COINS OA Enhancement: AP/PL Shared Service Invoice Entry

Transcription

1 Document Ref: OA_CE-PL003 (PDR 22685) Date: Jun Document Version: 1.0 Modules Affected: Payroll Earliest available version of COINS: COINS OA v10.26 Documentation Updated: This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS web site Client Area. Construction Industry Solutions 6 Airport Park Blvd. Latham, NY Construction Industry Solutions

2 Contents 1 Overview Configuration PL Parameters AP/PL Batch Configuration Non-scanned Invoices (Shared Service) Enter Invoices (Shared Service) Menu Item Enter Invoices (Shared Service) Screen Add (or Amend Unposted) Invoice Notes about Invoice Batches (PLINV) Post Invoices Scanned Invoices (Shared Service) DM Bulk Auto-Index of Single Page Invoices (Shared Service) Index PL Invoices from Pool (Shared Service) Index from Batch (Shared Service) Enter Invoices via Scan (Shared Service) Post Batches Inquiries Batches Inquiry Suppliers (Shared Service) Inquiry Invoices (Shared Service) Inquiry Construction Industry Solutions, Jun Page 2 of 25

3 1 Overview The Shared Service operation enters Accounts Payable invoices on behalf of more than one operating company. Such invoices are typically entered (registered) and costed either at a later stage or at the same time as invoice entry. Functionality has been enhanced in the OA Accounts Payable module to address certain issues associated with a typical Shared Service operation. For instance, some of the more cumbersome tasks associated with invoice scanning and entry have now been removed from the Shared Service operation. Benefits of these enhancements include: Prior to scanning, invoices no longer need to be sorted into different piles based on the destination company. Simplified indexing process (no need to access the document tree ). Separate AP/PL batches are created, but all invoices are entered via a single Shared Service batch. When you choose to Post Invoices, all the invoices and any AP/PL batches are automatically posted. Scanned invoices can be processed (i.e., data entered) from a single list with COINS automatically recognizing the destination company. Reduced number of keystrokes required to enter a typical invoice. 2 Configuration 2.1 PL Parameters The parameter PL/SSTTYPE has been added to the Accounts Payable module. Parameter SSTTYPE Description Default Transaction Type for Shared Services Invoice Batches This parameter is only used if Shared Service invoices are entered via the Enter Invoices (Shared Service) function (see Section 3.1 on page 5). The Enter Invoices via Scan (Shared Service) function uses the parameter DM/PLTRNSTP (see Section 4.4 on page 17). Construction Industry Solutions, Jun Page 3 of 25

4 2.2 AP/PL Batch Configuration A batch type called PLINVSS (see Figure 1) has been created in Accounts Payable > Setup > Configuration > Batch Configuration so that Shared Service invoices may be entered automatically into it. After COINS determines which company each invoice belongs to, invoices are copied into a corresponding PLINV batch in the destination company in readiness for posting into that company s accounts payable. Figure 1: PLINVSS Batch Since the PLINVSS batch type is strictly used for grouping invoices before they are posted to their destination companies, no monetary totals can be entered or controlled. The only total maintained on this batch type is the total number of transactions in the batch. Construction Industry Solutions, Jun Page 4 of 25

5 3 Non-scanned Invoices (Shared Service) 3.1 Enter Invoices (Shared Service) Menu Item The Enter Invoices (Shared Service) function is found in Accounts Payable > Input, as shown in Figure 2. Figure 2: Enter Invoices (Shared Service) Menu Item Enter Invoices (Shared Service) Screen After you select the Enter Invoices (Shared Service) menu option, the following processing occurs before the screen is displayed: If the current AP/PL period is not set, the following error message is displayed: No current PL period available for company x. If there is no unposted Shared Service PL invoice batch (PLINVSS) for the current user and current PL fiscal period in the current user s prime company, a batch is created. Construction Industry Solutions, Jun Page 5 of 25

6 This screen (see Figure 3) shows you a list of invoices without the need to create a batch header record. As many PL Invoice (PLINV) batches as needed are created automatically in the companies derived from the PO Number or Cost Analysis code. These batches are marked specifically as Non-scanned Shared Service PLINV batches. The list of invoices remains available on this screen for amendment and/or deletion until the Post Invoices option is run. Figure 3: Enter Invoices (Shared Service) Screen Field Definitions (Selected Fields) Period The current PL period. PO Number The purchase order number, if applicable. Analysis The code for the Cost Analysis type, such as job, overhead department, etc. [Company pointer] ==> Co The company number derived from the PO Number or Cost Analysis. Construction Industry Solutions, Jun Page 6 of 25

