Purchasing and Accounts Payable. User Guide

Transcription

1 Purchasing and Accounts Payable User Guide

2 2005, Jenzabar, Inc. 5 Cambridge Center Cambridge, MA This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved. Trademarks and Attributions Jenzabar, Jenzabar.com, and all related graphic logos are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and may be trademarks of their respective owners. Filename: ugpo Revision Date March 31, 2005 December 16, 2005 March 14, 2006 Revision History Comments Standards updates SMO updates poinvaudit prior year clarification

3 JENZABAR, INC. PURCHASING AND ACCOUNTS PAYABLE USER GUIDE TABLE OF CONTENTS SECTION 1 - GETTING STARTED... 1 Overview... 1 Introduction... 1 Product Differences... 1 Purpose of This Guide... 1 Intended Audience... 1 Learning Objectives... 1 How to Use This Guide... 2 Structure of Jenzabar User Guides... 2 Other Information Resources... 3 Introduction... 3 Resource List... 3 Before You Begin Purchasing and Accounts Payable... 4 Introduction... 4 Components of the Purchasing and Accounts Payable Product... 4 Purpose of the Purchasing Application... 4 Purpose of the Accounts Payable Application... 4 Purpose of the Receiving Application... 4 Purchasing and Accounts Payable Process... 5 Status of Purchase Orders and Invoices... 6 Form Types... 7 Prerequisite Tasks... 7 Background Knowledge... 7 Reporting Tools... 8 Standard ACE Reports... 8 Conventions Used in This Guide... 9 Introduction... 9 Style Conventions... 9 Jenzabar-Specific Terms Keystrokes SECTION 2 - USING THE PURCHASING AND ACCOUNTS PAYABLE SCREENS Overview Introduction Alphabetical Organization Screen and Window Differences s Information Screens (1 and 2) Purpose Access Example Fields Commands Accounts Payable - Parameter Screen Purpose Access Example Fields Commands Accounts Payable Credit Memo Screen i

4 Purpose Access Example Fields Commands Accounts Payable Direct Entry Screen Purpose Access Modes Example Fields Commands Accounts Payable Line Item Entry Screen Purpose Access Example Fields Header Information Line Item and Account Information Commands Accounts Payable Payee Entry Screen Purpose Access Example Fields Commands Accounts Payable Requisition Selection Screen Purpose Access Example Fields Commands Accounts Payable Review Screen (Simplified Invoice) Purpose Access Example Fields Header Information Account Information Commands Accounts Payable Review Screen (Line Review) Purpose Access Example Fields Header Information Line Item Information Commands Assign Buyer - Parameter Screen Purpose Access Example Fields Commands Assign Requisition to Buyer Screen ii

5 Purpose Access Example Fields Commands Line Item Account Entry Screen (Accounts Payable) Purpose Access Example Fields Commands Line Item Account Entry Screen (Credit Memo) Purpose Access Example Fields Commands Line Item Account Entry Screen (Purchasing) Purpose Access Example Fields Commands Listing of Invoices and Checks for PO Window Purpose Access Example Fields Commands Mass Invoice Entry - Incomplete Journals Window Purpose Access Example Fields Commands Mass Invoice Entry - Query Results Screen Purpose Access Example Fields Commands Mass Invoice Entry Screen Purpose Access Example Fields Header Information Invoice Information Invoice Charges Commands Mass Invoice Entry - Subsidiary Window Purpose Access Example Fields iii

6 Commands Purchase Order Header Entry Screen Purpose Access Modes Example Fields Commands Purchase Order Line Item Entry Screen Purpose Access Example Fields Header Information Line Item Information Commands Purchase Order Listing Pop-up Window Purpose Access Example Fields Commands Purchase Order Review Screen Purpose Access Example Fields Header Information Line Item Information Commands Purchase - Parameter Screen Purpose Access Example Fields Commands Purchasing - Requisition Line Item Selection Screen Purpose Access Example Fields Commands Purchasing - Requisition Selection Screen Purpose Access Example Fields Commands Query Listing Pop-up Window Purpose Access Example Fields Commands Receiving Entry - Review of Received Items Against PO Item Screen iv

7 Purpose Access Screen Fields Header Information PO Line Item Information Commands Receiving Header Entry Screen Purpose Access Example Fields Commands Receiving - Information Screen Purpose Access Example Fields Header Information Receiving Information Commands Receiving - Line Item Entry Screen Purpose Access Example Fields Header Information Purchase Order Line Item Information Receiving Line Item Information Commands Receiving - PO Summary Screen Purpose Access Example Screen Fields Header Information Purchase Order Line Item Information Commands Receiving Review Screen Purpose Access Example Fields Header Information Received Items Information Commands Requisition Denial Screen Purpose Access Example Fields Commands Return Screen Purpose Access Example v

8 Fields Header Information Received Items Information Return Information Commands Returned Goods Review Screen Purpose Access Example Fields Header Information Received Items Information Commands SECTION 3 - PROCESSING PURCHASE ORDERS Overview Introduction Decentralizing the Purchasing Process Automated Purchase Order Approval Before You Begin The Process Commands to Use Assigning Buyers for Requisitions Introduction How to Assign Buyers for Requisitions Creating a Purchase Order Using a Requisition Introduction How to Create a Purchase Order Using a Requisition Creating a Purchase Order Using Build PO Introduction Before You Begin How to Create a Purchase Order Using Build PO Issuing a Change Order Introduction Before You Begin Example 1: Change Order Processing with a Single Invoice Explanation of Example Example 2: Change Order Processing with Multiple Invoices Explanation of Example How to Issue a Change Order SECTION 4 - PROCESSING INVOICES Overview Introduction Before You Begin Automated Invoice Approval Process Command to Use Adding an Invoice Against a Purchase Order Introduction How to Add an Invoice Against a Purchase Order Adding an Invoice for Partial Payment Against a Purchase Order Introduction How to Add an Invoice for Partial Payment Against a Purchase Order Adding a Direct Invoice vi

9 Introduction How to Add a Direct Invoice Adding a Simplified Invoice Introduction How to Add a Simplified Invoice Recording a Credit Memo Introduction How to Record a Credit Memo Processing a Check Request Introduction How to Process a Check Request Changing the Payee Address on Invoices Against Purchase Orders Introduction How to Change the Payee on Invoices Against Purchase Orders Relieving an Encumbrance Introduction How to Relieve an Encumbrance on an Invoice Against a Purchase Order SECTION 5 - PROCESSING MASS INVOICES Overview Introduction Before You Begin Process Commands to Use Querying and Selecting Mass Invoice Information Introduction How to Query and Select Mass Invoice Information Adding Mass Invoice Information Introduction How to Add Mass Invoice Information SECTION 6 - PROCESSING RECEIVED ITEMS Overview Introduction Before You Begin Process Command to Use Recording Receiving Information Introduction How to Record Receiving Information Adding Receiving Information to Existing Receiving Records Introduction How to Record Receiving Information to an Existing Receiving Record Recording the Return of Received Items Introduction How to Record Returned Items Information SECTION 7 - MAINTAINING YOUR ACCOUNTS PAYABLE DATA WITH PO/INVOICE AUDIT Introduction Purpose PO/Invoice Audit Program - Report Only Mode PO/Invoice Audit - Update Mode PO/Invoice Audit Program Process Running the PO/Invoice Audit Program Introduction vii

10 How to Run the PO/Invoice Audit Program Sample PO/Invoice Audit Report PO/Invoice Audit Program-Audit Checks and Solutions Introduction Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check Audit Check SECTION 8 PRODUCING 1099 FORMS AND TAPES Overview Introduction Form Types Supported Menu Options for Producing 1099s Special Considerations for 1099-R Processing Introduction The 1099-R Process Before You Begin Preparing for 1099 Processing Before You Begin Setup Issues Box Setup Initializing, Editing, and Updating 1099 Records Introduction Selection Process Mail Preparing 1099 Forms in Batch or by ID Introduction Mail from the Prepare Forms Process Interpreting the Mail Message Printing 1099 Forms in Batch or by ID Introduction Printing 1099s Creating Tapes and Diskettes Before You Begin Creating the 1099 Tape File viii

11 Mail from the Prepare Tape Process Interpreting and Using the Mail Message Write Tape Process Verifying Tapes Rerunning a "Write Tape" Process Preparing the Tape Label (Form 5064) Corrected 1099 Forms Corrected 1099 Tapes SECTION 9 - PRODUCING 1042S FORMS AND TAPES Overview Introduction Purpose of the 1042S Form Before You Begin Menu Options for Producing the 1042S Producing the 1042S Form Producing the 1042S Tape SECTION 10 - USING THE PURCHASING AND ACCOUNTS PAYABLE REPORTS Overview Introduction How to Generate and Print Reports Reports for Purchasing and Accounts Payable Report [A-M] Reports Report [N-Z] Reports SECTION 11 - RESPONDING TO SYSTEM MESSAGES Overview Introduction Four Types of Messages Descriptions of Message Types Electronic Mail Messages Warning and Error Messages Messages from Purchasing and Accounts Payable Errors from Form Preparation Processes Errors from the Prepare Forms Process Foreign Tax Warning Message from the Prepare Forms Process Error Messages from the Tape Preparation Process Write Tape Errors INDEX ix

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13 Overview SECTION 1 - GETTING STARTED Introduction The Jenzabar Purchasing and Accounts Payable product allows you to enter and maintain information about items your institution has ordered, paid for, and received. This product includes the following three applications: Purchasing Accounts Payable Receiving In addition, the Purchasing application includes a program for the Assign Buyer feature. Product Differences This guide contains information for using all the features for the Purchasing and Accounts Payable product. Your institution may or may not have all the features documented in this guide. Purpose of This Guide This guide serves as a learning tool and a reference guide for adding and updating purchasing, accounts payable and receiving information. Intended Audience This guide is for use by menu users who perform data entry operations in the purchasing office, the accounting office, and the receiving area. Menu users include the person responsible for Purchasing and Accounts Payable, administrative assistants, and operators. Learning Objectives Using this guide, you will be able to: Process the assignment of buyers for approved requisitions. Process various types of purchase orders and change orders, including creating and terminating them. Process various types of accounts payable entries, including applying invoices against purchase orders, inputting direct invoices, creating credit memos and processing check requests. Process various types of receiving entries, including handling the receipt and return of goods. Use PO/Invoice Audit to maintain accounts payable records and balances throughout your institution. Purchasing and Accounts Payable 1 Getting Started

14 How to Use This Guide If you are not familiar with how your institution maintains its purchasing, accounts payable and receiving information, read this guide for detailed information about how to use the applications. If you are familiar with how your institution maintains this information, and need specific information in a particular area, use the Table of Contents and the Index to locate the pages you need. If you are using a character-based version instead of the GUI version of Jenzabar CX, the screen mode name is listed in the upper left corner of your screen. Refer to the mode name in the Index to locate the screen title used in the GUI version and in the Screens Section of this guide. Structure of Jenzabar User Guides Jenzabar user guides contain the following sections: Section 1 - An overview of general information Section 2 - A reference of the application s screens, fields, and commands Section Detailed procedures for using the application Section 7 - A procedure for producing reports and report reference information Section 8 - A reference of application error and warning messages Index Getting Started 2 Purchasing and Accounts Payable

15 Other Information Resources Introduction Resource List This user guide contains information about the screens, options, and procedures that are specific to Purchasing and Accounts Payable. However, some of these may be used in other Jenzabar CX products. Documentation for these common features appears in the manuals or guides to which they most specifically relate. The following provides references to other Jenzabar documentation for certain functions, screens, and options that are not described in this user guide. For more information about: Approval screens and procedures Assigning Buyer screens and procedures Check Writing screens and procedures Common windows Communications management Detail windows Jenzabar CX menus Jenzabar CX universal commands: Help ID-type Query Scroll Table Lookup Journal Reports PERFORM screens: Common commands General description Ring menus Program screens: Common commands General description Toolbars Purchasing and Accounts Payable screen flow diagram Purchasing and Accounts Payable tables and table maintenance Requisitioning screens and procedures Query tools (including Accounting and Budget) QuickMate Reporting tools Vendor Entry screens and procedures See: Requisitioning User Guide Requisitioning User Guide Check Writing User Guide Getting Started User Guide Communications Management User Guide Getting Started User Guide Getting Started User Guide Getting Started User Guide General Ledger Technical Manual Getting Started User Guide Getting Started User Guide RPA Technical Manual RPA Technical Manual Requisitioning User Guide Getting Started User Guide and General Ledger User Guide Installing QuickMate and QuickMate online help Getting Started User Guide Getting Started User Guide Purchasing and Accounts Payable 3 Getting Started

16 Before You Begin Purchasing and Accounts Payable Introduction This section provides the following: General information about the Purchasing and Accounts Payable product A summary of the Purchasing and Accounts Payable process A checklist of information you need to know and tasks you need to perform before using Purchasing and Accounts Payable A description of Jenzabar reporting features Background knowledge you must possess to use Purchasing and Accounts Payable Components of the Purchasing and Accounts Payable Product The Purchasing and Accounts Payable product contains the following application programs: Purchasing Accounts Payable Receiving Purchase Order Invoice Audit Purpose of the Purchasing Application The Purchasing application contains the following two programs: Assign Buyer Purchase The primary functions of the Purchasing application include: Assigning buyers by station number for approved requisitions Combining requisitioned items into a purchase order Encumbering the related accounts for the cost of the merchandise Purpose of the Accounts Payable Application There are two primary functions of the Accounts Payable application: Entering Invoices Submitting invoices for payment You use Accounts Payable to match purchase order items to those received, to match an invoice to the received items, and to schedule the payment. If desired, you can use Accounts Payable to create a Fixed Asset record for use in the Fixed Assets product. Purpose of the Receiving Application There are two primary functions of the Receiving application: Recording the receipt of ordered merchandise, including the quantity and condition of the merchandise Getting Started 4 Purchasing and Accounts Payable

17 Recording the return of received items Purchasing and Accounts Payable Process The following lists and describes the overall process involved in using the Purchasing and Accounts Payable product. The process shown below is an example and is not intended as policy guidance. Your institution's Purchasing and Accounts Payable process may vary. 1. The Purchasing Manager: Reviews approved requisitions to determine appropriate vendors for each Optionally assigns buyers to the approved requisitions by station number 2. The Buyer: Assigns approved items from the requisition to a purchase order Issues the purchase order to the selected vendor 3. The System: Creates an encumbrance for each account Creates a Receiving record for each item and account 4. The Receiving Clerk: Verifies received items were ordered Enters confirming information into the Receiving record 5. The Accounts Payable Clerk: Matches the invoice to the purchase order item Submits the invoice for payment 6. The system: Generates a check to pay the invoice, based on the invoice due date Updates the general ledger accounts Creates a Fixed Asset record for fixed assets Purchasing and Accounts Payable 5 Getting Started

18 Status of Purchase Orders and Invoices Jenzabar CX tracks where a document is in the process flow of a purchase order or invoice by its status code. The following diagram shows how status codes change as the document flows through the process. Below the diagram is an explanation of the different status codes. Submit Document No approval required S C N Submit Document Approval required I Approved A Query and Submit approved document Denied N S C N - New is the status code for a newly created document and for a denied document. A document can be modified and submitted while its status is N. If a document is denied during the approval process, the system will change the status back to N so that the user can make modifications and re-submit it for approval. You should delete the document if it is not going to be re-submitted. Note: You cannot query a document that has been deleted. S - Submitted is the status code for a document when processing is complete. If a document requires no approval, the system changes the status from N to S when you select the Submit command. If a document requires approval, you are notified by when the document reaches final approval. At that time you must Query the document and select the Submit command. The system then changes the document status from A to S. I - In process is the status code for a document when it is in the approval process. When you select the Submit command for a document that requires approval, the system will change the status from N to I. A - Approved is the status code for a document that needed approval and was approved by all approvers. When the last approver marks the document as approved, the system changes the status from I to A. Getting Started 6 Purchasing and Accounts Payable

19 Form Types C - Closed is the status code for a purchase order after the encumbrance has been relieved. Other Status Codes There are different status codes for deleted documents: T - A Terminated status is assigned when you Delete a submitted purchase order. This document can be queried and reviewed. V - A Void status is assigned when you Delete a submitted invoice. This document can be queried and reviewed. X - A status code of X is assigned when you Delete a new purchase order or invoice. This document cannot be queried and reviewed by the end user, but the system maintains the associated records behind the scenes. R - A Replaced status is assigned for the purpose of maintaining an audit trail when you Backout an invoice or create a Change Order for a purchase order. These document records are stored behind the scenes. There are four basic form types in the Purchasing application. These form types are as follows: Blanket Purchase Orders (PB) Invoices (PI) Open Purchase Orders (PO) Purchase Orders (PP) The selection of the purchase order type affects the following: Which fields are active on the current screen The sequence for the numbering of purchase orders Prerequisite Tasks Use the following checklist to ensure that you have reviewed all required tasks before you begin using Purchasing and Accounts Payable. Identify the specific account numbers you will use when processing purchase orders. Determine which buyers are assigned to process requisitions into purchase orders. Background Knowledge To use Purchasing and Accounts Payable effectively and efficiently, you must have specific background knowledge about your computer and your institution's purchasing, accounts payable and receiving policies and procedures. The following lists and describes the necessary background information you should know. Jenzabar CX Know how to use the following: CX menu CX screens, command lines, ring menus, and comment lines CX universal commands, including: Help Purchasing and Accounts Payable 7 Getting Started

20 ID-type Query Scroll Table Lookup Authorized personnel Know answers to the following questions: Who is authorized to change Purchasing and Accounts Payable information? Who is authorized to access online Purchasing and Accounts Payable information? Purchasing and Accounts Payable policies and procedures Know answers to the following questions: What is the fiscal period end date? Who is authorized to approve purchase orders? Important dates Know when the following occur: Reporting Tools Beginning and end of the fiscal period Posting dates for both purchasing and accounts payable Jenzabar provides several solutions to serve Purchasing and Accounts Payable reporting needs. In addition to standard reports located on the Purchasing and Accounts Payable menus, your institution can create customized ACE reports for your unique reporting needs. Standard ACE Reports The standard reports located in the Solution menu system. You can access and run ACE reports from the menus to which they relate. In some cases, when a large number of reports exists, they may reside on more than one Reports menu. For example, standard Purchasing and Accounts Payable reports appear on both the Accounts Payable/Receiving: Reports [A-M] and Reports [N- Z] menus. The initial screen that appears when you select a report prompts you to enter any required parameters for producing it. For example, to produce the Credit Memo Activity report, you enter beginning and ending dates. Note: For more information on running ACE reports, see Using the Purchasing and Accounts Payable Reports in this guide. Getting Started 8 Purchasing and Accounts Payable

