can be changed by using the instructions provided later in this help topic. To view more information regarding a SDN name simply double click a name in the list shown.

41 OFAC scanning vendors / updates To create a listing of the SDN information in Excel simply select the button titled REPORT. Also, many SDN s have aliases associated with them. To view aliases for an SDN simply double click the wording View Aliases. This will a user to view all associated aliases as well as the percentage of match for each alias.

42 OFAC scanning vendors / updates A report of the scanning results can be created by selecting the button titled REPORT. This will generate a listing of the scanning results in Excel. Users can also use the menu options located beneath the option titled File on the menu bar to view previous scans that have taken place. A listing of the scans can be created in Excel by selecting the button titled REPORT. This listing is especially useful during audits.

43 OFAC scanning vendors / updates To complete miscellaneous task such as reviewing the SDN list or viewing the scanning algorithm used by BankTEL s OFAC SDN scanning module simply selecting Activities / OFAC SDN Scanning / Open OFAC Application from the menu bar located on the Accounts Payable Main Menu. Once open BankTEL OFAC SDN scanning module can be used to complete many task as seen below. To edit the percentage for a match at which a scan takes place select the option titled Edit Default Settings which is located beneath File on the menu bar.

44 OFAC scanning vendors / updates Simply change the percentage of match to a desired percentage. Users can also elect to Ignore single word names unless exact match. Selecting this option would mean, for example, that if the name Chris was scanned it would not produce a match against the SDN name Christopher since the two names do not match exactly. Users can also view the scanning algorithm used by BankTEL s OFAC SDN scanning module as well as examples by selecting the menu bar option titled Notes. The button titled Scan Database can be used to scan vendor list located in other companies that are setup in BankTEL s Accounts Payable. This option can also be used to scan shareholders located in BankTEL s Shareholder Management Module if this product has been previously purchased.

45 OFAC scanning vendors / updates Updates to the OFAC SDN list are released sporadically by the U.S. Department of Treasury and are available to users automatically upon logging into BankTEL s Accounts Payable. If the appropriate permissions have been granted to user s User ID then the option to Install updates will be enabled and a user need only to select this option to download the latest version of the OFAC SDN list. Updates should always be downloaded as available to ensure that vendors are being scanned against only the most up to date OFAC SDN list.

46 YEAR END 1099 printing and electronic filing While BankTEL s Accounts Payable does offer users the ability to print and file electronically 1099-MISC forms these options are not as widely used as in years past. This is due to the fact that BankTEL offers a high percentage of clients the option of interfacing 1099-MISC information into their core vendor/system. Please, contact BankTEL s Support Staff to find out if this is possible. However, if the printing of 1099 forms is desired then simply click the option shown below from the Accounts Payable Main Menu. Please note that preprinted 1099_MISC forms are needed and these can be purchased at most office supply stores as well as a variety of other vendors. Users will receive the prompt shown below. This message is a reminder to verify LYR (Last Year Purchase Amounts) prior to the printing of 1099 s.

47 YEAR END 1099 printing and electronic filing Verification of these figures can be completed by using the report titled Vendor LYR / YTD PURCHASES. This report can be seen by selecting the option for Vendor reports as seen below. From here users will have the ability to run the Vendor LYR / YTD PURCHASES report. This report will show information such as: Vendor LYR (Last Year Taxable) amounts Vendor 1099 Status (applicable or not applicable) Users should verify that all applicable 1099 vendors are flagged as such. Users should also verify pertinent vendor 1099 information by using the report titled Vendor 1099 / IRS Information. This report can be selected from the same area as the Vendor LYR / YTD PURCHASES report. Users should verify information such as: TIN (Tax ID Number) 1099 Class List IRS Name and Address

48 YEAR END 1099 printing and electronic filing Once this information has been verified users are ready to print the 1099 forms and can select the button titled OK on the prompt previously shown. The screen below will be seen by the user.

49 YEAR END 1099 printing and electronic filing From here users can elect to print a 1099 for all vendors listed by selecting the button titled Print All. They can also pick and choose which vendors to print a 1099 for by selecting a vendor, holding down the CTRL key on their keyboard and then selecting any other vendors to print a 1099 for. After all vendors have been selected they can then select the button titled Print Selected, to print the 1099s. The button titled Report can be used to create a report of the vendor s shown. Please note that the steps shown above are normally completed for the vendor s copy only. Most clients then use BankTEL s Accounts Payable to create a file for uploading to the IRS FIRE (Filing Information Returns Electronically) SYSTEM. The steps shown below will explain how this file can be created. However, if the FIRE SYSTEM will not be used for reporting 1099s to the IRS then simply repeat the steps shown above to print 1099s for reporting to the IRS. To create a file for uploading to the IRS FIRE SYSTEM simply select the option shown below.