7 PL Batch The PL invoice batch number in which this invoice is currently located. If the invoice is amended and the company is different (due to the new PO Number or Cost Analysis being changed), the invoice is moved to a different AP/PL batch in the new company. 3.2 Add (or Amend Unposted) Invoice The Add Invoice screen (see Figure 4) has been revised so that either the PO Number or the Cost Analysis must be entered before any other data. If the PO Number or Cost Analysis entered is found in only one of the companies that a user can access, the associated company number is assigned to the invoice. The derived company s name is displayed on the right hand side of the screen; all screen value defaults, lookups, and validations are shown (or are implemented) with reference to this company. Figure 4: Add Invoice Screen Construction Industry Solutions, Jun Page 7 of 25

8 Field Definitions (Selected Fields) PO Number Enter a valid purchase order number or leave this field blank. Once a valid PO Number has been entered, the Analysis field is made unavailable for input. If the PO Number exists in more than one of the companies that you can access, you are prompted to use the lookup button. The lookup screen associated with this field now shows the Company number and company Name alongside the PO Number. Analysis [Analysis Code] If the PO Number is left blank, the Analysis field is enabled. Use this field to select the required Cost Analysis type and enter the Analysis Code (such as the job number). If the Analysis Code exists in more than one company that you can access, you are prompted to use the lookup button. Company Name This read-only field is filled in based on the PO Number or the Analysis Code entered above. Account Number This number defaults from the PO Number (if entered). Supplier Name [Supplier Address] Tax Registration Number The supplier s name, address, and Tax Registration Number are read-only data that are filled in based on the AP/PL Account within the company. Invoice Date This date defaults in from the derived company. Due Date This date defaults in from the AP/PL Account within the derived company. Discount Date This date defaults in from the AP/PL Account within the derived company. Supplier Reference The supplier's invoice number or other reference. Construction Industry Solutions, Jun Page 8 of 25

9 Internal Reference The COINS internal reference number for the invoice. Cost Effective Date The cost effective date of the invoice. Transaction Type The value that defaults into this field is based on the following: If a PO Number has been entered, the Transaction Type defaults from the value of the PL/SSTTYPE parameter in the derived company. If a PO Number has not been entered, the Transaction Type defaults from the first value in the PO/NONPOTTS parameter in the derived company. Approve (Commercial) Box If the PL/USEFINH parameter is not set to Y, the title of this box displays as Approve. Approve (Financial) Box If the PL/USEFINH parameter is not set to Y, this box does not display on the screen Notes about Invoice Batches (PLINV) As each invoice is saved, it is inserted into (or moved to) a Purchase Invoice Batch (PLINV) for the current user and AP/PL Fiscal Period in the destination company. If no such unposted PLINV batch already exists, it is created automatically. If there is no current AP/PL Fiscal Period in the destination company, an error message displays ( No current PL period available for company x ), and you cannot save the invoice. If an invoice is moved from one invoice batch (PLINV) to a batch in another company, the totals for each of these batches correspond correctly to the number of invoices in each batch. 3.3 Post Invoices When you click the Post Invoices button at the top of the Enter Invoices (Shared Service) screen (see Figure 5), every invoice (PLINV) batch that was automatically created is ready for posting. If any batch is not ready for posting, no batches are posted at all. Construction Industry Solutions, Jun Page 9 of 25

10 Figure 5: Post Invoices Button If all batches are ready for posting, the screen shown in Figure 6 is displayed. This screen is for informational purposes only. All relevant invoice batches are automatically posted. Figure 6: Batches Posted (Shared Service) Construction Industry Solutions, Jun Page 10 of 25

11 4 Scanned Invoices (Shared Service) 4.1 DM Bulk Auto-Index of Single Page Invoices (Shared Service) The Bulk Auto-Index of Single Page Invoices (Shared Service) function appears on the Document Management > Administration menu, as shown in Figure 7. It allows you to index a batch or pool of scanned Accounts Payable Shared Service invoices and assumes that all the documents in the batch or pool are single-page invoices. Figure 7: Bulk Auto-Index of Single Page Invoices (Shared Service) Menu Item When you select this function, the screen shown in Figure 8 appears. Figure 8: Bulk Auto-Index of Single Page Invoices (Shared Service) Screen Construction Industry Solutions, Jun Page 11 of 25