21 Conventions Used in This Guide Introduction Jenzabar has established a set of conventions to help you use this guide. The conventions presented below are not exhaustive, but they include the more frequently-used styles and terms. Style Conventions Jenzabar guides observe the following style conventions. Boldface type Represents text that you type into the system (e.g., "Type UNDG") and command names or keys you use to execute a command or function (e.g., Finish, <Enter>). Bulleted lists Show items not ranked or without a sequential performance. CAUTION: Indicates a caution or warning of a potential risk or condition. <Enter> Represents the Enter, Return, Line Feed, or key on your keyboard. Italic type Is used in any of these ways: To represent a new or key term To add emphasis to a word To cross-reference a section of text To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename) <Key name> Represents a key that you must press. Note: Indicates a note, tip, hint, or additional information. Numbered lists Show ranking of items or sequence of performance. Parentheses When used around a field name, indicate the field is unlabeled. The field description includes the location of the field. Quotation marks Represent information written in this guide exactly as it appears on the screen. Example: The message, "Now Running..." appears. Purchasing and Accounts Payable 9 Getting Started

22 Jenzabar-Specific Terms Some terms used in this guide may be unfamiliar to you, either because they are terms you have not used before or because Jenzabar has assigned a slightly different meaning to a familiar term. The following list identifies and explains the most common Jenzabar-specific terms: Application A group of one or more software programs that enables you to perform a particular procedure, such as entering information. Data Specific information you enter into fields on a particular data entry screen. Enter To type information on a keyboard and execute by either of the following actions: Pressing the <Enter> key Clicking on the OK button Selecting Finish F key Any of the function keys located on your keyboard (e.g., <F1>). Hot key The capitalized and highlighted letter of a command on a ring menu. ID Keystrokes The number assigned to each student or organization associated with your institution (e.g., 12345). Parameter A variable in the system that is given a constant value for a specific application (e.g., a date can be a parameter for producing a report). Select To execute a command by any of the following actions: Performing the keystrokes Pressing the hot key Highlighting the command or option and pressing <Enter> Clicking the mouse System The comprehensive suite of Jenzabar products that make up CX. When you see two keys separated by a dash (e.g., <Ctrl-c>), hold down the first key (<Ctrl>) while pressing the second (<c>). Getting Started 10 Purchasing and Accounts Payable

23 SECTION 2 - USING THE PURCHASING AND ACCOUNTS PAYABLE SCREENS Overview Introduction This section shows each screen and window you use in Purchasing and Accounts Payable and provides explanations for each of their fields. This section also provides a reference of the commands and options you use to perform procedures in Purchasing and Accounts Payable. Included in this section are screens used in the five programs in this product: Accounts Payable Assign Buyer Mass Invoice Entry Purchasing Receiving Refer to this section when you have questions about a specific field or command, or when you are completing the procedures in this guide. Alphabetical Organization The screens and field names in this section appear alphabetically, so you can locate them quickly. Because the screens in this product relate to different applications, the following listing identifies the screens by application. Note: The Assign Buyer program uses several Requisition screens. Refer to Using Requisitioning for information about the following screens: Requisition Summary Entry screen Requisition Header Entry screen Requisition Line Item Entry screen Line Item Account Entry screen 1042s Processing 1042s Information screen (screen 1) 1042s Information screen (screen 2) Accounts Payable Accounts Payable - Parameter screen Accounts Payable Credit Memo screen Accounts Payable Direct Entry screen Accounts Payable Line Item Entry screen Accounts Payable Payee Entry screen Accounts Payable Requisition Selection screen Accounts Payable Review screen Purchasing and Accounts Payable 11 Screens

24 Line Item Account Entry screen (Accounts Payable and Credit Memo) Listing of Invoices and Checks for PO window Purchase Order Listing Pop-up window Query Listing Pop-up window Assign Buyer Assign Buyer - Parameter screen Assign Requisition to Buyer screen Mass Invoice Entry Mass Invoice Entry - Incomplete Journals window Mass Invoice Entry - Query Results screen Mass Invoice Entry - Subsidiary window Mass Invoice Entry screen Purchasing Line Item Account Entry screen Purchase - Parameter screen Purchase Order Header Entry screen Purchase Order Line Item Entry screen Purchase Order Review screen Purchasing - Requisition Line Item Selection screen Purchasing - Requisition Selection screen Query Listing Pop-up window Requisition Denial screen Receiving Query Listing Pop-up window Receiving Entry - Review of Received Items Against PO Item screen Receiving - Information screen Receiving - Line Item Entry screen Receiving - PO Summary screen Receiving Header Entry screen Receiving Review screen Return screen Returned Goods Review screen Screen and Window Differences The screens and windows in this section represent those contained in the standard CX product in GUI format unless otherwise noted. Screen examples show question marks (?) for the Table Screens 12 Purchasing and Accounts Payable

25 Lookup option where space permits. If your institution changes these screens and windows to meet its specific needs, then your screens and windows will differ from those shown in this section. Your screens and windows will also look different if you use CX in character-based format. Notes: The screen titles and examples in this section reflect the GUI version of CX. If you are using the GUI version, the screen title appears on a title bar at the top of the screen and the mode is in the upper right corner of the screen. If you are using a character-based version, the screen mode name appears in the top left corner of your screen. Refer to that mode name in the Index of this guide to identify the screen title and to locate the page reference(s) associated with your screen. Purchasing and Accounts Payable 13 Screens

26 1042s Information Screens (1 and 2) Purpose Access Example The 1042s Information screens enables you to enter data required to produce 1042s forms for foreign students. Access the 1042s Information screen (screen 1) by selecting the Edit 1042-S Data option from the S menu, and then selecting Finish. The S menu exists on the Accounts Payable/Receiving menu. Screen 2 is accessed by selecting Screen from Screen 1. Following are examples of the 1042s Information screens. Screens 14 Purchasing and Accounts Payable

27 Fields The following is a list of fields that appear on the 1042s Information screens, and their descriptions. Most of the fields on the screens relate to IRS regulations. For more detailed explanations of the fields that are specific to the IRS, refer to the instructions for the 1042S form, available on the IRS website. Amount Repaid The amount overwithheld from a recipient that you repaid, assuming you intend to reimburse yourself by reducing, by the amount of tax actually repaid, the amount of any deposit made for a payment period in the calendar year following the calendar year of withholding. Awaiting Form W-8 (Y/N) A Y/N flag indicating whether the recipient is expecting to receive any of the W-8 forms. Corrected (N/Y) A Y/N flag indicating whether the form is new (N) or a correction to a previous form (Y). Exempt Code Used when the Tax Rate is 0.0%, a two-character numeric code indicating the authorization for that rate. The code must be valid in the 1042S Exemption table. The IRS s instructions for the form contain a list of the codes. Fed Tax Withheld The total amount of U.S. Federal tax actually withheld, either by your institution or by another withholding agent. Gross Income The gross amount paid to or on behalf of the recipient during the year, including withheld tax. ID Number of Payee The ID number of the individual for whom you are preparing the form. Inc. Code A two-character numeric code indicating the type of income the disbursed funds represent. The code must be valid in the 1042S Income table. The IRS s instructions for the form contain a list of the codes. Purchasing and Accounts Payable 15 Screens

28 Net Income The difference between Gross Income and Withholding Allowance. NQI Addr 1 and 2 The address of the NQI, if one exists. NQI City The residence city of the NQI, if one exists. NQI Ctry Code A two-character alphabetic code for the country in which the NQI (if one exists) declares legal residence. The code must be one of the values from the IRS s instructions for the form. NQI Name The name of the NQI, if one exists. NQI St/Zip The residence state and ZIP code of the NQI, if one exists. NQI TIN The taxpayer identification number of the NQI, if one exists. Payer Name The person for whom the withholding agent acts as a paying agent. Required only if from the withholding agent shown in boxes 9 and 10 of the form. Payer TIN The taxpayer identification number of the person for whom the withholding agent acts as a paying agent. Pro-Rata Basis (Y/N) A Y/N flag indicating whether the withholding agent has agreed that an NQI may provide information allocating a payment to its account holders, and that the NQI has failed to allocate more than 10% of the payment according to IRS regulations. Recipient Account Number Optionally, an account number assigned by you to the recipient. Recipient Code A two-character numeric code indicating the type of recipient. The code must be valid in the 1-42S Recipient table. The IRS s instructions for the form contains a list of the codes. Recipient Type A code indicating the type of identification number provided. Valid values are: E - an EIN Q - a QI-EIN S - A social security number Recipient U.S. TIN The recipient s taxpayer identification number. Reporting Calendar Year The calendar year for which you are preparing 1042s forms. Resident Code A two-character alphabetic code for the country in which the recipient declares legal residence for tax purposes. The code must be one of the values from the IRS s instructions for the form. Resident Country The name of the country in which the recipient declares legal residence for tax purposes. State Name Screens 16 Purchasing and Accounts Payable

29 Commands The name of the state for which tax was withheld. State Payer s Tax No. The Tax ID number for the individual who paid the state tax. State Tax Withheld The amount of tax withheld for the state. Tax Rate The rate of withholding that applies to the income in Box 2 or Box 4, as appropriate. Withhold Allow The withholding allowance amount from line H of the Personal Allowances Worksheet of Form W-4. The commands that appear on the 1042s screens are standard among all CX PERFORM screens. For more information, see Getting Started User Guide. Purchasing and Accounts Payable 17 Screens

30 Accounts Payable - Parameter Screen Purpose Access Example The Accounts Payable - Parameter screen enables you to define the parameters you want to use in the Accounts Payable application. Access the Accounts Payable - Parameter screen by selecting the Invoice Entry option from the Accounts Payable/Receiving menu, then selecting Finish. Following is an example of the Accounts Payable - Parameter screen. Screens 18 Purchasing and Accounts Payable

31 Fields Commands The following is a list of fields and their descriptions that appear on the Accounts Payable - Parameter screen. Payables Subsidiary The subsidiary code associated with the purchase order. The most common subsidiary to use with purchase orders is A/P; however, your institution can use other subsidiaries if desired. Posting Date The date to be used to post the account in the general ledger. The default value is the current date; however, you can enter a future date in the format mm/dd/yyyy. Note: If you enter a different date, the fiscal calendar must be open for the month to be posted. Printer The name of the printer to be used for printing purchase orders. Requisition Sort Order The order in which you want the requisitions to appear on the screen. Valid values are: COMM (Commodity code) ITEM (Item name) NEED (Need By date) RUSH (Rush and Need By date) VEND (Vendor) Note: The Jenzabar coordinator can add additional sorts if necessary. Station The station number of the person entering the purchase order. Note: A value of zero (0) allows you to enter the number manually. A non-zero value allows the system to generate the purchase order number automatically. The following is a list of the commands that appear on the Accounts Payable - Parameter screen command line and their purposes. Remember, you can use a specific command only when that command appears on the current command line. Cancel Ends the application session and returns you to the menu. Finish Takes you to the Accounts Payable Direct Entry screen. Purchasing and Accounts Payable 19 Screens

32 Accounts Payable Credit Memo Screen Purpose Access Example The Accounts Payable Credit Memo screen enables you to enter information to credit an amount back to an account that was overcharged or charged for goods that were not received. You can also use the screen to retrieve and update existing credit memos. The screen exists in two modes: Credit Memo Header Query Credit Memo Access the Accounts Payable Credit Memo screen as follows: Access the screen in Credit Memo Header mode by selecting Credit Memo on the Accounts Payable Direct Entry screen. Access the screen in Query Credit Memo mode by selecting Credit Memo Query on the Accounts Payable Direct Entry screen. Following is an example of the Accounts Payable Credit Memo screen in Credit Memo Header mode. Screens 20 Purchasing and Accounts Payable

33 Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Credit Memo screen The code indicating the type of 1099 form to be used. Note: You can use Table Lookup to locate valid values for this field. Comment The comment field for comments or remarks about this credit memo. Cr Memo Amt The invoice amount to be credited. Cr Memo Date The invoice date for this credit memo. Credit Memo # The number that identifies this credit memo. Credit Memo Description A description of the credit memo used for posting to the general and subsidiary ledgers and viewable within Budget Review. The default description comes from the Credit Memo # field. Entered The date the invoice was added. Form A/P # The document reference form type and number. Form/PO # The form type and number for the purchase order associated with this credit memo. Note: You can locate this information using Table Lookup. Name The vendor name for the Payee ID. Note: You can perform a query to locate this information. Payee ID The identification number of the payee for this invoice. Status The status codes for the invoice. Terms The payment terms for the invoice. Year The year the credit was issued. Purchasing and Accounts Payable 21 Screens

34 Commands The following is a list of commands you can execute from the Accounts Payable Credit Memo screen and their purposes. These commands are available in Credit Memo Header mode only, Query Credit Memo mode only, or in both modes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Account Info Enables you to access the Line Item Account Entry screen to view or enter information for the account to be credited. Cancel/Close Exits the screen and returns you to the Accounts Payable Direct Entry screen without saving any changes. List Displays the list of all the credit memos that meet your search criteria. Next Displays the next credit memo that meets your search criteria. Payee Info Enables you to access the Accounts Payable Payee Entry screen where you can query for a specific ID or name and review address information for the payee. Previous Displays the previous credit memo that met your search criteria. Query Enables you to locate selected credit memo information in the database, according to your specific search criteria. Remove Deletes the selected credit memo from the database, reverses the transactions associated with the credit memo, and changes the credit memo s status from S (submitted) to V (void). Submit Enables you to submit the credit memo to the Accounts Payable process. Screens 22 Purchasing and Accounts Payable

35 Accounts Payable Direct Entry Screen Purpose Access Modes Example The Accounts Payable Direct Entry screen enables you to add invoice information in one of two ways, depending on the command you select: Add Invoice indicates that the invoice is to be associated with a purchase order Add Direct Invoice indicates that the invoice is not associated with a purchase order If you select Add Fast Invoice, you can enter an invoice with or without an associated purchase order; this command enables you to enter simplified invoices in which you do not enter line items, but instead enter only the account number(s) to which you want to charge the invoice. Access the Accounts Payable Direct Entry screen by selecting Finish on the Accounts Payable - Parameter Screen. The Accounts Payable Direct Entry screen is used in several different modes by the Accounts Payable program. These modes include: Inv Header Query Invoice Update Invoice Add Invoice Add Fast Invoice Following is an example of the Accounts Payable Direct Entry screen. Purchasing and Accounts Payable 23 Screens

36 Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Direct Entry screen The code indicating the type of 1099 form to be used. Note: When you enter payee information, the system automatically sets the 1099 code, based on information in your institution s Vendor table. You can override the code if desired. Check No The number of the check used to pay the invoice against the PO. Comment A field where you can enter comments or remarks about the invoice. Note: The comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use your institution s text editor to edit text in a BLOB field. If you use the vi text editor, and you move the cursor to the comment field and enter!, the vi file appears in Command mode. Default Account The suggested number of the account to which purchased items should be charged. The account or portion of an account number entered in this field is defaulted to the account field on the Line Item Screen to reduce key strokes. You can leave this Default Account field blank or if it is populated, you can override this value on the Line Item Screen. You can also change the Default Account as many times as needed to reduce the number of keystrokes. For example, if you put in the default of account A, then enter 5 line items for account A, you can change the default account to account B, then continue to add line items for account B. Disc Taken A Y/N field indicating whether the vendor discount was taken on payment of the invoice. Due Date Screens 24 Purchasing and Accounts Payable

37 The date payment on the invoice is due. Entered The date indicating when the invoice was entered. Form A/P # Two fields showing the document reference code identifying the type of invoice and the document number. The valid form type code is IV (Payable Invoice). Note: The type of invoice is a display-only field, and the document number is in an entry field in the Query mode. Form /PO # A field identifying the purchase order form type and number applied to this invoice. Valid Purchase Order form types are: PP (Purchase Order Type) PI (Invoice Type) PB (Blanket Purchase Order) PO (Open Purchase Order Type) Note: When querying on a purchase order form type, you can blank out the defaulted type and query on all types of purchase orders at the same time. Hold A Y/N field indicating whether payment of the invoice should be held. Invoice # The invoice number for an invoice that is entered directly. Invoice Amount The amount of the invoice. Invoice Date The invoice date. Invoice Description A description of the invoice used for posting to the general and subsidiary ledgers and viewable within Budget Review. The default description comes from the Invoice # field. Line Amt The total of all line items on the invoice. Name The name of the vendor. One Check A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check. Payee ID The ID of the payee/vendor for this invoice. Pre Paid PO Indicates whether or not the invoice has been prepaid. Status The status of the invoice. Valid codes are: A (Approved) I (In progress) Purchasing and Accounts Payable 25 Screens

38 Commands N (New) S (Submitted) V (Void) Note: When you backout an invoice, the program creates a snapshot of the original document with a status of R (Replaced) that is maintained for an audit trail. This status is not seen by the user, but is seen only from behind the scenes. Terms The payment terms for the invoice. Note: You can use Table Lookup to verify valid values in this field. Year The year to which the invoice applies. The following is a list of commands you can execute from the Accounts Payable Direct Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Account Info Displays activity and balance information in the subsidiary account. Add Account Enables you to add dollar and account information to an invoice. This command is only available if the queried invoice was added through the simplified invoice method. Add Direct Invoice Enables you to create a new invoice directly without a purchase order. Add Invoice Enables you to create a new invoice based on a purchase order. Add Items Enables you to add line items to the invoice when the invoice status is N. Backout Enables you to set the invoice status from S to N so you can update it. Budget Review Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail. Note: For information about using the Budget Review program to query and review budget information, see Using General Ledger or Using Financial Budgeting. Cancel Abandons your query. Check Requests Enables you to process a check request. Close Exits the screen and returns you to the previous screen. Credit Memo Enables you to process a credit memo. Screens 26 Purchasing and Accounts Payable

