Accounts Payable Version 6.1 Release Notes

Transcription

1 Applied Solutions Inc. PO Box 1075 Gold Hill OR USA Voice Support Accounts Payable Version 6.1 Release Notes Highlights Multiple User Defined Payment types: Print Checks, EFT (Online and Automatic payments) and ACH (Client originated Electronic Payment) Single Invoice program combines Regular and PO/Inventory Invoices Single Check Program combines Regular, GL, Manual, EFT and ACH payments into one area with selective processing by payment type New Multi Function Vendor Status for quick access to frequently used information Extensive searchable history on Invoices and Checks Standardized Search and Find Functions in all areas User notes and comments fields Manager menu with Packing, Closing and Control Data for restricted access CSV output of Vendors, Invoice history and Check history added to AP Reports

2 Vendor File Enhancements Added Balance information Added First and Last Check link Added Free form Vendor Notes <sh>f10

3 Added Payment Type default (See section in these notes on Payment types) Added Invoice Comment Added Address Added Standard G/L Account for Auto completion of Invoice and Check entries Added ACH information for electronic payments to vendors: Checking/Savings (account type), Routing and Account numbers for the account payments are made into.

4 Recurrent Invoice Enhancements Added Cycle (User defined) to allow posting in groups Added Disc ON/Total field Added Payment Type Added F3 Match and F4 Find functions Added Comment field: Carries to Invoice and to Invoice History Recurrent invoices may be up to 10 digits long when entered in the recurrent file. When posted into the regular invoice batch the month and year (-mmyy) will be appended to prevent duplication.

5 Invoice Batch Enhancements Invoice numbers are increased to 15 digits Payment Type Vendor Notes Auto fill of default GL account from vendor file One batch combines the functions of Regular and PO Invoices. If a PO number is entered, GL account will default to AP not billed; blank PO number fills in default GL account number; user can change.

6 Check batch heading enhancements Payment type field: All types of payments are in one batch, with listing, printing and processing based on the payment type field. You choose which group of checks/payments to post by selecting the payment type, and you can change payment type on an entry to move it to a different processing group. Chk# or blank: If this entry already has a number, such as a manual check or EFT where you chose the number, enter it here. If you leave the field blank the program will assign a number during processing. Date or blank: If you are entering a payment previously issued on a certain date, such as a manual check or EFT, enter that date. If you leave the field blank the program will use the current date during processing. The system keeps separate sequential number ranges for each type of payment to aid in organization and to prevent duplications. Once you chose which payment type to process you are given the option of processing all vendors, or a single vendor. This allows you to process a payment immediately for a vendor already in process. After processing all the payment types and vendors that were in the file but not processed are restored to the next sequential batch number.

7 Check Batch Lines Enhancements Entry of an Invoice number on file will fill in amount and GL account fields (as shown on line 1 above, where a recurrent invoice is added to the batch). If the invoice number is not on file when you enter that number the program will bring up the default GL account for the vendor, which you can accept or override (as shown on line 2 above). (F4 search to bring up list of GL accounts) Discount will be calculated if earned based on vendor terms, user can override and enter either a dollar amount or a percentage. Entry of a line with $0 discount and $0 paid will be treated as a comment only line; no GL account field will be shown. Comments entered in the Comment field will be printed on the check stub and carry to Check history. If the payment type is a printed check then the number of lines being printed and the maximum lines available on the check will be shown on the total line. (A standard laser check allows 16 lines.)

8 Void Invoice Screen This program Voids a previously posted AP invoice, eliminating the need to add lines to an open invoice to remove it from the system. The program: Creates a reverse J/E for the distribution of the invoice. Removes the invoice completely from the AP system and Vendor status and history. Updates AP Not billed by removing the amount added to the heading of a PO receipt for AP Not billed. These steps occur immediately when you answer Yes to Ready to void, there is no batch list or post.

9 Vendor Status Enhancements: Multi screen vendor status, similar to the Customer status in AR and Order entry, gives access to commonly needed information, including open invoices, all invoices in history, and all check history.

10 Invoice History Invoice history has been completely rewritten and now keeps all the heading and line information for later reference use. Notes which were entered in the free form notes <sh>f10 are kept with the invoice when it is posted to history. F1 Search, F3 Match, F4 Find and F5 Alpha search have been added to invoice history.