12 Field Definitions Source Batch Pool Select whether the documents to be indexed are from either a Batch or a Pool. If you selected Batch in the Source field to index from a batch, this field is enabled for you to select the batch that contains the scanned documents. If you selected Pool in the Source field to index from a pool, this field is enabled for you to select the pool that contains the scanned documents. After you have filled in these fields and click the Next button follows:, processing continues as A PL invoice batch (PLINV) is created for the current user, for the current AP/PL Fiscal Period, and in the current logged-in company (not necessarily the user s prime company). A Shared Service AP/PL invoice batch (PLINVSS) is created for the current user, for the current AP/PL Fiscal Period, and in the user s prime company. This batch is specifically marked as a scanned batch. Its description is set to OA DM Batch (Shared Service). Empty AP/PL invoices are created and placed in the AP/PL invoice batch just created, and a pointer record is created in the Shared Service PL invoice batch s line table. Note A specially formatted Temporary Internal Reference is generated for each empty invoice since the destination company has not yet been determined, and this prevents gaps in the internal reference sequence from occurring. A PDF document is produced, as shown in Figure 9. Figure 9: Bulk Auto-Index of Single Page Invoices (Shared Service) PDF Document Construction Industry Solutions, Jun Page 12 of 25

13 4.2 Index PL Invoices from Pool (Shared Service) The Index PL Invoices from Pool (Shared Service) function appears on the Document Management > Create Document menu, as shown in Figure 10. It allows you to index PL Invoices that have been scanned and placed in a document pool (Shared Service). It presents a list of all scanned pools to allow auto indexing by individual scanned pool. Figure 10: Index PL Invoices from Pool (Shared Service) Menu Item When you select this function, the screen shown in Figure 11 appears. Figure 11: Index PL Invoices from Pool (Shared Service) Screen Construction Industry Solutions, Jun Page 13 of 25

14 Select the pool you wish to index, then select the Index from Pool/Batch choose action to go to the next screen, as shown in Figure 12. Figure 12: Index from Pool (Shared Service) Selection Screen Field Definitions (Selected Fields) Auto Index Indicate whether you wish to auto index the pool: If checked, COINS automatically creates a PL Batch and Invoice and prompts you with the P/L Invoice Document Group field. If not checked, COINS prompts you with additional fields to enter the keywords manually, such as Internal Reference, Supplier, Invoice Date, etc. P/L Invoice Document Group If you checked the Auto Index field, you are prompted to enter the PL Invoice Document Group in this field. After you have filled in these fields and click the Next button follows:, processing continues as A PL invoice batch (PLINV) is created for the current user, for the current AP/PL Fiscal Period, and in the current logged-in company (not necessarily the user s prime company). A Shared Service AP/PL invoice batch (PLINVSS) is created for the current user, for the current AP/PL Fiscal Period, and in the user s prime company. This batch is specifically marked as a scanned batch. Its description is set to OA DM Batch (Shared Service). Empty AP/PL invoices are created and placed in the AP/PL invoice batch just created, and a pointer record is created in the Shared Service PL invoice batch s line table. Construction Industry Solutions, Jun Page 14 of 25

15 Note A specially formatted Temporary Internal Reference is generated for each empty invoice since the destination company has not yet been determined, and this prevents gaps in the internal reference sequence from occurring. 4.3 Index from Batch (Shared Service) The Index from Batch (Shared Service) function appears on the Document Management > Create Document menu, as shown in Figure 13. It allows you to index documents that have been scanned and placed in a batch (Shared Service). It presents a list of all scanned batches to allow auto indexing by individual scanned batch. Figure 13: Index from Batch (Shared Service) Menu Item When you select this function, the screen shown in Figure 14 appears. Construction Industry Solutions, Jun Page 15 of 25

16 Figure 14: Index from Batch (Shared Service) Screen Select the batch you wish to index, then select the Index from Pool/Batch choose action to go to the next screen, as shown in Figure 15. Figure 15: Index from Batch (Shared Service) Selection Screen Auto Index Indicate whether you wish to auto index the batch: If checked, COINS automatically creates a PL Batch and Invoice and prompts you with the P/L Invoice Document Group field. Construction Industry Solutions, Jun Page 16 of 25