39 Credit Memo Query Enables you to query for an existing credit memo. Copy Enables you to copy information from an existing invoice to a new invoice. This command copies all information except the invoice number. You can then update the copy as required. Note: Use the Copy command when you are applying invoices against a single blanket purchase order, or any time many similarities exist between an existing invoice and a new invoice. Delete Enables you to delete a credit memo. Exit Enables you to exit the application and return to the menu. Finish In Query mode, executes the query based on the search criteria you have entered. Initialize Enables you to access the Accounts Payable - Parameter screen. List Displays a list of the invoices that match your search criteria on a pop-up window. Next Enables you to view the next invoice when multiple invoices have been queried. Payee Info In Update mode, enables you to access the Accounts Payable Payee Entry screen where you can enter name and address information for the payee. Previous Enables you to view the previous invoice when multiple invoices have been queried. Query Enables you to retrieve selected invoice information from the database. Remove Invoice Removes the invoice from the system. Review Invoice Enables you to review the invoice line items. Submit Enables you to submit the invoice for processing. Update Enables you to update the header information on the selected invoice. Purchasing and Accounts Payable 27 Screens

40 Accounts Payable Line Item Entry Screen Purpose Access Example The Accounts Payable Line Item Entry screen displays invoice information, including the detail for the line item information. You use this screen to enter or update line item information on an invoice. Access the Accounts Payable Line Item Entry screen as follows: 1. From the Accounts Payable Direct Entry screen, query to locate an invoice. 2. Select Review. 3. Mark an item to review. 4. Select View Items. Note: You can also access the screen by selecting Add/Mod Items on the Accounts Payable Review screen. Following is an example of the Accounts Payable Line Item Entry screen. Screens 28 Purchasing and Accounts Payable

41 Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Line Item Entry screen. Header Information The following list contains descriptions of fields that appear on the top section of the Accounts Payable Line Item Entry screen A code indicating the type of 1099 form to be used. A/P ID Fields showing the document reference code identifying the type of invoice and the document number. The valid form type code is IV (Payable Invoice). Close PO A Y/N field indicating whether you want to close the purchase order. If Y, the total amount of the encumbrance will be relieved. Comment Any comments or remarks about the invoice. Disc Taken A field indicating whether the vendor discount was taken on payment of the invoice. Due Date The date the invoice is due. Entered The date invoice was entered. Form/PO # The Purchase Order form type and number applied to this invoice. Valid Purchase Order form types include: PP (Purchase Order Type) PI (Invoice Type) PB (Blanket Purchase Order) PO (Open Purchase Order Type) Hold A Y/N field indicating whether payment of the invoice should be held. Invoice # The invoice number for an invoice that is entered directly. Invoice Amount The amount of the invoice. Invoice Date The invoice date. Line Amount The total amount invoiced for line items not assigned to a Purchase Order. Note: This field appears in place of the PO Amount field when the Form/PO # field does not contain values. Name Purchasing and Accounts Payable 29 Screens

42 The name of the vendor who should be paid for the item. One Check A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check. Payee ID The ID of the payee/vendor for this invoice. PO Amount A field showing the total amount invoiced against the Purchase Order. Note: This field appears only when the Form/PO # field contains values. Pre Paid PO A Y/N field indicating whether the purchase order has been prepaid. Status The status of the invoice. Terms The payment terms for the invoice. Year The fiscal year to which the invoice applies. Line Item and Account Information The following list contains descriptions of fields that appear on the bottom section of the Accounts Payable Line Item Entry screen. Account The account number to be charged for this item. Ast The type of restriction applied to the account. Valid values are: U (Unrestricted) T (Temporarily restricted) P (Permanently restricted) Bal A code identifying the balance code for this Subsidiary record. Bal Prd A code identifying the balance period for this Subsidiary record. Detail A field into which you enter instructions or comments about the specific line item. Discount The total dollar amount of the discount applied to the selected line item. FA A Y/N field indicating whether the item should become a fixed asset. Freight The total freight costs associated with the selected line item. Item The system-generated number associated with the line item on the invoice. Note: This number increments as you add new items to the invoice. Screens 30 Purchasing and Accounts Payable

43 Commands Item Code The part number of the item as required by the vendor. Item Description The description of the item. Item Name The name of the item. Percent The percent of the line item to be applied to this account. Price The amount of the total cost of the line item. Quantity The number of units requested. Depending on the setup at your institution, you can express this as a whole number or a decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities). Subs/Id The ID number of the person or company associated with the Subsidiary record. Tot The total code for the information in this Subsidiary record. Tot Prd A code identifying the total period for this Subsidiary record. Total Cost The total cost of the specific line item (e.g., 2 $ has a Total Cost of $15.89). Unit Price The price of each unit of the line item (e.g., $ per case). Units The grouping size of the line item (e.g., cases, gross, or each). The following is a list of commands you can execute from the Accounts Payable Direct Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Account Info Enables you to enter account information required to charge this invoice to multiple accounts. Cancel Displays the previous screen without saving any information or executing a command. Finish Saves the information you entered, and displays the previous screen. Recv vs. PO Displays the Receiving records for a specified line item. Save/Next Saves the current item detail information, and positions the cursor so you can enter information about another item. Purchasing and Accounts Payable 31 Screens

44 Accounts Payable Payee Entry Screen Purpose Access Example The Accounts Payable Payee Entry screen enables you to update or search for address information for the payee/vendor for the selected invoice. Access the Accounts Payable Payee Entry screen by selecting Payee Info on the Accounts Payable Direct Entry screen in Update Invoice mode. Following is an example of the Accounts Payable Payee Entry screen. Screens 32 Purchasing and Accounts Payable

45 Fields Commands The following is a list of fields and their descriptions that appear on the Accounts Payable Payee Entry screen. Alt Addr The alternate address code for the payee for this invoice. City The city for the payee for this invoice. Ctry The country code for the payee for this invoice. Name The full name of the payee for this invoice. Payee ID The ID number for the payee for this invoice. State The state code for the payee for this invoice. Street The street address for the payee for this invoice. Zip The zip code for the payee for this invoice. The following is a list of commands you can execute from the Accounts Payable Payee Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Displays the previous screen without saving any information or executing a command. Name Query Displays an ID query screen from which you can locate a specific vendor. For more information about querying in a CX entry program, see Jenzabar s Getting Started User Guide. Purchasing and Accounts Payable 33 Screens

46 Accounts Payable Requisition Selection Screen Purpose Access Example The Accounts Payable Requisition Selection screen enables you to select a check requisition from a listing of approved requisitions (regardless of the fiscal year in which they originated) and submit it for payment. Access the Accounts Payable Requisition Selection screen by selecting the Check Request command on the Accounts Payable Direct Entry screen. Following is an example of the Accounts Payable Requisition Selection screen. Screens 34 Purchasing and Accounts Payable

47 Fields Commands The following is a list of fields and their descriptions that appear on the Accounts Payable Requisition Selection screen. Fiscal Year The fiscal year to which the invoice applies. Frm The form code identifying the type of requisition. Need by The date when the requisition payment is needed. Payee The ID number and name of the person or organization being paid. Requisition The requisition number. Row...of... The row of the item you have selected, and the total number of rows. Rush A Y/N field indicating whether the check is needed on a rush basis. Sel The system-generated letter associated with the requisition. Selection Field [ ] A one-character selection field that indicates whether you have selected a requisition. Valid codes include the following: Blank * You have not selected the requisition. You have selected the requisition. Year The fiscal year in which the requisition originated. The following is a list of commands you can execute from the Accounts Payable Check Requisition Selection screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Enables you to view the previous page of check requests when there are more than 18 requisitions to be processed. Budget Review Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail. Note: For information about using the Budget Review program to query and review budget information, see Using General Ledger or Using Financial Budgeting. Close Closes the screen and returns you to the menu. Purchasing and Accounts Payable 35 Screens

48 Create Invoice Enables you to create an invoice for the selected requisition(s). Deny Req s Enables you to deny the selected requisition(s). Forward Enables you to view the next page of check requests when there are more than 18 requisitions to be processed. Screens 36 Purchasing and Accounts Payable

49 Accounts Payable Review Screen (Simplified Invoice) Purpose Access Example The Accounts Payable Review screen for Simplified Invoice processing enables you to add, review, and update account information for the selected invoice. When using this screen, you can simply enter an invoice number and the account(s) to which to charge the cost of the items on the invoice, and submit the invoice for processing without entering any line item or purchase order information. If desired, however, you can enter a purchase order when using Simplified Invoice processing. When you are initially adding accounts, you can also submit the invoice for processing from this screen. Access the Accounts Payable Review screen (Simplified Invoice) as follows, starting at the Accounts Payable/Receiving menu: 1. Select Invoice Entry. 2. Set the parameters as desired. 3. Select Query to locate the desired invoice. Note that this invoice must have previously been entered using the Fast Invoice command. 4. Select Review Invoice. Following is an example of the Accounts Payable Review screen (Simplified Invoice). Purchasing and Accounts Payable 37 Screens

50 Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Review screen (Simplified Invoice). Header Information The following list contains descriptions of fields that appear on the top section of the Accounts Payable Review screen (Simplified Invoice) A code indicating the type of 1099 form to be used. Check No The number of the check issued to pay the invoice. Close PO? A Y/N field indicating whether to close the purchase order when the invoice is submitted. If Y, the system will relieve the encumbrance associated with the purchase order regardless of the amount of the invoice. Comment A field showing any comments or remarks about the invoice. Disc Taken A Y/N field indicating whether the vendor discount was taken on payment of the invoice. Due Date The date the invoice is due for check processing. Entered The date the invoice was entered. Form A/P # Fields showing the document reference code identifying the type of invoice and the document number. Valid form type codes are: VK (Check Invoice) IV (Payable Invoice) Form/PO # The Purchase Order form type and number applied to this invoice. Valid purchase order form types include: PP (Purchase Order Type) PI (Invoice Type) PB (Blanket Purchase Order) PO (Open Purchase Order Type) Hold A Y/N field indicating whether payment of the invoice should be held. Invoice # An invoice number for an invoice that is entered directly. Invoice Amount The amount of the invoice. Invoice Date The invoice date. Screens 38 Purchasing and Accounts Payable

51 Name The name of the vendor who should be paid for the item. One Check A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check. Payee ID The ID of the payee/vendor for this invoice. PO Amount The total amount invoiced against the purchase order. Note: This field appears only when the Form/PO # field contains values. Pre-Paid PO A Y/N field indicating whether or not the invoice has been prepaid. Status The status of the invoice. Terms The payment terms for the invoice. Year The fiscal year to which the invoice applies. Account Information Commands The following list contains descriptions of fields that appear on the bottom section of the Accounts Payable Review screen (Simplified Invoice). Account The fund, function, object, and subfund against which to apply the invoice. Amount The dollar amount to apply against the specified account. The following is a list of commands you can execute from the Accounts Payable Review screen (Simplified Invoice) and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Close Ends your usage of the Accounts Payable Review screen (Simplified Invoice) and causes the Accounts Payable Direct Entry screen to appear in Query mode. Modify Accounts Displays the Line Item Account Entry screen, enabling you to add or update account information for the selected invoice. Submit Enables you to submit the current invoice to the Accounts Payable process, making journal entries and adding encumbrances to the General Ledger. Update Enables you to update the Invoice Header information for the current invoice, when the invoice status is new. Purchasing and Accounts Payable 39 Screens

52 Accounts Payable Review Screen (Line Review) Purpose Access Example The Accounts Payable Review screen (Line Review) enables you to review and update invoice line items for the selected invoice. When you are initially adding line items, you can also submit the invoice for processing from this screen. Access the Accounts Payable Review screen (Line Review) as follows, starting at the Accounts Payable/Receiving menu: 1. Select Invoice Entry. 2. Set the parameters as desired. 3. Select Query to locate the desired invoice. 4. Select Review Invoice. Following is an example of the Accounts Payable Review screen (Line Review). Screens 40 Purchasing and Accounts Payable

53 Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Review screen (Line Review). Header Information The following list contains descriptions of fields that appear on the top section of the Accounts Payable Review screen (Line Review) A code indicating the type of 1099 form to be used. Close PO? A Y/N field indicating whether to close the purchase order when the invoice is submitted. If Y, the system will relieve the encumbrance associated with the purchase order regardless of the amount of the invoice. Comment A field showing any comments or remarks about the invoice. Disc Taken A Y/N field indicating whether the vendor discount was taken on payment of the invoice. Due Date The date the invoice is due for check processing. Entered The date the invoice was entered. Form A/P # Fields showing the document reference code identifying the type of invoice and the document number. Valid form type codes are: VK (Check Invoice) IV (Payable Invoice) Form/PO # The Purchase Order form type and number applied to this invoice. Valid purchase order form types include: PP (Purchase Order Type) PI (Invoice Type) PB (Blanket Purchase Order) PO (Open Purchase Order Type) Hold A Y/N field indicating whether payment of the invoice should be held. Invoice # An invoice number for an invoice that is entered directly. Invoice Amount The amount of the invoice. Invoice Date The invoice date. Line Amount The total amount invoiced for line items not assigned to a purchase order. Purchasing and Accounts Payable 41 Screens

54 Note: This field appears in place of the PO Amount field when the Form/PO # field does not contain values. Name The name of the vendor who should be paid for the item. One Check A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check. Payee ID The ID of the payee/vendor for this invoice. PO Amount The total amount invoiced against the purchase order. Note: This field appears only when the Form/PO # field contains values. Pre-Paid PO A Y/N field indicating whether or not the invoice has been prepaid. Status The status of the invoice. Terms The payment terms for the invoice. Yr The fiscal year to which the invoice applies. Line Item Information The following list contains descriptions of fields that appear on the bottom section of the Accounts Payable Review screen (Line Review). Commodity The part number of the item as required by the vendor. Item The system-generated number associated with the line item on the invoice. Note: This number increments as you add new items to the invoice. Item Description The description of the item. Item Name The name of the item. Quantity The number of units requested. You can express this as a whole number or a decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities). Sel A one-character selection field that indicates whether you have selected an item for the current purchase order. Valid codes include the following: Blank (You have not selected the item for the current purchase order) * (You have selected the item for the current purchase order) Total Amount The total amount for the specific line item, net of discounts and including freight (e.g., 2 $ has a Total Amount of $15.89). Screens 42 Purchasing and Accounts Payable

55 Commands Unit Price The price of each unit of the line item (e.g., $ per case). Units The grouping size of the line item (e.g., cases, gross, or each). The following is a list of commands you can execute from the Accounts Payable Review screen (Line Review) and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add/Mod Items Enables you to add new line items to the invoice, or to modify the selected line item, when the invoice status is new. * All Enables you to select all the line items on the invoice for review. When you use this command to select all line items and then select View Items, the first selected item appears on the Line Item Detail Update screen. Then, when you select Cancel, the second selected item appears on the Line Item Detail Update screen. Back Displays the previous page of line items on the invoice. Delete Enables you to delete the selected line item from the invoice. Finish Saves the information you entered, and displays the Accounts Payable Direct Entry screen in the Query Invoice mode. Forward Displays the next page of line items on the invoice. Received Vs. PO Displays the Review of Received Items Against PO Item screen, enabling you to view items already received for the purchase order. This command only displays unpaid line items. Submit Enables you to submit the current invoice to the Accounts Payable process, making journal entries and adding encumbrances to the General Ledger. Update Enables you to update the Invoice Header information for the current invoice, when the invoice status is new. View Items Enables you to view line item information on invoices having a status other than new. Purchasing and Accounts Payable 43 Screens

56 Assign Buyer - Parameter Screen Purpose Access Example The Assign Buyer - Parameter screen enables you to define the sort order for the approved requisitions before you assign buyers to the requisitions. Access the Assign Buyer - Parameter screen by selecting the Assign Buyer for Purchase option from the Purchasing/Requisition/Approval menu. Following is an example of the Assign Buyer - Parameter screen. Screens 44 Purchasing and Accounts Payable

57 Fields Commands The following is a list of fields and their descriptions that appear on the Assign Buyer - Parameter screen. Requisition Sort Order The sort code associated with the approved requisitions. Valid values are: ASGN (Assigned order) COMM (Commodity code item number) ITEM (Item name) NEED (Need by date) RUSH (Rush and Need by dates) VEND (Vendor order) Note: The Jenzabar coordinator can add additional sorts if necessary. The following is a list of commands you can execute from the Assign Buyer - Parameter screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Assign Buyer Enables you to access the Assign Requisition to Buyer screen where the listing of approved requisitions is displayed. This command is available after you define the sort order. Cancel Enables you to exit the Assign Buyer program from the Parameter Screen mode and return to the menu. Exit Enables you to exit the assign program directly from the Assign Buyers for Req mode. Finish Enables you to access the Assign Buyers for Req mode of the Parameter screen. This command is available after you define the sort order. Initialize Enables you to access the Parameter Screen mode where you can define a different sort order for approved requisitions. This command is available after you define the sort order. Purchasing and Accounts Payable 45 Screens

58 Assign Requisition to Buyer Screen Purpose Access Example The Assign Requisition to Buyer screen enables you to assign buyers by station number for each approved requisition. Only the assigned buyer can create a purchase order for the specified requisition. Access the Assign Requisition to Buyer screen by selecting the Assign Buyer command on the Assign Buyer - Parameter screen in the Assign Buyers for Req mode, after assigning sort order. Following is an example of the Assign Requisition to Buyer screen. Screens 46 Purchasing and Accounts Payable

59 Fields Commands The following is a list of fields and their descriptions that appear on the Assign Requisition to Buyer screen. Assn The station number assigned to be the buyer for the approved requisition. Frm The form code of the approved requisition. Itemname The name of the first item listed on the requisition. Req The requisition number. Row...of... The row of the item you have selected, and the total number of rows. Suggested Vendor The primary vendor listed on the requisition for the purchase of items. Tot Amount The total amount of the requisition. The following is a list of commands you can execute from the Assign Requisition to Buyer screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Close Returns you to the Assign Buyer - Parameter screen in the Assign Buyers for Req mode. Forward Displays the next page of approved requisitions when more than 18 are listed. Back Displays the previous page of approved requisitions when more than 18 are listed. View Requisition Enables you to access the Requisition Summary screen for the selected requisition. Note: Refer to Using Requisitioning for information about the Requisition Summary screen. Purchasing and Accounts Payable 47 Screens

60 Line Item Account Entry Screen (Accounts Payable) Purpose Access Example The Line Item Account Entry screen enables you to enter and view information about the account(s) being charged for the selected line item. You use this screen to indicate multiple accounts when you want to assign payment from different accounts. Access the Line Item Account Entry screen from the Accounts Payable/Receiving menu as follows: 1. Select Invoice Entry. 2. Complete the parameters as desired, then select Finish. 3. Add an invoice. 4. Complete the Accounts Payable Review screen (Line Review) Line Review mode. 5. Select Account Info. Following is an example of the Line Item Account Entry screen. Screens 48 Purchasing and Accounts Payable