50 YEAR END 1099 printing and electronic filing The screen shown below will be seen. The five digit Control Number is required. This would be the IRS Reporting Number (or TCC) provided by the IRS. To create the file simply select the button titled Build File. A report in Excel will automatically be generated. This report will list the vendor s being reported as well as a path in which the file created can be found. This file should then be uploaded to IRS FIRE SYSTEM. This can be done at

51 YEAR END 1099 printing and electronic filing

52 YEAR END year end yearly closeout Prior to the first processing of payments for each year users will be prompted to close out the year in BankTEL s Accounts Payable. This task is not optional and must be completed. However, closing out the year is very simple to do. Upon attempting to pay invoices for the first time in the current year users will be shown the prompt seen below. When the button titled Yes is selected the year will be closed out and users will be allowed to begin processing payments for the current year.

53 Reports Main Menu BankTEL s Accounts Payable offers a vast array of reports that can be created by users at any time. While BankTEL s Accounts Payable gives users the ability to create predefined reports it also allows users to create customized reports that can be recreated with just a few clicks of the mouse. The drop down list shown below gives a listing of the predefined reports available in BankTEL s Accounts Payable. Each of these reports can be customized by the user to match their specific needs. This drop down list can be accessed by selecting the menu option titled Reports from the menu bar located on the BankTEL Accounts Payable Main Menu. Click a report option above to view detailed information on that report.

54 REPORTS vendors When the Vendors report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be created by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

55 REPORTS vendors The available data fields for Vendors reports are seen below.

56 REPORTS vendor management When the Vendor Management report option is selected users will be prompted to select one of the available built in reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the built in reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

57 REPORTS vendor management The available data fields for Vendors reports are seen below.

58 REPORTS vendor contracts When the Vendor Contracts report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

59 REPORTS vendor contracts The available data fields for Vendors reports are seen below. To view information on a data field simply click the field of interest below.

60 REPORTS invoices (pending) When the Invoices (Pending) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for Invoices(Pending) reports are seen below.

61 REPORTS invoices (pending)

62 REPORTS invoices (paid/voided) When the Invoices (Paid/Voided) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. Notice that the options pertaining only to pending invoices are disabled. This includes options such as Pending Invoices, Selected To Pay, etc. The available data fields for the Invoices (Paid/Voided) reports are seen below.

63 REPORTS invoices (paid/voided)

64 REPORTS invoices (all) When the Invoices (All) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for Invoices(All) reports are seen below.

65 REPORTS invoices (all)

66 REPORTS payments(checks/direct deposits/ach) When the Payments(checks/direct deposits/ach) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the Payments(checks/direct deposits/ach) reports are seen below.

67 REPORTS payments(checks/direct deposits/ach)

68 REPORTS g/l history When the G/L (General Ledger) History report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the G/L (General Ledger) History reports are seen below.

69 REPORTS g/l history

70 REPORTS use tax reports When the Use Tax report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created. The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single X beneath the header titled Modified. A report can be seen by simply double clicking on the report in the available list. Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same. The available data fields for the Use Tax reports are seen below.

71 REPORTS use tax reports

72 REPORTS chart of accounts When the Chart of Accounts report option is selected users will immediately be shown a listing of general ledger accounts. The View drop down can be used to create a listing of other items including Centers/Branches. The button titled Report should be selected to create a printable view of the information.

73 REPORTS login history The Login History Report can be used to view each user s login attempt to BankTEL s Accounts Payable. This is for successful as well as unsuccessful logins. This report can also be used to view when accounts are LOCKED as well as UNLOCKED. This is dependant upon a client using BankTEL s Accounts Payable user lockout option (See: Glossary : Login Attempts before account is locked ). The report can be sorted by Date as well as user and can be filtered to include logins for any particular date range. The report can also be filtered by Login Success or Lockout by using the filter checkbox options. The information can be seen on the screen by selecting the button titled Report. To create a printable report of the information select the button titled Print.

74 REPORTS how to use Most reports in BankTEL s Accounts Payable can be modified/customized in order to include only the information desired by the user. However, if no modifications are desired to a selected report then a user can simply run a report by selecting the menu bar option titled Create/Refresh Report shown below. If modifications are desired this can be done by selecting the menu bar option titled Modify Report located on each report. This option can be seen below. Selecting this option will produce a popup menu that allows users to modify the report in many ways. This can be done by using the three tabs seen below. While the informational fields available on each report will vary the options available will not. The first tab titled Field Selection can be used by the user to pick and choose what fields should be included on the report. If all fields are desired then the selection titled Field can be selected. This selection can also be used to unselect all fields.

75 REPORTS how to use The second tab titled Sort/Options can be used to select fields in which the report should be sorted by. The ranking of the sort fields selected rank from top to bottom. This means that the field selected in Sort Field 2 will be sorted within the field selected in Sort Field 1. A description of each available option can be seen below.