17 If not checked, COINS prompts you with additional fields to enter the keywords manually, such as Internal Reference, Supplier, Invoice Date, etc. P/L Invoice Document Group If you checked the Auto Index field, you are prompted to enter the PL Invoice Document Group in this field. After you have filled in these fields and click the Next button follows:, processing continues as A PL invoice batch (PLINV) is created for the current user, for the current AP/PL Fiscal Period, and in the current logged-in company (not necessarily the user s prime company). A Shared Service AP/PL invoice batch (PLINVSS) is created for the current user, for the current AP/PL Fiscal Period, and in the user s prime company. This batch is specifically marked as a scanned batch. Its description is set to OA DM Batch (Shared Service). Empty AP/PL invoices are created and placed in the AP/PL invoice batch just created, and a pointer record is created in the Shared Service PL invoice batch s line table. Note A specially formatted Temporary Internal Reference is generated for each empty invoice since the destination company has not yet been determined, and this prevents gaps in the internal reference sequence from occurring. 4.4 Enter Invoices via Scan (Shared Service) The Enter Invoices via Scan (Shared Service) function appears on the Accounts Payable > Input menu, as shown in Figure 16. It allows you to enter Accounts Payable scanned invoice batches on behalf of more than one operating company. Construction Industry Solutions, Jun Page 17 of 25

18 Figure 16: Enter Invoices via Scan (Shared Service) Menu Item When you select this function, the screen shown in Figure 17 appears. Only Shared Service PL invoice batches that have been scanned are shown on this screen. Figure 17: Scanned Invoice Batches (Shared Service) Screen Click the Batch Number link of a Shared Service invoice batch (POINVSS) from the list to go to the Batch Summary screen, as shown in Figure 18. Construction Industry Solutions, Jun Page 18 of 25

19 Figure 18: Batch Summary Screen To see any scanned invoices for this batch, go to the Scanned Invoices tab screen, as shown in Figure 19. This screen shows you the list of invoices in the selected batch. If an invoice has not yet been allocated a true internal reference, the value shown in the Internal Reference column is blank. Figure 19: Scanned Invoices (Shared Service) Click the Internal Reference link to go to a separate Invoice Details screen that contains Invoice and Approve tabs. Construction Industry Solutions, Jun Page 19 of 25

20 On the Invoice tab, open the invoice to see any associated image(s) and an Update Invoice screen, as shown in Figure 20. On the Approve tab (see Figure 21), open the screen to add any relevant information for approval of this invoice. Figure 20: Update Invoice Invoice Screen Construction Industry Solutions, Jun Page 20 of 25

21 Figure 21: Update Invoice Approve Screen As each invoice is saved, a true internal reference (with reference to the destination company s rules) is generated under the following circumstances: The invoice being saved still has a temporary internal reference. The invoice being saved has had its destination company changed (as the result of a PO Number or Cost Analysis change) Post Batches Batches are posted by selecting them on the main Scanned Invoice Batches screen, selecting the Post choose action, and then clicking the Apply Action button batches in the various destination companies are then posted.. All associated AP/PL invoice Construction Industry Solutions, Jun Page 21 of 25

22 5 Inquiries 5.1 Batches Inquiry The Batches Inquiry (see Figure 22) on the AP/PL Inquiries menu can be used to inquire on Shared Service PL invoice batches. The Batch Type selector at the foot of the screen includes an AP Invoices (Shared Service) option. Figure 22: Accounts Payable Batches Screen When you select a batch, you are taken to the Batch tab on the Batch Summary screen. This screen also contains a tab that will either be labeled Invoices (for non-scanned invoices) or Scanned Invoices (for scanned invoices). The Invoices tab is shown in Figure 23. Construction Industry Solutions, Jun Page 22 of 25

23 Figure 23: PL Batches Invoice Entry Batch (Shared Service) 5.2 Suppliers (Shared Service) Inquiry The AP/PL Suppliers (Shared Service) Inquiry (see Figure 24) shows suppliers across all of the companies that the logged-in user has access to. If no filters are set, suppliers are presented in Supplier Account order within a Company. If filters are set, suppliers are presented in the most relevant order as determined by the query generated (but always within a Company). Construction Industry Solutions, Jun Page 23 of 25

24 Figure 24: Suppliers (Shared Service) Inquiry The Supplier Account link on this screen opens a new window and sets the company in that window to the company number that the supplier account belongs to. This allows you to easily navigate to other menu options within the invoice s company. 5.3 Invoices (Shared Service) Inquiry The Invoices (Shared Service) Inquiry (see Figure 25) shows invoices across all of the companies that the logged-in user has access to. If no filters are set, invoices are presented in Internal Reference order within a Company. If filters are set, invoices are presented in the most relevant order as determined by the query generated (but always within a Company). Construction Industry Solutions, Jun Page 24 of 25

25 Figure 25: Invoices (Shared Service) Inquiry The Internal Reference link opens a new window and sets the company in that window to the company number that the invoice belongs to. This allows you to easily navigate to other menu options within the invoice s company. Construction Industry Solutions, Jun Page 25 of 25