61 Fields Commands The following is a list of fields and their descriptions that appear on the Line Item Account Entry screen. Account The account number that you want to charge for the item. Actual Amount The actual amount to be applied to this account. Bal Code A code identifying the balance code for this Subsidiary record. Bal Prd A code identifying the balance period for this Subsidiary record. Current Account Description A brief description of the account being charged. ID/Subs No A field showing the ID number of the person or company associated with the Subsidiary record. Line Item Total A field showing the total line item amount to allocate among accounts entered on this screen. Remaining Encumbrance The remaining encumbrance associated with this account. Subs The subsidiary type code associated with the account being charged. To Be Relieved The amount to be relieved associated with this account. Tot Code A total code for the information in this Subsidiary record. Tot Prd A code identifying the total period for this Subsidiary record. Total Account Amount A field showing the total amount charged against the account on the purchase order. Total Paid The total amount that has been submitted to be paid to the payee. The following is a list of commands you can execute from the Line Item Account Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Returns you to the previous screen without saving any changes. Delete Deletes the account information on the current line. Finish Purchasing and Accounts Payable 49 Screens

62 Saves the account information and returns you to the previous screen. Screens 50 Purchasing and Accounts Payable

63 Line Item Account Entry Screen (Credit Memo) Purpose Access Example The Line Item Account Entry screen used with a Credit Memo enables you to specify the account number to be credited, along with the amount to be credited. Access the Line Item Account Entry screen (Credit Memo) from the Accounts Payable/Receiving menu as follows: 1. Select Invoice Entry. 2. Complete the parameters as desired, then select Finish. 3. Select Credit Memo. 4. Select Account Info. Following is an example of the Line Item Account Entry screen (Credit Memo). Purchasing and Accounts Payable 51 Screens

64 Fields Commands The following is a list of fields and their descriptions that appear on the Line Item Account Entry screen (Credit Memo). Account The account number that you want to credit for the item. Bal Code A code identifying the balance code for this Subsidiary record. Bal Prd A code identifying the balance period for this Subsidiary record. Credit Amount The actual amount of the credit to apply to this account. Current Account Description A brief description of the account being charged. ID/Subs No A field showing the ID number of the person or company associated with the Subsidiary record. Subs The subsidiary type code associated with the account being charged. Tot Code A total code for the information in this Subsidiary record. Tot Prd A code identifying the total period for this Subsidiary record. Total Amount A field showing the total amount for the invoice. The following is a list of commands you can execute from the Line Item Account Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Exits the screen and returns you to the previous screen without saving any changes. Delete Enables you to delete the selected account information. Finish Saves any information you entered, and returns you to the previous screen. Screens 52 Purchasing and Accounts Payable

65 Line Item Account Entry Screen (Purchasing) Purpose Access Example The Line Item Account Entry screen in Purchasing enables you to enter and view information about the account(s) being charged for the selected line item. You use this screen to indicate multiple accounts when you want to assign the costs to different accounts. Access the Line Item Account Entry screen in Purchasing by selecting Account Info on the Purchase Order Line Item Entry screen. Following is an example of the Line Item Account Entry screen in Purchasing. Purchasing and Accounts Payable 53 Screens

66 Fields Commands The following is a list of fields and their descriptions that appear on the Line Item Account Entry screen. Account The account number that you want to charge for the item. Amount The amount to be charged to this account. Ast The type of restriction applied to the account. Valid values include the following: U (Unrestricted) T (Temporarily restricted) P (Permanently restricted) Bal Code A code identifying the balance code for this Subsidiary record. Bal Prd A code identifying the balance period for this Subsidiary record. Current Account Description The description of the account on the current line. ID/Subs No. A field showing the ID number of the person or company associated with the Subsidiary record. Line Item Amount The total cost for the line item. Percent The percentage of the Line Item Amount that is to be charged to this account. Subs A field showing the subsidiary type code associated with the account being charged. Tot Code A total code for the information in this Subsidiary record. Tot Prd A code identifying the total period for this Subsidiary record. Total amount A summary of the cost of the accounts. The following is a list of commands you can execute from the Line Item Account Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Returns you to the previous screen without saving any changes. Delete Screens 54 Purchasing and Accounts Payable

67 Deletes the account information on the current line (e.g., on the line where the cursor is positioned). Finish Saves the account information and returns you to the previous screen. Purchasing and Accounts Payable 55 Screens

68 Listing of Invoices and Checks for PO Window Purpose Access Example The Listing of Invoices and Checks Against PO window displays all check and invoices that have been written or submitted on the PO that you have queried. Access the Listing of Invoices and Checks Against PO window by attempting to delete a PO that has checks and invoices submitted against it. You can also access this window when you have queried a purchase order. The following is an example of the Listing of Invoices and Checks for PO window. Screens 56 Purchasing and Accounts Payable

69 Fields Commands The following is a list of fields and their descriptions that appear on the Listing of Invoices and Checks for PO window. Νοτε: All of the fields on this window are display only. Amount The dollar amount of the check or invoice. Check Number The number of the check. Check Date The date the check was written. Invoice The invoice number. Form/PO# The purchase order form type and number applied to the invoice you queried. Valid purchase order form types are: PP (Purchase Order Type) PI (Invoice Type) PB (Blanket Purchase Order) PO (Open Purchase Order Type) Frm AP# The document reference code identifying the type of invoice and the document number. S The status of the invoice. There are no commands on the Listing of Invoices and Checks for PO window. Purchasing and Accounts Payable 57 Screens

70 Mass Invoice Entry - Incomplete Journals Window Purpose Access Example The Mass Invoice Entry - Incomplete Journals window enables you to view and select an Incomplete accounting journal to which you want to post invoices. Access the Mass Invoice Entry - Incomplete Journals window by completing the following steps: 1. Enter one or more invoices. 2. Select the Write command from the Mass Invoice Entry screen. 3. Indicate that you want to post the invoice to an existing Incomplete journal. Following is an example of the Mass Invoice Entry - Incomplete Journals window. Screens 58 Purchasing and Accounts Payable

71 Fields Commands The following is a list of fields and their descriptions that appear on the Mass Invoice Entry - Incomplete Journals window. Entries The number of journal entries in the journal. Journal The number associated with the journal. Jrnl Date The date when the program initially created the journal. Mnth The posting month of the journal. Post Date The effective posting date on which the program initially created the journal. Stn The station from which the journal was created. Time The time of day when the journal was created, on 24-hour time. Year The fiscal year to which the journal applies. The following is a list of commands you can execute from the Mass Invoice Entry - Incomplete Journals window and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous window full of incomplete journals. Cancel Exits from the Mass Invoice Entry - Incomplete Journals window without selecting a journal. Forward Displays the next window full of incomplete journals. Select Enables you to designate the incomplete journal that you want to use for posting the invoices. Purchasing and Accounts Payable 59 Screens

72 Mass Invoice Entry - Query Results Screen Purpose Access Example The Mass Invoice Entry - Query Results screen enables you to view the invoices that meet your query search criteria. You can select and update any of the invoices that appear on the screen. Any entries that you make on this screen go directly to the posting program and into your General Ledger; they do not unencumber Purchase Orders. Note: You can query only those invoices that your institution created through the Mass Invoice process. Access the Mass Invoice Entry - Query Results screen by executing a query from the Mass Invoice Entry screen. Following is an example of the Mass Invoice Entry - Query Results screen. Screens 60 Purchasing and Accounts Payable

73 Fields The following is a list of fields and their descriptions that appear on the Mass Invoice Entry - Query Results screen. Check # The check number associated with the invoice. Current Amt The total amount charged on the invoice. Due Date The date on which the invoice is due to be paid. Invoice The invoice number as furnished by the vendor. Invoice Number The invoice number for which you are performing the query. Invoice Status The invoice status for which you are performing the query. Valid values are: A (Archived) C (Closed) L (Locked) O (Open) Paid The amount paid by the check. PO The purchase order number associated with the invoice, if any. PO Number The purchase order number for which you are performing the query. S The status of the invoice. Valid values are: A (Archived) C (Closed) L (Locked) O (Open) Vendor The ID number of the vendor. Vendor ID The ID number of the vendor for whom you are performing the query. Purchasing and Accounts Payable 61 Screens

74 Commands The following is a list of commands you can execute from the Mass Invoice Entry - Query Results screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous screenful of invoices. Forward Displays the next screenful of invoices. Main screen Exits from the Mass Invoice Entry - Query Results screen without selecting a journal. Redo Enables you to enter different search criteria to reexecute the query. Select Enables you to designate the invoice that you want to view or process further. Screens 62 Purchasing and Accounts Payable

75 Mass Invoice Entry Screen Purpose Access Example The Mass Invoice Entry screen enables you to enter invoices manually. The system maintains the manual invoices in separate file locations; therefore, when you use this screen in Query mode, the invoices retrieved from the query include only those invoices entered through the Mass Invoice Entry screen. Access the Mass Invoice Entry screen by selecting Mass Invoice Entry from the Fiscal Management: Accounts Payable/Receiving menu, and by entering the following required parameters: Subsidiary Posting Date Document Code Alternate Address Run Code After you select Finish, the Mass Invoice Entry screen appears. Following is an example of the Mass Invoice Entry screen. Purchasing and Accounts Payable 63 Screens

76 Fields The following is a list of fields and their descriptions that appear on the Mass Invoice Entry screen. The sections appear in the order on the screen from top to bottom. Header Information The following fields are located in the top section of the Mass Invoice Entry screen. (Address) The address of the vendor. Note: This address appears in an unlabeled field when you enter the Vendor ID number. City The alternate address city. Ctry The alternate address country. PO The Purchase Order number. Note: You manually maintain this number if you want to track a purchase order number on the invoice. Remit The name and address to which you want to send payment. Note: Use the Remit fields only if the remittance address differs from the address on the Vendor ID record. State The alternate address state. Vendor The ID number of the vendor. Zip The alternate address zip code. Invoice Information The following fields are located in the center section of the Mass Invoice Entry screen The code for the type of tax form 1099 that you want to send to the vendor, if desired. Amount The amount of the invoice. The system computes and maintains this amount, based on the invoice line items that you enter. Category The category code of the invoice item (e.g., FR for freight, or GAS for gasoline) Note: You can use Table Lookup to locate valid category codes. Date Due The date on which payment for the invoice is due. Note: You can maintain the Date Due in any of the following ways: Enter a Date Due Accept the default PayTrms code and Date Due Screens 64 Purchasing and Accounts Payable

77 Enter an appropriate code in the PayTrms field, and allow the system to compute the due date based on the code Discount? A Y/N field that indicates whether a discount is available. Hold Payment? A Y/N field that indicates whether you want to withhold payment from the vendor. Inv Date The system-maintained date on which the invoice entered the system. Invoice The invoice number. Note: You manually maintain this number if you want to track an invoice number. Manual DiscAmt The dollar amount of the discount to apply against the invoice amount. Note: A manual discount overrides any computed discount. Manual Disc Pct The percent of the discount to apply against the invoice amount. PayTrms The payment terms associated with the invoice (e.g., 30 to indicate the payment is due within 30 days). Single Check? A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check. Invoice Charges The following fields are located in the bottom section of the Mass Invoice Entry screen. Cat The category of the invoice line item (e.g., Gasoline Expense or Meal Allowance). Charges The amount charged to the designated account. Description The description of the category. The system displays the description when you enter a code in the Cat field. Fd The fund code of the account number. Func The function code of the account number. Id The ID number associated with the subsidiary, if you have designated a subsidiary account. For example, if you enter the Accounts Payable control account number, you also enter the subsidiary number. Obj The object code of the account number. Subf The subfund code of the account number. Purchasing and Accounts Payable 65 Screens

78 Commands Subs The name of the subsidiary. The system displays the name when you enter a subsidiary control account in the Fd/Func/Obj/Subf fields. Totals The system-computed total amount of the invoice. The following is a list of commands you can execute from the Mass Invoice Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add Enables you to add a manual invoice. Cancel In Add, Update, or Query mode, enables you to exit from the mode without saving any changes. Enter charges for invoice In Add or Update mode, enables you to access the bottom portion of the screen where you can enter account and dollar information. Exit Enables you to exit from the Mass Invoice Entry screen. Initialize Enables you to change the parameters that you entered when you first accessed the Mass Invoice Entry screen. Journal Enables you to select from the following commands relating to your accounting journals: Continue Enables you to select an Incomplete journal in which to post the invoices. Finish Enables you to finish an Incomplete journal. Incomplete Enables you to designate the journal in progress as Incomplete. Information Displays information about the current journal (e.g., the journal, number of entries, and posting date). Next-invoice In Query mode, displays the next invoice that meets your search criteria. Prev-invoice In Query mode, displays the previous invoice that met your search criteria. Query Displays the Mass Invoice Entry - Query Results screen from which you can initiate a query. Remove Enables you to delete an invoice. Update Enables you to change an invoice that you have located through a query. Screens 66 Purchasing and Accounts Payable

79 Write Posts an invoice, either to an existing journal that you designate, or to a new journal with a system-generated number. Purchasing and Accounts Payable 67 Screens

80 Mass Invoice Entry - Subsidiary Window Purpose Access Example The Mass Invoice Entry - Subsidiary window enables you to enter subsidiary information when one of the accounts charged is designated as a subsidiary account. The Mass Invoice Entry - Subsidiary window automatically pops up when you enter a designated subsidiary account on the invoice. Following is an example of the Mass Invoice Entry - Subsidiary window. Screens 68 Purchasing and Accounts Payable

81 Fields Commands The following is a list of fields and their descriptions that appear on the Mass Invoice Entry - Subsidiary window. (Balance) Code The balance code that relates to the subsidiary (e.g., SB for Student Billing, or MISC for miscellaneous). (Balance) Period The period to which the Balance code applies (e.g., WI96 for the winter of 1996, or WEEK1 for the first payroll period of the year). (Total) Code The total code that relates to the subsidiary (e.g., ADJ for Billing Adjustments or TUIT for tuition). (Total) Period The period to which the Total code applies (e.g., WI96 for the winter of 1996, or WEEK1 for the first payroll period of the year). The following is a list of commands you can execute from the Mass Invoice Entry - Subsidiary window and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Moves the cursor to the ID field on the Mass Invoice Entry screen without saving any changes you make to the Balance or Total information. Finish Moves the cursor to the Charges field on the Mass Invoice Entry screen, saving changes you make to the Balance or Total information. Purchasing and Accounts Payable 69 Screens

82 Purchase Order Header Entry Screen Purpose Access Modes Example The Purchase Order Header Entry screen enables you to query for an existing purchase order, or to create a new purchase order. You create new purchase orders from the Requisition process or by directly entering the data through the Purchase Order process. You can also use the Purchase Order Header Entry screen to close a previously queried purchase order. Access the Purchase Order Header Entry screen by selecting Finish from the Purchase - Parameter screen. The Purchase Order Header Entry screen is used in several different modes by the Purchase program. These modes include: PO Header Entry PO Header Update Build PO Query PO The same fields appear on this screen in each of these modes, and the purpose of the fields remains the same. Following is an example of the Purchase Order Header Entry screen. Screens 70 Purchasing and Accounts Payable

83 Fields The following is a list of fields and their descriptions that appear on the Purchase Order Header Entry screen. Default Account The suggested number of the account to which purchased items should be charged. The account or portion of an account number entered in this field is defaulted to the account field on the Line Item Screen to reduce key strokes. You can leave this Default Account field blank or if it is populated, you can override this value on the Line Item Screen. You can also change the Default Account as many times as needed to reduce the number of keystrokes. For example, if you put in the default of account A, then enter 5 line items for account A, you can change the default account to account B, then continue to add line items for account B. Discount Two fields for the discount applied to the entire purchase order. The discount will be applied equally to all line items. Use only one field: First field is for the dollar amount of the discount Second field is for the percentage of the discount (1.00 = 1%) Entered The date when the purchase order was first added. Note: When querying on the date, you can use the following arithmetic symbols with dates to retrieve requisitions that fall in date ranges: (after the specified date) < (before the specified date) >= (on or after the specified date) <= (on or before the specified date) Purchasing and Accounts Payable 71 Screens

84 Form/PO # The purchase order form type and number. Freight The amount of the freight cost for the purchase order. Invoice # The invoice number associated with the purchase order. Needed By The date when the purchase order items are needed. Note: When querying on the date, you can use the following arithmetic symbols with dates to retrieve requisitions that fall in date ranges: (after the specified date) < (before the specified date) >= (on or after the specified date) <= (on or before the specified date) Payee ID The identification number of the person to be paid for the items on the purchase order. Payee ID Alt Addr The alternate address code associated with the ID of the payee. Payee ID City/State/Zip/Ctry The city, state, zip code and country associated with the Payee ID for this purchase order. Payee ID Name The name of the person to be paid for the items on the purchase order. Payee ID Street The street address of the person to be paid for this purchase order. PO Comment The comment field where you enter comments about the purchase order. Note: The PO Comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the comment field and enter!, the text editor file appears in the Edit mode. PO Description A description of the purchase order used for posting to the general and subsidiary ledgers and viewable within Budget Review. The default description comes from the Vendor Name field. Pre Paid PO A Y/N field indicating whether the purchase order has been prepaid. Responsible ID The identification number of the person responsible for the purchase order. Ship to ID The identification number of the person where the purchase order items are to be delivered. If no ID is available you may enter the name in the Ship to ID Name field. (Optional) Ship to ID Alt Addr The alternate address code associated with the ID of the person where the purchase order items are to be delivered. Ship to ID City/State/Zip/Ctry The city, state, zip code, and country where the purchase order items are to be delivered. Screens 72 Purchasing and Accounts Payable

85 Commands Ship to ID Name The name of the person to whom the purchase order items are to be delivered. Ship to ID Street The street address of the person where the purchase order items are to be delivered. Station The station number associated with the purchase order. Status The purchase order status. Valid values are: A (Approved) C (Closed) I (In Process) N (New) S (Submitted) T (Terminated) X (Deleted) Note: When you create a change order, the program creates a snapshot of the original document with a status of R (Replaced) that is maintained for an audit trail. This status is not seen by the user, but is seen only from behind the scenes. Term The terms of payment for the purchase order. Note: You can use Table Lookup to find valid values. Total Cost The total amount of the purchase order. Vendor Alt Addr The alternate address code associated with the ID of the primary vendor for the purchase order. Vendor City/State/Zip/Ctry The city, state, zip code, and country of the primary vendor for the purchase order. Vendor ID The identification number of the primary vendor for the purchase order. Vendor Name The name of the primary vendor for the purchase order. Vendor Street The street address of the primary vendor for this purchase order. Year The fiscal year to which the purchase order applies. The following is a list of commands you can execute from the Purchase Order Header Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. This list includes commands from all four modes that use this screen. Purchasing and Accounts Payable 73 Screens