11

12 Check History Check history has been completely rewritten and now keeps all the heading and line information for later reference use. Notes which were entered in the free form notes <sh>f10 are kept with the check when it is posted to history. F1 Search, F3 Match, F4 Find and F5 Alpha search have been added to check history. When checks are posted to history they have a two part number originating with the Check batch. The first part is the payment type, the second part is the sequential check number.

13

14 Payment types control how payments are processed. Users can define as many payment types as needed, allowing multiple bank accounts for printed checks, one or more types for EFT payments that originate from a web site or pre authorized automatic payment, and one or more types for issuing payments to vendors electronically using the ACH system. Each vendor has a default payment type assigned in the vendor maintenance file. That type is used as the default for invoice or payment batch entries, and can be overridden by the user at time of entry. Once a payment is in the batch you can change how it will be processed by changing the payment type, making it easy to control what is paid and what is held.

15 Payment type: User assigned 4 digit alphanumeric code. We suggest you use variations to easily distinguish the type. For example we use UMPQ for the standard bank account issuing checks, UMPE for EFT payments from that account, and UMPA for ACH payments from that account. Description: Your description of the account. Journal and GL account are where disbursements from the payment type will be posted. Chk/ACH/Other: Enter C if this payment type will print laser checks, A if this payment type will be used in an ACH batch for electronic payment, or O if this type will be used for recording other types of entries, such as automatic EFT payments or web site payments. The A and O types will print a plain paper record of payment in place of an actual check. ACH payments will be created in a ACH formatted file which is transferred to the C:\THEOSIN folder on your PC; from there you can use your banks web site to upload the ACH file for processing. (Paying by ACH requires pre-authorization from your bank and may require submitting sample payments. Contact your bank for details.) Maximum lines: This is the maximum number of lines on the laser printed check. The standard laser check allows 16 lines to be printed. If more than lines are needed in a batch being processed the program will issue multiple checks. For A and O types this field should be left at 0, and the printing program will automatically page like any other report.

16 Last number: The last number used for this payment type. System assigned numbers are incremented and appended to the payment type to eliminate duplication between types. Prenumbered: This would be Y or 1 for pre-numbered checks, N or 0 if checks are not prenumbered and for other types where the system will print the number on the plain paper record of payment. Fields below the ACH Information heading are only used for ACH payment types. If you are not entering an ACH payment type all the following fields should be left blank. Each section contains the corresponding ACH record number, name and field number for clarification purposes. This information is provided for your use when discussing the file you are submitting with bank ACH or treasury personnel. Contact ASI Support if you would like a PDF copy of the standard ACH file format for reference purposes. SEC class: Enter the SEC (Standard Entry Class) code for the payment type. Client originated ACH payments will be either CCD (Corporate Credit or Debit) for business payments or PPD (Prearranged Payment and Deposit) for consumer accounts. If you need to make both corporate and consumer payments set up two separate Payment types, one for each code and assign the appropriate code to the vendor. (ACH Record 5 Company/Batch header, field 6). Acct type C/S/N: C for checking, S for savings, or N for no offset account. The N type is used when your bank requires unbalanced ACH files and no offsetting account information will be added to the file. (ACH record 6 Entry detail, Field 2.) Routing number: The bank routing number of your account making the payment. (ACH Record 1 File header, field 3 and Record 8 Company/Batch control, field 10 and ACH Record 6 Entry detail, fields 3 and 4.) Account number: The bank account number of your account making the payment. (ACH Record 6 Entry detail, field 5.) Company name: Company name as used on the bank account issuing the payment. (ACH Record 1 File header, field 12 and ACH Record 5 Company/batch header, field 3). Company id no.: Enter your company ID for ACH. The recommended number is 1 followed by your federal tax ID number without the dash, unless instructed otherwise by your bank. (ACH Record 1 File header, field 4, ACH Record 5 Company/batch header, field 5 and ACH Record 8 Company/Batch control, field 7). Bank name: Enter your bank name. (ACH Record 1 File header, field 11).

17 A/P Manger This menu contains packing steps for various files, the close year step, and accesses the AP control data where default GL accounts are maintained. By moving those steps to this menu ASI can create custom user menus so that only certain employees have access to these maintenance steps. AP6Relasenote.docx; last updated 6/17/2011