86 Add Items Enables you to manually add line items to the current Purchase Order. Budget Review Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail. Note: For information about using the Budget Review program to query and review budget information, see Using General Ledger or Using Financial Budgeting. Build PO Displays the PO Header Entry screen and enables you to create a new purchase order in Build PO mode. In this mode, you can access Vendor Entry in which you can add vendor IDs. Cancel Enables you to back out of the current command mode without saving any changes to the information. Change Order Enables you to write a change order for the current purchase order. Check Displays listings of invoices and checks for the current purchase order, if any exist. Close Closes the selected purchase order so no further invoices can be processed against it. Close PO Removes all remaining encumbrances for the selected purchase order, Delete Enables you to delete the current purchase order. Exit Exits the program and returns you to the menu. Finish Signals the program that you have completed your selection or data entry/update. If you entered/changed data, the changes are saved. Initialize Displays the Purchase - Parameter screen and enables you to change your parameter definitions. List Displays a list of all the purchase orders that meet your search criteria. Next Enables you to display the next purchase order in a queried listing. Previous Enables you to display the previous Purchase Order in a queried listing. Print Enables you to print a copy of the current Purchase Order information. Query Displays the Query PO screen and enables you to select a specific purchase order. Requisitions Displays the PO - Select Requisitions screen with a listing of all approved requisitions (regardless of the fiscal year in which they originated), and enables you to select a specific requisition for processing. Screens 74 Purchasing and Accounts Payable

87 Review Enables you to review information on the current purchase order. Select Items Enables you to select requisition line items to add to the current purchase order. Submit Enables you to submit the current purchase order for processing. Update Enables you to update the purchase order header information for the current purchase order. Vndentry Enables you to access Vendor Entry, in which you can enter vendor IDs. Purchasing and Accounts Payable 75 Screens

88 Purchase Order Line Item Entry Screen Purpose Access Example The Purchase Order Line Item Entry screen enables you to enter line items directly through the purchasing process, bypassing the requisition and approval process. You can also use this screen to view line items on existing purchase orders. You can access the Purchase Order Line Item Entry screen from several screens, depending on whether you are updating a current purchase order or creating a new one. You can access the Purchase Order Line Item Entry screen in the following ways: Select Add Items on the Purchase Order Header Entry screen in either the Build PO or the Query PO mode Select a specific line item and View Items or View/Mod Items on the Purchase Order Review screen Following is an example of the Purchase Order Line Item Entry screen in the Update mode. Screens 76 Purchasing and Accounts Payable

89 Fields The following is a list of fields and their descriptions that appear on the Purchase Order Line Item Entry screen. Header Information The following list contains descriptions of fields that appear on the top section of the Purchase Order Line Item Entry screen. Discount (Header Information) The total dollar amount of the discount applied to the entire purchase order. Entered The date on which the PO was first entered. Form/PO # The form type and system-generated number associated with the purchase order. Note: Valid form type values include the following: PP (Purchase) PI (Invoice) PO (Open) PB (Blanket) Freight (Header Information) The total freight costs associated with the purchase order. Invoice The invoice number associated with the purchase order. Needed By The date when you need the purchase order item. Payee ID The ID number of the person who should be paid for the item. (Optional) Note: You can query to locate the correct payee ID number. Payee Name The name of the person who should be paid for the item. Prepay PO A Y/N field that indicates whether or not the PO has been prepaid. Station The station number used to generate the purchase order. Total Cost (Header Information ) The total amount of all costs on the purchase order, including freight and net of discounts. Vendor ID The ID number of the primary vendor. (Optional) Note: You can query to locate the correct vendor ID number. Vendor Name The name of the primary vendor. Yr The fiscal year to which the purchase order relates. Purchasing and Accounts Payable 77 Screens

90 Line Item Information The following list contains descriptions of fields that appear on the bottom section of the Purchase Order Line Item Entry screen. Account The account number that you want to charge for the item. Ast The type of restriction applied to the account. Valid values include the following: Bal P (Permanently restricted) T (Temporarily restricted) U (Unrestricted) A field showing the balance code for the Subsidiary record. Bal Prd A field showing the balance period for the Subsidiary record. Commodity The part number of the item as required by the vendor. You can use Table Lookup to identify commodity codes for selected items. Deliver to The location to which you want the item delivered. This includes three fields that identify the following: Campus Building Room Desc The description of the account number. Note: This field is located on the lower portion of the screen below the account number. Detail Instructions or comments about the specific line item. Note: The detail field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the comment field and enter!, the text editor file appears in the Edit mode. Discount (Line Item Information) The total dollar amount of the discount applied to the selected line item. Fixed Asset A Y/N field indicating whether the item should become a fixed asset. Freight (Line Item Information) The total freight costs associated with the selected line item. Id The ID number of the person or company associated with the Subsidiary record. Item The system-generated number associated with the line item on the purchase order. Note: This number increments as you add new items to the purchase order. Item Description Screens 78 Purchasing and Accounts Payable

91 Commands The description of the item. Item Name The name of the item. Percent (Acc) The percentage of the PO Line Item associated with the designated account. Percent (Disc) The discount percentage rate applied to the cost of all the line items. Price The amount of the total cost of the line item. Quantity The number of units requested. You can express this as a whole number or decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities). Receiving Item A Y/N field indicating whether the item will be handled by Receiving. Requisition The requisition number associated with this purchase order line item. Subs The Subsidiary type of the account. Tot The total code for the Subsidiary record. Tot Prd The total period for the Subsidiary record. Total Cost (Line Item Information) The total cost of the specific line item (e.g., 2 $ has a Total Cost of $15.89). Unit Price The price of each unit of the line item (e.g., $ per case). Units The grouping size of the line item (e.g., cases, gross, or each). The following is a list of commands you can execute from the Purchase Line Item Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Account Info Displays the Account Info Entry screen, enabling you to enter or modify information about the account to charge for the specific line item. The Account Info Entry screen also enables you to charge the line item to multiple accounts. Cancel Displays the previous screen without saving any information or executing a command. Finish Completes the current purchase order line item entry, and displays the previous screen. Save/Next Item Purchasing and Accounts Payable 79 Screens

92 Saves the current item detail information, and positions the cursor so you can enter information about another item. Screens 80 Purchasing and Accounts Payable

93 Purchase Order Listing Pop-up Window Purpose Access Example The Purchase Order Listing Pop-up window is used in the Accounts Payable application. It enables you to select a Purchase Order for the basis of the invoice you are creating. Once you select a Purchase Order from the listing, Purchase Order information will be incorporated into the invoice. Access the Purchase Order Listing Pop-up window using the lookup feature on the Accounts Payable Direct Entry and the Accounts Payable Line Item Entry screens. When your cursor is in the Purchase Order number field, you use the Table Lookup command to access this window. Following is an example of the Purchase Order Listing Pop-up window. In this example, only the purchase orders that relate to the specified payee appear in the window. Purchasing and Accounts Payable 81 Screens

94 Fields Commands The following is a list of fields and their descriptions that appear on the Purchase Order Listing Pop-up window. Note: These fields are all display-only fields. (Amount) The total amount for the items on the purchase order. (Form) The form type code for the purchase order. (Needed By) The date when the items on the purchase order are needed. (Payee) The suggested vendor for the purchase order. (PO #) The purchase order number. The following is a list of commands you can execute from the Purchase Listing Pop-up window and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous page of purchase orders in the listing. Cancel Returns to the entry screen without selecting a purchase order. Forward Displays the next page of purchase orders in the listing. OK Enables you to select a specific purchase order by clicking on the desired line in the Purchase Order Listing Pop-up window. After you select the purchase order, click on the OK command button. Then the system closes the window and returns you to the entry screen, and enters the number of the selected purchase order in the current field. Select Letter Next to Choice Directs you to select a specific purchase order by typing the letter (a-i) that is to the left of the desired purchase order. After you type the letter, the system closes the window and returns you to the entry screen, and enters the purchase order information into the invoice. Screens 82 Purchasing and Accounts Payable

95 Purchase Order Review Screen Purpose Access Example The Purchase Order Review screen enables you to review the items on a purchase order. You can do the following tasks on this screen: Select a line item to view or update the detail line item data View the summarized Purchase Order header data Submit the Purchase Order Access the Purchase Order Review screen in the following ways: Select Review on the Purchase Order Header Entry screen in either the Query PO or Build PO mode Select Create PO from the Purchasing - Requisition Selection screen Following is an example of the Purchase Order Review screen. Purchasing and Accounts Payable 83 Screens

96 Fields The following is a list of fields and their descriptions that appear on Purchase Order Review screen. The sections appear in the order on the screen from top to bottom. Header Information The following fields are located in the top section of the Purchase Order Review screen. All of these fields are display-only. Discount The total dollar amount of the discount for all items on the purchase order. Entered The date on which the system created the purchase order. Form/PO # The purchase order form type and number for the current purchase order Freight The total freight costs associated with the purchase order. Invoice The invoice number associated with the purchase order. Needed By The date on which you need the item. Payee ID The ID number of the payee. Payee Name The name of the payee. Total Cost - Purchase Order The total of all the costs on the purchase order, including freight and net of discounts. Vendor ID The ID number of the vendor. Vendor Name The name of the vendor. Yr The fiscal year of the purchase order. Line Item Information The following list contains descriptions of fields that appear on the bottom section of the Purchase Order Review screen. All of these fields are display-only. Item The system-generated number associated with the line item on the purchase order. Note: This number increments as you add new items to the purchase order. Item Code The part number of the item as required by the vendor. Item Description The description of the item. Item Name The name of the item. Screens 84 Purchasing and Accounts Payable

97 Commands Quantity The number of units requested. You can express this as a whole number or a decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities). Sel A one-character selection field that indicates whether you have selected the item. Valid codes include the following: Blank * You have not selected the item. You have selected the item. Total Cost The total cost for the specific line item (e.g., 2 $ has a Total Cost of $15.89). Unit Price The price of each unit of the line item (e.g., $ per case). Units The grouping size of the line item (e.g., cases, gross, or each). The following is a list of commands you can execute from the Purchase Order Review window and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add/Mod Items Enables you to add new line items to the purchase order when no items are selected, or to modify the selected line item. * All Enables you to select all the line items on the purchase order for review. Back Displays the previous page of line items on the purchase order. Cancel Enables you to back out of the current command mode without saving any changes to the information. Close Exits this screen and displays the previous screen. Delete Enables you to delete or terminate the current purchase order. Delete Items Enables you to delete the selected line item(s) from the purchase order. Finish Signals the program that you have completed your selection or data entry/update. Forward Displays the next page of line items on the purchase order. Submit Enables you to submit the current purchase order to the Purchase Order process, making journal entries and adding encumbrances to the General Ledger. Purchasing and Accounts Payable 85 Screens

98 Update Enables you to update the Purchase Order Header information for the current purchase order. View items Enables you to review detail information on the selected line item(s). View/Mod Enables you to view or update detail information for the selected line item(s). Screens 86 Purchasing and Accounts Payable

99 Purchase - Parameter Screen Purpose Access Example The Purchase - Parameter screen enables you to define parameters required to access the purchasing application. Values you can define include the purchasing form type, requisition sort order, station number, payables subsidiary, posting date and the printer where you can print copies of the PO. Valid purchasing form types are the following: PB (Blanket Purchase Order) PI (Invoice) PO (Open Purchase Order) PP (Purchase Order) Access the Purchase - Parameter screen by selecting the Purchase Order Entry option from the menu, or by selecting Initialize on the Purchase Order Header Entry screen. Following is an example of the Purchase Parameter screen. Purchasing and Accounts Payable 87 Screens

100 Fields Commands The following is a list of fields and their descriptions that appear on the Purchase - Parameter screen. Payables Subsidiary The subsidiary code associated with the purchase order. The most common subsidiary to use with Accounts Payable is A/P; however, your institution can use other subsidiaries if desired. Posting Date The date to be used to post the account in the general ledger. The default value is the current date; however, you can enter a future date in the format mm/dd/yyyy. Note: If a different date is entered, the fiscal calendar must be open for the month to be posted. Printer The name of the printer to be used for printing purchase orders. Purchasing Form The form type of purchase order to be written. The default value is PP, indicating a regular purchase order. Valid values include the following: PB (Blanket Purchase Order) PI (Invoice Type) PO (Open Purchase Order Type) PP (Purchase Order Type) Requisition Sort Order The sort order to be used for approved purchase orders. The default value is VEND, indicating an alphabetical sort by vendor name. Valid values are: COMM (Commodity code items) ITEM (Item name) NEED (Need by date) RUSH (Rush and Need by dates) VEND (Vendor order) Note: The Jenzabar coordinator can add additional sorts if necessary. Station The station number of the person entering the purchase order. Note: A value of zero (0) allows you to enter the purchase order number manually. A non-zero value allows the system to generate the purchase order number automatically. The following is a list of commands you can execute from the Purchase - Parameter screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Ends the application session and returns you to the menu. Finish Takes you to the PO Header Entry screen. Screens 88 Purchasing and Accounts Payable

101 Purchasing - Requisition Line Item Selection Screen Purpose Access Example The Purchasing - Requisition Line Item Selection screen enables you to select items from a listing of requisition line items and add them to the current purchase order. The order in which the available requisition line items are listed is determined by the sort order field on the Purchasing - Parameter screen. Note: Available requisition line items are sorted according to the Requisition Sort Order designation on the Purchase - Parameter screen. Valid sort orders include the following: COMM (Commodity code items) ITEM (Item name) NEED (Need By date) RUSH (Rush and Need By dates) VEND (Vendor Order) Once a requisition line item is selected from the listing and submitted as part of a purchase order, it is removed from the listing and is no longer shown on the original requisition. Access the Purchasing - Requisition Line Item Selection screen by selecting the Select Items command on the Purchase Order Header screen in the Build PO mode. Following is an example of the Purchasing - Requisition Line Item Selection screen. Purchasing and Accounts Payable 89 Screens

102 Fields The following is a list of fields and their descriptions that appear on the Purchasing - Requisition Line Item Selection screen. All fields except the Selection Field are display-only. Commodity The vendor order number associated with the item. Fiscal Year The year in which you are adding items to the purchase order. Item Name The name of the requested item. Quantity The number of units requested. You can express this as a whole number or a decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities). Row...of... The row of the item you have selected, and the total number of rows. Sel Commands The system-generated letter associated with an item that enables you to select it. (Selection Field)[ ] A one-character field that indicates whether you have selected the item. Valid codes are: Blank (You have not selected the item). * (You have selected the item). Suggested Vendor The ID number and name of the suggested vendor. Total Cost The total cost of the line item. Unit The grouping size of the line item (e.g., cases, gross, or each). Unit Price The unit price of the item. The following is a list of commands you can execute from the Purchasing - Requisition Line Item Selection screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add selections Adds selected items directly onto the Purchase Order. Back Displays the previous page of items. Close Exits the screen and displays the previous screen. Deny selections Screens 90 Purchasing and Accounts Payable

103 Enables you to mark the selected requisition line item(s) as denied and remove them from the list of available requisition line items. Forward Displays the next page of items. Purchasing and Accounts Payable 91 Screens

104 Purchasing - Requisition Selection Screen Purpose Access Example The Purchasing - Requisition Selection screen enables you to select a requisition from a listing of available, approved requisitions; then use the line items from that requisition to create a purchase order. All of the remaining line items on the selected requisition are added to the purchase order. The order in which the available requisitions are listed is determined by the sort order field on the Purchasing - Parameter screen. Once a requisition is selected from the listing and submitted as part of a purchase order, it is removed from the listing of available requisitions. Access the Purchasing - Requisition Selection screen by selecting Requisitions on the Purchase Order Header Entry screen. Following is an example of the Purchasing - Requisition Selection screen. Screens 92 Purchasing and Accounts Payable

105 Fields The following is a list of fields and their descriptions that appear on the Purchasing - Requisition Selection screen. All fields except the Selection field are display-only. Fiscal Year The fiscal year in which you are creating the purchase order. Frm The form code identifying the type of requisition. Need by The date when the requisition items are needed. Requisition The requisition number. Row...of... The row of the item you have selected, and the total number of rows. Rush A Y/N field indicating if the item is needed on a rush basis. Sel Commands The system-generated letter associated with a requisition that enables you to select it. Selection Field [ ] A one-character field that indicates whether you have selected the Requisition. Valid codes are: Blank (You have not selected the Requisition) * (You have selected the Requisition) Suggested Vendor The ID number and name of the suggested vendor for the Requisition items. The following is a list of commands you can execute from the Purchasing - Requisition Selection screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous page of line items on the purchase order. Budget Review Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail. Note: For information about using the Budget Review program to query and review budget information, see Using General Ledger or Using Financial Budgeting. Close Exits this screen and displays the PO Header Entry screen. Create PO Displays the PO Review screen and enables you to create a purchase order from the selected requisition. Purchasing and Accounts Payable 93 Screens

106 Deny Requisitions Displays the Deny Requisition screen and enables you to deny the requisition. Forward Displays the next page of requisitions. Screens 94 Purchasing and Accounts Payable

107 Query Listing Pop-up Window Purpose Access Example The Query Listing Pop-up window displays a listing of existing documents within an active application. The listing contains all the documents (e.g., requisitions, purchase orders, or invoices) that satisfy the search criteria you entered in a query. Access the Query Listing Pop-up window by querying from any header screen. The following is an example of the Query Listing Pop-Up window. Fields The following is a list of fields and their descriptions that appear on the Query Listing Pop-up window. (Date) The date of the document. (Doc Form Type) The document form type. (Doc Number) The document number. (Status) The status of the document. Valid values include: A (Approved) Purchasing and Accounts Payable 95 Screens

108 Commands D (Denied) N (New) (Total Amount) The total dollar amount. (Vendor) The name of the vendor. The following is a list of the commands that appear on the Query Listing Pop-up window command line and their purposes. The commands appear as buttons on this particular screen. Cancel Cancels the query. OK Selects the highlighted line of information. Screens 96 Purchasing and Accounts Payable

109 Receiving Entry - Review of Received Items Against PO Item Screen Purpose Access Use the Review of Received Items Against PO Item screen to verify whether items ordered on the specified PO have been received. Access the Review of Received Items Against PO Item screen in one of the following ways: Select Received vs. PO from the command line on the Inv Entry Accounts Payable Direct Entry screen Select Received vs. PO from the command line on the Receiving Entry - Receiving PO Summary screen Screen Fields The following is a list of fields and their descriptions that appear on the Review of Received Items Against PO Item screen: Header Information Commodity The part number of the item as required by the vendor. Item The number of the line item on the invoice. Item Description The description of the item. Item Name Purchasing and Accounts Payable 97 Screens

110 The name of the item. PO # The purchase order number associated with the invoice. Qty Order The total number of items ordered. Qty Rec d The total number of items received. Qty Return The total number of items returned, if any. Units The grouping size of the item (e.g., cases, gross, or each). PO Line Item Information Commands Add Date The date the line item was added. Cond The overall condition of the received items. Example values are: ACCEP (Acceptable) BENT (Bent goods) DENT (Dented goods) FAIR (Fair condition) GOOD (Good condition) Note: Your Jenzabar coordinator can add other values to the Condition table. Item The number of the line item you are recording. Packing Slip The packing slip number accompanying received items. Qty Recvd The total number of items received. Qty Return The total number of items returned. Row...of... The row of the item you have selected, and the total number of rows. Units The grouping size of the items received (e.g., cases, gross, or each). The following is a list of commands you can execute from the Review of Received Items Against PO Item screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Screens 98 Purchasing and Accounts Payable

111 Returns you to the previous line item in the list. Cancel Leaves the screen without saving your changes. Forward Takes you to the next line item in the list. Purchasing and Accounts Payable 99 Screens

112 Receiving Header Entry Screen Purpose Access Example The Receiving Header Entry screen enables you to select an existing Receiving record or process the receipt of goods and create a new Receiving record. Access the Receiving Header Entry screen by selecting the Receiving Entry option on the Fiscal Management: Accounts Payable/Receiving menu. The Receiving program uses the Receiving Header Entry screen in the following modes: Receiving Header Query Receiving Form Query PO Following is an example of the Receiving Header Entry screen in the Query PO mode. Screens 100 Purchasing and Accounts Payable

113 Fields Commands The following list contains descriptions of fields that appear on the Receiving Header Entry screen. Comment The comment field where you enter comments or remarks for the Receiving Header information. Note: The Comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the Comment field and enter!, the text editor file appears in the Edit mode. Entered The date the receipt was first added. Packing Slip # The packing slip number. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # The system-generated number for this Receiving record. Vendor ID The ID number of the primary vendor. Vendor Name The name of the vendor. The following is a list of commands you can execute from the Receiving Header Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add Items Enables you to add received item information to the current receiving document. Back Enables you to return to the previous page of listed items. Cancel Displays the Receiving Header Entry screen in the Receiving Header mode without saving any information or executing a command. Close Closes the current screen and returns you to the previous screen. Delete Allows you to delete a Receiving record. Exit Allows you to exit the Receiving program and return to the menu. Purchasing and Accounts Payable 101 Screens

114 Finish Saves the information you entered, and displays the Receiving Header Entry screen in the Receiving Header mode. Forward Enables you to move to the next page of listed items. Next Displays the next record when multiple records have been queried. Previous Displays the previous record when multiple records have been queried. Query Enables you to perform queries for receiving information against the receiving table. Receipt Review Enables you to review information about items that have been received. Receive Enables you to access the Receiving Header Entry screen in the Query Receiving Form mode. Return Review Enables you to review information about items that have been returned. Update Enables you to update a purchase order to show the receipt of the items ordered. Screens 102 Purchasing and Accounts Payable

115 Receiving - Information Screen Purpose Access Example The Receiving - Information screen enables you to record information about any items received. The information you can record includes the quantity, description and condition of the items, and where the items are to be delivered. After selecting Receive on the Receiving Header Entry screen in the Receiving Header mode and entering a packing slip number and a vendor ID, you access the Receiving - Information screen to record information about received items in either of the following ways: If the Purchase Order number is not entered on the Receiving Header Entry screen, select Finish. If the Purchase Order number is entered on the Receiving Header Entry screen, select Add Items on the Receiving - PO Summary screen in the Receive PO Items mode. Following is an example of the Receiving - Information screen in the Enter Received Items mode. Fields The following is a list of fields and their descriptions that appear on the Receiving - Information screen. The sections appear in the order on the screen from top to bottom. Purchasing and Accounts Payable 103 Screens

116 Header Information The following fields are located in the top section of the Receiving - Information screen. Entered The date the receipt was first added. Name The field associated with the Vendor ID field. Packing Slip # The packing slip number accompanying received items. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # A system-generated number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Receiving Information The following fields are located in the bottom section of the Receiving - Information screen. Comment The comment field into which you enter comments or remarks about the Receiving Header information. Note: The Comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the Comment field and enter!, the text editor file appears in Edit mode. Condition The overall condition of the received items. Example values are: ACCEP (Acceptable) BENT (Bent goods) DENT (Dented goods) FAIR (Fair condition) GOOD (Good condition) Note: Your Jenzabar coordinator can add other values to the Condition table. Deliver to: The campus, building and room number where received items are to be delivered. ID Name The ID number and name of the person to whom the items are to be delivered. Item The system-generated number of the received items you are recording. Item Code The vendor part number of the received items. Item Description The vendor description of the received items. Screens 104 Purchasing and Accounts Payable

117 Commands Item Name The vendor name of the received items. Quantity The number of units of the received items. You can express this as a whole number or a decimal. Units The grouping size of the items received (e.g., cases, gross, or each). The following is a list of commands you can execute from the Receiving - Information screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Displays the previous screen without saving any information or executing a command. Finish Saves the information you entered, and displays the previous screen. Save/Next Enables you to save the information entered for the current item, and enter information for another item. Purchasing and Accounts Payable 105 Screens

118 Receiving - Line Item Entry Screen Purpose Access Example The Receiving - Line Item Entry screen enables you to record receiving information for the specified purchase order line item associated with this packing slip. The information you record includes the quantity, units, and condition of the received items. Access the Receiving - Line Item Entry screen as follows: 1. Select Receiving Entry from the Accounts Payable/Receiving menu, then select Finish. 2. Query to locate the desired receiving form. 3. Select Receipt Review. 4. Select a received item. 5. Select Mod Items. Note: If you select Mod Items and you have not selected a specific purchase order line item, you will access the Receiving - Information screen instead of this screen. Following is an example of the Receiving - Line Item Entry screen in the Enter Received Items mode. Fields The following is a list of fields and their descriptions that appear on the Receiving - Line Item Entry screen in the Enter Received Items mode. The sections appear in the order on the screen from top to bottom. Screens 106 Purchasing and Accounts Payable

119 Header Information The following fields are located in the top section of the Receiving - Line Item Entry screen. All of these fields are display-only. Entered Date the receipt was first added. Name The name associated with the Vendor ID. Packing Slip # The packing slip number accompanying received items. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # The number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Purchase Order Line Item Information The following fields are located in the center section of the Receiving - Line Item Entry screen. All of these fields are display-only. Deliver to Campus/Bldg/Room The campus, building and room number where ordered items are to be delivered. Item The system-generated number of the ordered items you are recording. Item Code The vendor part number of the ordered items. Item Description The vendor description of the ordered items. Item Name The vendor name of the ordered items. Quantity The number of units of the ordered items. You can express this as a whole number or a decimal. Quantity Rec d The total number of items received for this item on this purchase order. You can express this as a whole number or a decimal. Requisitioner The name of the person who requested these items. Units The grouping size of the items ordered (e.g., cases, gross, or each). Purchasing and Accounts Payable 107 Screens

120 Receiving Line Item Information Commands The following fields are located in the bottom section of the Receiving - Line Item Entry screen. Comment The comments or remarks about the received item. Note: The Comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the Comment field and enter!, the text editor file appears in the Edit mode. Condition The overall condition of the received items. Example values are: ACCEP (Acceptable) BENT (Bent goods) DENT (Dented goods) FAIR (Fair condition) GOOD (Good condition) Note: Your Jenzabar coordinator can add additional codes to the Condition table. Units The grouping size of the item received (e.g., cases, gross, or each). Quantity The number of units of the item received. You can express this as a whole number or a decimal. The following is a list of commands you can execute from the Receiving - Line Item Entry screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Displays the previous screen without saving any information or executing a command. Finish Saves the information you entered, and displays the previous screen. Screens 108 Purchasing and Accounts Payable

121 Receiving - PO Summary Screen Purpose Access Example The Receiving - PO Summary screen enables you to enter receiving information about items received that were based on a specific purchase order. Access the Receiving - PO Summary screen in one of two ways: Select PO Summary on the Receiving Review screen Select Review after entering a new Receiving record including a PO number on the Receiving Header Entry screen Following is an example of the Receiving - PO Summary screen in the Receive PO Items mode. Screen Fields The following is a list of fields and their descriptions that appear on the Receiving - PO Summary screen in the Receive PO Items mode. The sections appear in the order on the screen from top to bottom. Purchasing and Accounts Payable 109 Screens

122 Header Information The following fields are located in the top section of the Receiving - PO Summary screen. Entered The date the receipt was first added. Name The field associated with the Vendor ID field. Packing Slip # The packing slip number accompanying received items. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # The system-generated number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Purchase Order Line Item Information The following fields are located in the bottom section of the Receiving - PO Summary screen. Item A system-generated number of the ordered items you are recording. Item Code The vendor part number of the ordered items. Item Description The vendor description of the ordered items. Item Name The vendor name of the ordered items. Quantity The number of units of the ordered items. You can express this as a whole number or a decimal. Received Quantity & Units The total number of items received for this item on this purchase order. Row...of... The row of the item you have selected, and the total number of rows. Sel The selection field where you enter an asterisk (*) to select the specific item. Units The grouping size of the items ordered (e.g., cases, gross, or each). Screens 110 Purchasing and Accounts Payable

123 Commands The following is a list of commands you can execute from the Receiving - PO Summary screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Add Items and Mod Items Allows both of the following: If a specific item is not selected, it enables you to add receiving information for items that were received with this packing slip, but not ordered on the purchase order If a specific item is selected, it enables you to enter receiving information for the specified item Back Displays the previous page of purchase order line items in this listing. Close Exits this screen and displays the previous screen. Delete Delete the selected received items. Forward Displays the next page of purchase order line items in this listing. Update Enables you to modify the header information for this Receiving record. Purchasing and Accounts Payable 111 Screens

124 Receiving Review Screen Purpose Access Example The Receiving Review screen enables you to review a listing of all received items on the specified receiving document. Access the Receiving Review screen in one of two ways: Select Receipt Review on the Receiving Header Entry screen in the Query PO mode. Select Review on the Receiving - PO Summary screen. Following is an example of the Receiving Review screen. Fields The following is a list of fields and their descriptions that appear on the Receiving Review screen in the Recv Review mode. The sections appear in the order on the screen from top to bottom. Screens 112 Purchasing and Accounts Payable

125 Header Information The following fields are located in the top section of the Receiving Review screen. Entered The date the receipt was first added. Name The name of the vendor. Packing Slip # The packing slip number accompanying received items. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # A system-generated number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Received Items Information The following fields are located in the bottom section of the Receiving Review screen. Item A system-generated number of the ordered items you are recording. Item Code The vendor part number of the ordered items. Item Description The vendor description of the ordered items. Item Name The vendor name of the ordered items. Quantity The number of units of the ordered items. Condition The overall condition code for the received items. Valid values are: ACCEP (Acceptable) BENT (Bent goods) DENT (Dented goods) FAIR (Fair condition) GOOD (Good condition) Note: The Jenzabar coordinator can add other values to the Condition table. Row...of... The row of the item you have selected, and the total number of rows. Sel The selection field where you enter an asterisk (*) to select the specific item. Units Purchasing and Accounts Payable 113 Screens

126 Commands The grouping size of the items ordered (e.g., cases, gross, or each). The following is a list of commands you can execute from the Receiving Review screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous page of received items in this listing. Close Exits this screen and displays the previous screen. Note: This command is active but does not appear on the character-based screen. If you have the character-based screen, use <Ctrl-c> to execute this command. Delete Items Enables you to delete a selected receiving line item. Note: You must select a line item before you can use this command. Forward Displays the next page of received items in this listing. Mod Items Enables you to access the Receiving - Information screen and enter receiving information for the selected receiving line item. Note: You must select a line item before you can use this command. PO Summary Enables you to access the Receiving - PO Summary screen for the line items listed on the purchase ordered attached to this Receiving document. Return Items Enables you to access the Return screen to enter return information for the selected receiving line item. Note: You must select a line item before you can use this command. Screens 114 Purchasing and Accounts Payable

127 Requisition Denial Screen Purpose Access Example When you are using the Purchase program, you use the Requisition Denial screen to deny and entire requisition, or to deny selected line items from a requisition. Access the Requisition Denial screen in one of two ways: Select Deny Requisition from the Purchasing - Requisition Selection screen. Select Deny Selections on the Purchasing - Requisition Line Item Selection screen. Following is an example of the Requisition Denial screen. Fields The following is a list of fields and their descriptions that appear on the Requisition Denial screen: Denial Code The code that indicates the reason the requisition is being denied. Your institution customizes the codes in a table. Denial Comment The comment field where you enter comments or remarks about the requisition or the denial of the requisition or line items. Note: The comment field is a binary large object (BLOB) field that can contain a variable amount of text. You use the text editor to edit text in a BLOB field. When you move the cursor to the comment field and enter!, the text editor file appears in the Edit mode. Purchasing and Accounts Payable 115 Screens

128 Commands Reason The description of the Denial Code. The following is a list of commands you can execute from the Receiving Denial screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Returns you to the previous screen without denying the requisition or the line item. Finish Marks the requisition or line item as denied, removes it from the listing of available requisitions or requisition line items, and returns you to the previous screen. Screens 116 Purchasing and Accounts Payable

129 Return Screen Purpose Access Example The Return screen enables you to enter return information about items that have already been received from a specific vendor. Access the Return screen in one of two ways: Select Return Items on the Receiving Review screen. Select Mod Items on the Returned Goods Review screen. Following is an example of the Return screen in the Enter Returned Goods mode. Fields The following is a list of fields and their descriptions that appear on the Return screen in the Enter Returned Goods mode. The sections appear in the order on the screen from top to bottom. Purchasing and Accounts Payable 117 Screens

130 Header Information The following fields are located in the top section of the Return screen. Entered The date the purchase order was first added. Name The name of the vendor. Packing Slip # The packing slip number accompanying received items. PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # A system-generated number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Received Items Information The following fields are located in the center section of the Return screen. Condition The overall condition code for the received items. Valid values include: ACCEP (Acceptable) BENT (Bent goods) DENT (Dented goods) FAIR (Fair condition) GOOD (Good condition) Note: The Jenzabar coordinator can add other values to the Condition table. Item The system-generated number of the ordered items you are recording. Item Code The vendor part number of the ordered items. Item Description The vendor description of the ordered items. Item Name The vendor name of the ordered items. Quantity The number of units of the ordered items. You can express this as a whole number or a decimal. Units The grouping size of the items ordered (e.g., cases, gross, or each). Screens 118 Purchasing and Accounts Payable

131 Return Information Commands The following fields are located in the bottom section of the Return screen. Authorization # The return authorization number for these goods. Bill of Lading The Bill of Lading number for returning these goods. Quantity The number of units of the returned item. You can express this as a whole number or a decimal Reason Code The code for the reason the items were returned. Return Date The date when these goods were returned. Return Reason The comments or remarks explaining the reason the items were returned. Shipping Method The shipping method used to return these goods. Units The grouping size of the returned item (e.g., cases, gross, or each). The following is a list of commands you can execute from the Return screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Cancel Displays the previous screen without saving any information or executing a command. Finish Saves the information you entered, and displays the previous screen. Purchasing and Accounts Payable 119 Screens

132 Returned Goods Review Screen Purpose Access Example The Returned Goods Review screen enables you to review information about all returned items on this Receiving document. Access the Returned Goods Review screen by selecting Return Review on the Receiving Header Entry screen in the Query PO mode. Following is an example of the Returned Goods Review screen. Fields The following is a list of fields and their descriptions that appear on the Returned Goods Review screen. The sections appear in the order on the screen from top to bottom. Header Information The following fields are located in the top section of the Returned Goods Review screen. Entered The date the receipt was first added. Name The name of the vendor. Packing Slip # The packing slip number accompanying received items. Screens 120 Purchasing and Accounts Payable

133 PO # The purchase order form type and number associated with this packing slip. Receiver ID The ID of the person responsible for this packing slip entry. Receiving Document # A system-generated number for this Receiving record. Vendor ID The ID number of the vendor from whom the items were received. Received Items Information Commands The following fields are located in the bottom section of the Returned Goods Review screen. Item A system-generated number of the ordered items you are recording. Item Code The vendor part number of the ordered items. Item Description The vendor description of the ordered items. Item Name The vendor name of the ordered items. Quantity The number of units of the ordered items. You can express this as a whole number or a decimal. Reason The code identifying the reason the item was returned. Return Date The date the item was returned. Sel The selection field where you enter an asterisk (*) to select the specific item. Units The grouping size of the items ordered (e.g., cases, gross, or each). The following is a list of commands you can execute from the Returned Goods Review screen and their purposes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar. Back Displays the previous page of received items in this listing. Close Exits this screen and displays the previous screen. Delete Items Enables you to delete a selected receiving line item. Note: You must select a line item before you can use this command. Forward Purchasing and Accounts Payable 121 Screens

134 Displays the next page of received items in this listing. Mod Items Enables you to access the Receiving - Information screen and enter receiving information for the selected receiving line item. Note: You must select a line item before you can use this command. Screens 122 Purchasing and Accounts Payable

135 Overview SECTION 3 - PROCESSING PURCHASE ORDERS Introduction This section provides information and step-by-step procedures to guide you when you create purchase orders and issue change orders to revise submitted purchase orders. If your system is set up so you begin all procedures from the Master Menu, access the Fiscal Management menu to find options referenced in these procedures. Decentralizing the Purchasing Process If desired, your institution can set up CX so every department on your campus can submit its own purchase orders. To decentralize the purchasing function, your Jenzabar coordinator must place the Purchase Order Entry menu option on every menu from which purchase order submission is to be permitted. In addition, the General Ledger Permissions table must be updated to enable users in the various groups to access the accounts to charge for purchases. The system safeguards that each department only has access to the accounts to which it can charge purchases. For more information on completing the General Ledger Permissions table, see Limiting Permissions for Accessing Programs in the General Ledger Technical Manual, Volume 1. Automated Purchase Order Approval If desired, your institution can set up the system so every submitted purchase order can be routed through the approval process. To activate the approvals for purchase orders, you will need to create appropriate entries in the desired approval authorization tables. For more information on the approval process and completing the authorization tables, see Approval and Customizing the Requisitioning Processes in the Requisitioning, Purchasing and Accounts Payable Technical Manual. Before You Begin Before you begin using the following procedures to create a purchase order, remember the following: Approved requisitions must exist if a purchase order is to be based on requisitions. Once you select a requisition to create the purchase order, that requisition is removed from the listing of available requisitions. You can refer to the field descriptions in Using the Purchasing and Accounts Payable Screens section of this guide when you complete the fields on the purchase order screens. Purchasing and Accounts Payable 123 Processing Purchase Orders

136 The Process This list shows the general phases that take place before, during, and after creating a purchase order using a requisition. 1. Access Purchase Order Entry. 2. Select the command appropriate for the task you want to complete: Requisitions to create a purchase order using an approved requisition Build PO to create a purchase order not based on an approved requisition Query PO to select a previously saved purchase order Budget Review to access the Budget Review program Note: If you do not want to add or update purchase order information, select Query PO, then select one of the following commands for the desired ending action: Check to review checks and invoices that exist against the purchase order Close to prohibit any further action against the purchase order (e.g., if you have found an alternate vendor for an outstanding item on an existing purchase order) Delete to eliminate the selected purchase order Review to display information about the purchase order 3. Add or update vendor and payee information on the Purchase Order Header Entry screen. 4. Add or update line item information. 5. Add or update line item account information. 6. Select the command for the desired ending action: Finish to save changes and hold the purchase order with a New (N) status Submit to send the purchase order to the Accounts Payable and Receiving processes Notes: Commands to Use Cancel to return to the previous screen without saving changes or creating the purchase order The system assigns a purchase order number when you select Finish or Submit. If you have defined approval tables to check purchase orders for required approval, you will see a message indicating approval is required by another user. When all required approvers have approved the purchase order, you will be notified that approval is complete. You then Submit the purchase order for processing. Thus, when a purchase order requires approval, you will need to Submit it two times: first for approval, and second for processing. The Requisitions and Build PO commands on the Purchase Order Header Entry screen enable you to create purchase orders. Use the Requisitions command when you want to create the purchase order from a specific requisition. This command instructs the system to display a listing of the available requisitions. Use the Build PO command when you want to create the purchase order by including selected line items from one or more approved requisitions, or by adding new line items directly. Processing Purchase Orders 124 Purchasing and Accounts Payable

137 Select the Change Order command to issue a change order against a purchase order. The Change Order command instructs the program to initiate the following actions: Accounting entries are reversed Associated encumbrances are removed Status is changed from Submitted to New The form type code is updated to CP Purchasing and Accounts Payable 125 Processing Purchase Orders

138 Assigning Buyers for Requisitions Introduction The purchasing manager or an assigned supervisor uses the Assign Buyer program to assign requisitions to specific buyers by station number. How to Assign Buyers for Requisitions The following lists the steps for assigning buyers for requisitions. 1. From the Purchasing/Requisition/Approval menu, select Assign Buyer for Purchase and select Finish. The Assign Buyer - Parameter screen appears in the Parameter screen mode. Note: Depending on your implementation and the policies at your institution, you may need to enter a password to access this menu option. 2. Define the desired parameters and select Finish. The Assign Buyer - Parameter screen displays in the Assign Buyers for Req mode. Note: The body of the screen is blank, but the command options have changed to include the following: Assign Buyer, Initialize, and Exit. 3. Select Assign Buyer. The Assign Requisition to Buyer screen appears in Select Requisition mode. 4. Move the cursor to the Assn field next to the requisition to be assigned, and enter the station number of the assigned buyer. 5. Continue this procedure until all requisitions have been assigned. Note: Use the Forward and Back commands to page through the requisitions if there are more than 18 listed. 6. Do you want to view a requisition? If yes, do the following: Place your cursor in the Assn field for the requisition to be selected. Select View Requisition. The Requisition Summary screen appears. If no, go to step Have you completed assigning and viewing requisitions? If yes, select Close and go to step 7. You return to the Assign Buyer - Parameter screen in the Assign Buyers for Req mode. If no, repeat steps 4 and 5 as necessary. 8. Do you want to change parameters and continue assigning buyers? If yes, do the following: Select Initialize. Enter desired parameters and repeat steps 2 through 7. The Assign Buyer - Parameter screen appears in the Parameter screen mode. If no, select Exit. You exit the Assign Buyer program and return to the menu. Processing Purchase Orders 126 Purchasing and Accounts Payable

139 Creating a Purchase Order Using a Requisition Introduction When you create a purchase order based on an approved requisition, that requisition is removed from the listing of available requisitions and cannot be used in another purchase order. All of the line items in the requisition are included in the new purchase order. Using this procedure, you can modify, enter or delete line items. How to Create a Purchase Order Using a Requisition The following lists the steps for creating a purchase order using a requisition. 1. From the Purchasing/Requisition/Approval menu, select Purchase Order Entry and select Finish. The Purchase - Parameter screen appears. 2. Define the desired parameters and select Finish. The Purchase Order Header Entry screen appears. 3. Select Requisitions. The Purchasing - Requisition Selection screen appears. 4. Enter an asterisk (*) beside the requisition you want to use, and select Create PO. Purchase Order Review screen appears. All line items included on the requisition form are now listed on this screen. A temporary form code (TM) appears and a temporary number is assigned by the system. The temporary number is not the purchase order number. Note: You can only select one requisition at a time. 5. Do you need to add or change the information in the header? If yes, do the following: Select Update. Make additions or changes and select Finish. The Purchase Order Header Entry screen appears. If no, go to step Do you need to delete a line item? If yes, do the following: Enter an asterisk (*) beside the line item to be changed. Select Delete. Go to step 7. The program deletes the line item. If no, go to step Do you need to change information about any line item? If yes, do the following: Enter an asterisk (*) beside the line item to be changed. Select View/Mod. Make necessary changes. Go to step 8. Purchasing and Accounts Payable 127 Processing Purchase Orders

140 If no, go to step Do you want to view or change information about the account(s) being charged for this line item? If yes, do the following: Select Account Info. Make necessary changes. Select Finish. Go to step 9. If no, go to step 9. Notes: The Line Item Account Entry screen appears. If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. As you enter individual items against various general ledger accounts, the system monitors the total charges to each account and displays a warning message appears if you exceed the budget. 9. Do you want to add a new line item? If yes, do the following: Select Finish, and note the purchase order number that the program assigns and displays on the screen. Select Query, using the purchase order number noted above as the search criteria. Select Finish. Note: You can either select requisition line items to add to the current purchase order, or directly enter additional line items. If no, go to step Do you wish to make any other changes to the header or line item information? If yes, repeat steps 5-9 as appropriate. If no, go to step Are you ready to submit the purchase order? If yes, select Submit. The program does the following: Creates the purchase order. Assigns a PO number. Enables the Accounts Payable and Receiving applications to access the purchase order. Displays the Purchase Order Header Entry screen. Prints a copy of the submitted purchase order on the printer. Note: If you are using approval for purchase orders, the program will send the purchase order into the approval process. After approval is complete, you will be notified that the Processing Purchase Orders 128 Purchasing and Accounts Payable

141 purchase order can be submitted for processing. You then Query and Submit the purchase order to the accounts payable process. If no, select Finish. The program does the following: Creates the purchase order. Displays the assigned PO number in a pop-up window. Displays the Purchase Order Header Entry screen. Note: The program enables you to update the purchase order at any time until you submit it and make it available to the Accounts Payable and Receiving processes. 12. Do you want to continue working in Purchasing? If yes, select the appropriate command for your next procedure. If no, select Exit. Purchasing and Accounts Payable 129 Processing Purchase Orders

142 Creating a Purchase Order Using Build PO Introduction This procedure enables you to create a purchase order and add line items using either or both of the following methods: Before You Begin Select specific line items from a listing of approved requisition line items. Add line items directly through the purchasing process, bypassing the requisition and approval processes. Before you begin using the following procedures to create a purchase order, remember the following: Once you select a requisition line item to be added to the purchase order, that requisition line item is removed from the listing of available line items. You can refer to the field descriptions in Using the Purchasing and Accounts Payable Screens section of this guide when you complete the fields on the purchase order screens. How to Create a Purchase Order Using Build PO The following lists the steps for creating a purchase order using Build PO. 1. From the PO/Requisition/Approval menu, select Purchase Order Entry, and select Finish. The Purchase - Parameter screen appears. 2. Define the desired parameters, and select Finish. The Purchase Order Header Entry screen appears. 3. Select Build PO. The Purchase Order Header Entry screen displays in the Entry mode. 4. Enter vendor and payee information, and select Finish. The Purchase Order Header Entry screen displays in the Build PO mode. Note: You can use vndentry (Vendor Entry) to query for the vendor or payee ID. If you are certain that no ID records exist for the vendor or payee, you can add the name and address information in Vendor Entry. For more information on using CX entry programs, see Jenzabar s Getting Started User Guide. 5. Do you want to add line items from approved requisitions? If yes, select Select Items and go to step 6. The Purchasing - Requisition Line Item Selections screen appears in the PO Select From Items mode. If no, go to step Select the line item to be added to the purchase order by entering an asterisk (*) in the selection field next to the line item, then select Add Selections. The Purchasing - Requisition Line Item Selections screen continues to display in the PO Select From Items mode. Notes: If the listing contains more than eight (8) items, use Forward and Back to scroll through the listing. When the last line item is selected, the program displays this message: All approved Requisition line items have been pulled from the Select From list. Will now exit the Select Processing Purchase Orders 130 Purchasing and Accounts Payable

143 from screen. After responding to this message, the Purchase Order Header Entry screen displays in the Build PO mode. 7. Do you want to add another line item from the selection list? If yes, repeat step 6. If no, select Close and go to step 8. The Purchase Order Header Entry screen displays in the Build PO mode. 8. Do you want to a new line item? If yes, select Add Items and go to step 9. The Purchase Order Line Item Entry screen appears in the Line Item Detail Entry mode. If no, go to step Enter the information needed for the first item being added, and select the appropriate command: Account Info to enter information on multiple accounts to be charged for the item. The Line Item Account Entry screen appears. After you enter the account information, select Finish. Save/Next Item to enter another item. The Purchase Order Line Item Entry screen appears in the Line Item Detail Entry mode. When entering multiple items, continue using the Save/Next Item command until all items have been listed, then select Finish. Finish to indicate there are no more items to enter. The Purchase Order Header Entry screen appears in the Build PO mode. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 10. Do you want to add another line item? If yes, repeat steps 8-9. If no, go to step Are you ready to submit the purchase order? If yes, select Submit. The program does the following: Creates the purchase order. Assigns a PO number. Enables the Accounts Payable and Receiving applications to access the purchase order. Displays the Purchase Order Header Entry screen. Prints a copy of the submitted purchase order to the printer. Note: If you are using approval for purchase orders, the program will send the purchase order into the approval process. After approval is complete, you will be notified by mail that the purchase order can be submitted for processing. You then Query and Submit the purchase order to the accounts payable process. If no, select the desired command to continue working with this purchase order, or select Close. After selecting Close, the purchase order is created and the Purchase Order Header Entry screen displays. Note: The program enables you to update the purchase order at any time until you submit it and make it available to the Accounts Payable and Receiving processes. Purchasing and Accounts Payable 131 Processing Purchase Orders

144 12. Do you want to continue working in Purchasing? If yes, select the appropriate command for your next procedure. If no, select Exit. Processing Purchase Orders 132 Purchasing and Accounts Payable

145 Issuing a Change Order Introduction When you need to revise a purchase order that has already been submitted to the general ledger, you must issue a change order. A change order is a purchase order that has been altered in any way since its original submission. This section provides comprehensive examples and explanations of how the system processes change orders. It also contains information and stepby-step procedures for issuing change orders. Before You Begin The following rules apply within the change order logic in Purchase Order Entry: Change orders change the Document Code associated with the purchase order. For example, a purchase order s Document Code of PP changes to CP after a change order is submitted. Change orders apply only to submitted purchase orders. You can create a change order for any submitted purchase order, even if one or more invoices have been applied against the purchase order. Change orders reverse all encumbrances for all accounts on the purchase order. You cannot submit a change order if an invoice applied against the purchase order has a status of New. Once a change order is entered and an invoice has been applied against the purchase order: The encumbrance against a purchase order cannot be reduced to any amount that is less than the already unencumbered amount of the applied invoices. The vendor ID on the purchase order cannot be changed. The purchase order cannot be deleted. The purchase order must be resubmitted before applied invoices can be backed out or terminated. The purchase order must be resubmitted before new receiving items can be applied. Note: Once items are received against a purchase order, the receiving form is still accessible and items can still be returned. Purchasing and Accounts Payable 133 Processing Purchase Orders

146 Example 1: Change Order Processing with a Single Invoice The following table traces an example of the submission of a purchase order, the application of an invoice, and the creation of a change order, as well as the impact each action has on encumbrances. The events in this example demonstrate how the system applies the rules listed above in the processing of change orders. Event # Document Amount Command Posted Encumbrance Amount Running Balance 1 PP-1 $ Submit -$ $ IV-1 $25.00 Submit $ $ PP-1 Change Order $75.00 $ CP-1 $ Submit -$ $ CP-1 Change Order $95.00 $ CP-1 $20.00 Submit Not allowed since $25.00 was unencumbered by IV-1 7 CP-1 Delete Not allowed since IV-1 is applied 8 IV-1 Delete (Terminate) Not allowed since CP-1 is in a "N"ew status 9 IV-1 Backout Not allowed since CP-1 is in a "N"ew status 10 CP-1 $35.00 Submit -$ $ CP-1 Delete (Terminate) Not allowed since IV-1 is applied 12 IV-1 Delete (Terminate) -$ $ CP-1 Delete (Terminate) $35.00 $0.00 Explanation of Example 1 Event 1 A purchase order for $100 is submitted, and the system stores the encumbrance for the order as a negative number in the general and subsidiary ledgers. Event 2 An invoice for $25 is received and submitted, bringing the total encumbrance against the purchase order to $75. Event 3 A change order is submitted for the purchase order, bringing the encumbrance to zero and changing the document type to CP (from PP) for future tracking. Event 4 The purchase order is resubmitted for $120. However, since $25 of the encumbrance associated with the purchase order has already been relieved through the invoice in Event 2, the net encumbrance is $95. Event 5 A change order is submitted for the purchase order, again bringing the encumbrance to zero. Event 6 A purchase order submission for $20 is attempted, but because the relieved encumbrance against this purchase order is already $25, the system prevents the submission. Processing Purchase Orders 134 Purchasing and Accounts Payable

147 Event 7 A purchase order deletion is attempted, but since an invoice has already been submitted, the system prevents the deletion. Event 8 An invoice termination is attempted, but since the purchase order has a Status of New, the system prevents the termination. Event 9 An invoice backout is attempted, but since the purchase order has a Status of New, the system prevents the action. Event 10 A purchase order for $35 is submitted. Since the amount is sufficient to cover the total of the previously submitted invoice ($25 from Event 2), the submission is successful. Event 11 A purchase order termination is attempted, but since an invoice has already been applied, the system prevents the termination. Event 12 An invoice termination is submitted, and is successful since the related purchase order has a Status of Submitted (in Event 10). Event 13 A purchase order termination is submitted, and is successful since the related invoice has already been terminated (in Event 12). Example 2: Change Order Processing with Multiple Invoices The following table traces an example of the submission of a purchase order, the application of three invoices, and the creation of a change order, as well as the impact each action has on encumbrances. The events in this example demonstrate how the system applies the rules listed at the beginning of this section in the processing of change orders. Event # Document Amount Command Posted Encumbrance Amount Running Balance 1 PP-2 $80.00 Submit -$ $ IV-2 $60.00 Submit $ $ PP-2 Change Order $20.00 $ IV-3 $20.00 Add Not allowed to add new invoice against PP-2 5 RC-1 Add Not allowed to add new receipt form against PP-2 6 CP-2 $ Submit -$ $ IV-4 $20.00 Add 8 RC-2 Add 9 CP-2 Change Order Not allowed since IV-4 is in a "New" status 10 CP-2 Delete (Terminate) Not allowed since IV-4 is in a "New" status Purchasing and Accounts Payable 135 Processing Purchase Orders

148 Explanation of Example 2 Event 1 A purchase order for $80 is submitted, and the system stores the encumbrance for the order as a negative number in the general and subsidiary ledgers. Event 2 An invoice for $60 is received and submitted, bringing the total encumbrance against the purchase order to $20. Event 3 A change order is submitted for the purchase order, bringing the encumbrance to zero and changing the document type to CP (from PP) for future tracking. Event 4 An invoice submission is attempted, but since the purchase order has a Status of New, the system prevents the submission. Event 5 A receiving document entry is attempted, but since the purchase order has a Status of New, the system prevents the entry. Entry 6 A purchase order for $100 is submitted. Since the amount is sufficient to cover the total of the previously submitted invoice ($60 from Event 2), the submission is successful. Event 7 An invoice for $20 is added (but not submitted). Since it is not submitted, it maintains a Status of New. Event 8 A receiving document is added (but not submitted). Since it is not submitted, it maintains a Status of New. Event 9 A change order is attempted, but since the invoice has a Status of New, the system prevents the change. Event 10 A termination of the purchase order is attempted, but since the invoice has a Status of New, the system prevents the termination. How to Issue a Change Order Use the following steps to issue a change order. 1. From the Purchasing/Requisition/Approval menu, select Purchase Order Entry, and select Finish. The Purchase - Parameter screen appears. 2. Define the desired parameters and select Finish. The Purchase Order Header Entry screen appears. 3. Select Query. The Purchase Order Header Entry screen displays in the Query PO mode. 4. Enter the query criteria to select the submitted purchase order you want to change, and select Finish. The selected purchase order appears on the Purchase Order Header Entry screen. Processing Purchase Orders 136 Purchasing and Accounts Payable

149 5. Do the following: Select Change Order. The program prompts you to verify that you intend to issue a change order for the selected purchase order. Respond to the prompt by typing y. Executing the Change Order command causes the following changes: Accounting entries recorded when the purchase order was submitted are reversed. Associated encumbrances are removed. Status is changed from Submitted to New. The form type code is changed to PC. The Purchase Order Header Entry screen displays in the Query PO mode. 6. Select the appropriate command to make the desired changes to this purchase order: Select Items to select requisition line items to add to the current Purchase Order. The PO - Select From Items screen appears. Add Items to enter line items directly on the current purchase order. The Line Item Detail Entry screen appears. Review to review and modify line items on the current purchase order. The PO - Review screen appears. Update to modify information on the Purchase Order Header screen. The PO Header Update screen appears. 7. Are you ready to submit the purchase order? If yes, select Submit. The program does the following: The purchase order is created. A PO number is assigned. The purchase order is made available to the accounts payable and receiving processes. The Purchase Order Header Entry screen is displayed. A copy of the purchase order is routed to the printer. If no, select the desired command to continue working with this purchase order, or select Close. After selecting Close, the purchase order is created and the Purchase Order Header Entry screen is displayed. Note: The program enables you to update the purchase order at any time until you submit it and make it available to the Accounts Payable and Receiving processes. Note: If you are using approval for purchase orders, the program will send the purchase order into the approval process. After approval is complete, you will be notified that the purchase order can be submitted for processing. You then Query and Submit the purchase order to the accounts payable process. 8. Do you want to continue working in Purchasing? If yes, select the appropriate command for your next procedure. If no, select Exit. Purchasing and Accounts Payable 137 Processing Purchase Orders

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151 Overview SECTION 4 - PROCESSING INVOICES Introduction This section provides information and step-by-step procedures to guide you when you enter invoices, record credit memos, or process check requests. You can create an invoice from a purchase order, a requisition for a check, or by adding payee and line item information directly. You can also enter an invoice with no line item data (with or without a purchase order), using the simplified invoice feature. Before You Begin Before you begin using the following procedures for creating invoices, recording credit memos, or processing check requests, remember the following: You can create an invoice from a submitted purchase order. You can create an invoice directly without associating it with a purchase order. You can issue a credit memo against an invoice. After you select a check request to create an invoice, that check request is removed from the listing of available check requests. Your institution must decide if the simplified invoice feature, which does not track detail line item information for each invoice, is in accordance with policy. If the feature is desired, it must be enabled by setting a macro value. For more information, see RPA Technical Manual. As you enter individual items against various general ledger accounts, the system monitors the total charges to each account and displays a warning message appears if you exceed the budget. Automated Invoice Approval If desired, your institution can set up the system so every submitted invoice can be routed through the approval process. To activate the approvals for invoices, you will need to create appropriate entries in the desired approval authorization tables. For more information on the approval process and completing the authorization tables, see Approval and Customizing the Requisitioning Processes in the RPA Technical Manual. Purchasing and Accounts Payable 139 Processing Invoices

152 Process The following list shows the general phases that take place before, during, and after processing invoices. 1. Access Invoice Entry. 2. Select the appropriate command for the task you want to complete: Add Invoice to create an invoice based on a purchase order. Add Direct Invoice to create an invoice by entering information directly. Add Fast Invoice to create an invoice with account information only (i.e., without line item information). Check Requests to process check requests. Credit Memo to issue a credit memo. Budget Review to access the Budget Review program. 3. Add or update payee information. 4. Add the invoice number received from the vendor. 5. If the invoice is based on a purchase order, select the purchase order. 6. Add or update line item information (omit this step if using simplified invoice processing). 7. Add or update account information. 8. Submit the invoice for payment. Command to Use The Add Invoice, Add Direct Invoice, and Add Fast Invoice commands on the Accounts Payable Direct Entry screen enable you to create invoices. You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type. You use the Add Direct Invoice command when you want to create an invoice that is not based on a purchase order. This command instructs the program to display commands and fields that will enable you to enter payee and line item information directly. You use the Add Fast Invoice command when you want to create an invoice with no line item information (i.e., you want to process the invoice in total, rather than by the individual items that make up the total). The simplified invoice that you create can be based on a purchase order, if desired; however, a purchase order number is not required to use the simplified invoice feature. You use the Check Requests command when you want to process check requests into invoices. This command instructs the program to display a listing of check requests to be processed. You select the Credit Memo command to issue a credit memo. This command instructs the program to credit the specified account for the specified amount. Processing Invoices 140 Purchasing and Accounts Payable

153 Adding an Invoice Against a Purchase Order Introduction You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type. If you enter the Purchase Order number, the account(s) on the Account Info screen will be populated, and all you need to enter is the actual and relieved amounts for the account(s). How to Add an Invoice Against a Purchase Order The following lists the steps for adding an invoice that is based on an approved purchase order. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Add Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. 4. Enter the required information on the invoice header: Payee ID Invoice # Invoice Date Form Type PO # The PO Amount field will be populated with the total amount of the purchase order after the purchase order number has been entered. Note: If you do not know the purchase order number, use Table Lookup to select the desired purchase order. 5. Verify the Payee Information as follows: Select Payee Info. The Accounts Payable Payee Entry screen appears. Verify that the correct payee has been selected. Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. 6. Enter additional header information as required: Close PO Terms Due Date 1099 Note: When you enter payee information, the system automatically sets the 1099 code, based on information in your institution s Vendor table. You can override it if desired. Hold Purchasing and Accounts Payable 141 Processing Invoices

154 One Check Comment 7. Do you want to continue? If yes, select Finish and go to step 8. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Review screen (Line Review) appears in Line Review mode. If no, select Cancel and go to step 10. The previous screen appears without saving any data. 8. Verify that the line item information listed on the purchase order matches what is to be entered on the invoice. Note: Use the Add/Mod Items and Delete commands to change line item information. 9. Are you ready to submit the invoice? If yes, select Submit, then go to step 10. The Accounts Payable program does the following: Prompts you to continue or quit (if an account has insufficient funds). Processes General Ledger transactions. Reverses any encumbrances on the account(s). Marks the Purchase Order as Closed (C), if the full amount was applied to the account(s). Makes the invoice information available to the check select program Displays the Accounts Payable Direct Entry screen in the Inv Header mode. Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process. If no, Select Finish. The Accounts Payable program does the following: Saves the invoice for later processing. Displays the Accounts Payable Direct Entry screen in the Inv Header mode. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 10. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Processing Invoices 142 Purchasing and Accounts Payable

155 Adding an Invoice for Partial Payment Against a Purchase Order Introduction You use the Add Invoice command when you want to create an invoice against a purchase order. This command instructs the program to display a listing of available purchase orders for the identified payee and form type. If you enter the Purchase Order number, the account(s) on the Account Info screen will be populated, and all you need to enter is the actual and relieved amounts for the account(s). You create partial payments against purchase orders when an invoice does not include all the line items listed on the purchase order, or when an invoice includes less than the full quantity for an item listed on the purchase order. How to Add an Invoice for Partial Payment Against a Purchase Order The following lists the steps for adding an invoice that is based on a submitted purchase order. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Add Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. 4. Enter the required information on the invoice header: Payee ID Invoice # Invoice Date Form Type PO # 5. The PO Amount field will be populated with the total amount of the purchase order after the purchase order number has been entered. Note: If you do not know the purchase order number, use Table Lookup to select the desired purchase order. 6. Do you want to verify the Payee Information? If yes, do the following: Select Payee Info. The Accounts Payable Payee Entry screen appears. Verify that the correct payee has been selected. Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. If no, go to step Enter additional header information as required: Terms Due Date Purchasing and Accounts Payable 143 Processing Invoices

156 1099 Hold One Check Comment 8. Do you want to continue? If yes, select Finish and go to step 9. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Review screen (Line Review) appears in Line Review mode. If no, select Cancel and go to step 11. The previous screen appears without saving any data. 9. Are there line items listed on the purchase order that do not match what is to be entered on the invoice? If yes, select the items that do not match the invoice and use the Delete command to remove them. If no, go to step Do the following to verify the line item information: Select the line item to be verified. Select the Add/Mod Items command. The Accounts Payable Line Item Entry screen appears in the Modify Line Item mode. Verify that line item information matches what is to be entered on the invoice (Quantity, Unit Price, Price, Discount, Freight). Verify account information. When changes affect the price and total cost, you will need to select the Account Info command and make appropriate changes to the Actual Amount and To Be Relieved fields. When a different account is to be charged for the line item, enter the appropriate amount in the To Be Relieved field to clear the encumbrance on the encumbered account, and enter the correct account number on a new line with the actual amount to be paid; then select Finish. The Accounts Payable Line Item Entry screen appears in the Modify Line Item mode. Select Finish and go to step 11, after all line item information is verified. The Accounts Payable Review screen (Line Review) appears in Line Review mode. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 11. Are there additional line items to verify? If yes, repeat step 10. If no, go to step Are you ready to submit the invoice? If yes, select Submit, then go to step 13. The Accounts Payable program does the following: Prompts you to continue or quit (if an account has insufficient funds). Processing Invoices 144 Purchasing and Accounts Payable

157 Processes General Ledger transactions. Reverses any encumbrances on the account(s). Marks the Purchase Order as Closed (C), if the full amount was applied to the account(s). Makes the invoice information available to the check select program Displays the Accounts Payable Direct Entry screen in the Inv Header mode. Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process. If no, Select Finish. The Accounts Payable program does the following: Saves the invoice for later processing. Displays the Accounts Payable Direct Entry screen in the Inv Header mode. 13. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Purchasing and Accounts Payable 145 Processing Invoices

158 Adding a Direct Invoice Introduction You use the Add Direct Invoice command when you want to create an invoice that is not based on a purchase order. This command indicates to the program that the invoice has no associated purchase order. You must enter information directly for any line items that you want to include in the invoice. When you add a direct invoice, you must enter both the account and the actual amount to be paid. The total actual amount(s) applied against the account(s) is displayed as the Invoice Amount on the Accounts Payable Direct Entry screen. How to Add a Direct Invoice The following lists the steps for creating an invoice that is not based on a purchase order. This method allows you to enter any line item information directly. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Add Direct Invoice. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. 4. Enter the following required information on the invoice header: Payee ID Invoice # Invoice Date The PO Amount field displays the total amount of the purchase order after the purchase order number has been entered. 5. Do the following to verify the Payee Information: Select Payee Info. The Accounts Payable Payee Entry screen appears. Verify that the correct payee has been selected. Select Finish. The Accounts Payable Direct Entry screen appears in the Add Invoice mode. 6. Enter additional header information as required: Close PO Terms Due Date 1099 Hold One Check Comment 7. Do you want to continue? Processing Invoices 146 Purchasing and Accounts Payable

159 If yes, select Finish and go to step 8. The program saves the invoice header information and assigns the Accounts Payable invoice number, and the Accounts Payable Line Item Entry screen appears in Add Line Item mode. If no, select Cancel and go to step 13. The previous screen appears without saving any data. 8. Enter the applicable line item information for the first line item. 9. Select the appropriate command: Select Save/Next to enter another line item. The current line item information is saved and the Accounts Payable Line Item Entry screen reappears. Select Finish and go to step 11. The line item information is saved and the Accounts Payable Review screen (Line Review) appears in the Line Review mode. Select Account Info to enter multiple accounts against this line item, then go to step 10. The Line Item Account Entry screen appears. Select Cancel to cancel the input of the current line item, then go to step 13. The data is not saved and the Accounts Payable Direct Entry screen appears in the Inv Header mode. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 10. Do the following to enter the Invoice Amount: Verify the account information listed. Enter the actual amounts to be applied to the account(s). Select Finish and go to step 9. The Accounts Payable Line Item Entry screen appears in Add Line Item mode, and the Invoice Amount appears. 11. Do you want to change any line item information? If yes, do the following: Select the appropriate command to scroll through the item list. Enter an * by the item(s) you want to update. Select Add/Mod Items. Go to step 8. The Accounts Payable Line Item Entry screen appears with the cursor positioned on the selected item. If no, go to step Are you ready to submit the invoice? If yes, select Submit, then go to step 13. The Accounts Payable program does the following: Prompts you to continue or quit (if an account has insufficient funds). Processes General Ledger transactions. Makes the invoice information available to the check select program Displays the Accounts Payable Direct Entry screen in the Inv Header mode. Purchasing and Accounts Payable 147 Processing Invoices

160 Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process. If no, Select Finish, then go to step 13. The Accounts Payable program does the following: Saves the invoice for later processing. Displays the Accounts Payable Direct Entry screen in the Inv Header mode. 13. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Processing Invoices 148 Purchasing and Accounts Payable

161 Adding a Simplified Invoice Introduction You use the Add Fast Invoice command when you want to create an invoice that does not maintain line item detail. This command indicates to the program that no line item information will be entered; instead, the user will enter only the account(s) to charge for the invoice. You can enter a simplified invoice either with or without an associated purchase order. When you add a simplified invoice, you must enter the account(s) and the actual amount(s) to be paid. The total actual amount(s) applied against the account(s) is displayed as the Invoice Amount on the Accounts Payable Review screen (Simplified Invoice). How to Add a Simplified Invoice The following lists the steps for creating an invoice with no line item information. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Add Fast Invoice. The Accounts Payable Direct Entry screen appears in the Add Fast Invoice mode. 4. Enter the ID of the vendor, or perform a query to locate the ID. The vendor name appears in the Name field. 5. Enter both the invoice number and the date that appear on the invoice received from the vendor. 6. If desired, enter a purchase order form type and the corresponding purchase order number. If necessary, you can perform a query to locate the purchase order number. The combination of purchase order form type and purchase order number uniquely identifies the purchase order. The simplified invoice feature does not require you to specify a purchase order; however, if you enter either the form type or the number, the system will require you to enter the other missing identifier of the purchase order. 7. Complete other fields in the header area as required, then select Finish. Note that you can enter one account in the header area; if other accounts are required, you can enter them in step 8 below. 8. When the Line Item Account Entry screen appears, enter any accounts you did not enter in step 7, along with the dollar amounts to charge to each respective account. Note that you must enter the dollar amount to charge to each account at this time, and that you must ensure the total amount charged equals the total amount of the invoice that you want to pay at this time. 9. Select Finish. The Accounts Payable Review screen (Simplified Invoice) appears. Purchasing and Accounts Payable 149 Processing Invoices

162 10. Are you ready to submit the invoice? If yes, select Submit, then go to step 11. The Accounts Payable program does the following: Prompts you to continue or quit (if an account has insufficient funds). Processes General Ledger transactions. Reverses any encumbrances on the account(s). If applicable and if the full amount was applied to the accounts, marks the purchase order as Closed. Makes the invoice information available to the check select program Displays the Accounts Payable Direct Entry screen in the Inv Header mode. Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process. If no, Select Finish, then go to step 11. The Accounts Payable program does the following: Saves the invoice for later processing. Displays the Accounts Payable Direct Entry screen in the Inv Header mode. 11. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Processing Invoices 150 Purchasing and Accounts Payable

163 Recording a Credit Memo Introduction You use the Credit Memo command when you want to create a credit memo for an overpayment of an invoice, or when you have paid for items not received. When you submit a credit memo, it reduces the liability and can optionally increase the encumbrance. How to Record a Credit Memo The following lists the steps for recording a credit memo. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Credit Memo. The Accounts Payable Credit Memo screen appears. 4. Enter the required information for the credit memo: Payee ID Credit Memo # 5. Verify the Payee Information by doing the following: Select Payee Info. The Payee Entry screen appears. Verify that the correct payee has been entered. Select Finish. The Credit Memo Entry screen appears. 6. Do the following to enter the Credit Memo amount: Select Account Info. The Account Entry screen appears. Enter the account information. Enter the Credit amount. Select Finish. The Credit Memo Entry screen appears. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 7. Are you ready to submit the credit memo? If yes, select Submit. The Accounts Payable program does the following: Creates a credit memo number and displays it for you. Processes General Ledger transactions. The Accounts Payable Direct Entry screen appears in the Inv Header mode. If no, select Cancel. No data is saved and the credit memo is not processed. The Accounts Payable Direct Entry screen appears in the Inv Header mode. 8. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Purchasing and Accounts Payable 151 Processing Invoices

164 Processing a Check Request Introduction You use the Check Request command when you want to create an invoice to pay check requests. How to Process a Check Request The following lists the steps for processing a check request. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Invoice Entry and select Finish. The Accounts Payable - Parameter screen appears. 2. Define the desired parameters and select Finish. The Accounts Payable Direct Entry screen appears. 3. Select Check Requests. The Accounts Payable Requisition Selection screen appears in the Select Requisition mode. 4. Select the check requisition you want to process into an invoice by doing the following: Enter an * in the Sel field next to the requisition number you want to select. Select Create Invoice. The Accounts Payable Line Item Review screen appears. 5. Do you want to change the line item information? If yes, do the following: Select the appropriate commands to scroll through the item list. Enter * by the item you want to change. Select Add/Mod Items. Go to step 6. The Accounts Payable Line Item Entry screen appears with the cursor positioned on the selected item. If no, go to step Make the necessary changes and select Finish. The Accounts Payable Line Item Review screen appears. 7. Do you want to submit the check request? If yes, select Submit. The Accounts Payable Requisition Selection screen appears in the Select Requisition mode, and the check request is submitted and removed from the check request listing. Note: If you are using approval for invoices, the program will send the invoice into the approval process. After approval is complete, you will be notified that the invoice can be submitted for processing. You then Query and Submit the invoice to the check writing process. If no, select Close. The Accounts Payable Requisition Selection screen appears in the Select Requisition mode, and the check request is still available for others to process into an invoice. 8. Do you want to process another check request? If yes, repeat steps 4-7. Processing Invoices 152 Purchasing and Accounts Payable

165 If no, select Close. The Accounts Payable Direct Entry screen appears in the Inv Header mode. 9. Do you want to continue working in Invoice Entry? If yes, select the appropriate command to continue. If no, select Exit to return to the menu. Purchasing and Accounts Payable 153 Processing Invoices

166 Changing the Payee Address on Invoices Against Purchase Orders Introduction Occasionally, you may need to send the payment for a purchase order to an address that is different from the one listed on a purchase order. Note: When you change the payee address, the system still tracks the vendor with the purchase order. If you submit more than one invoice against the same purchase order and change the payee address (i.e., one invoice is to address abc and the second invoice is to address xyz), when checks are run for the invoices, they will be sent to the last address indicated. This means when the two invoices are processed in the same check run, both will go to the last address entered. How to Change the Payee on Invoices Against Purchase Orders Use the following steps to change the payee address on an invoice that is based on a submitted purchase order. 1. Select the Payee Info command from the: Accounts Payable Direct Entry screen in the Add Invoice mode (accessed via the Add Invoice command). Accounts Payable Direct Entry screen in the Update Invoice mode (accessed via the Update command). The Accounts Payable - Payee Entry screen appears. 2. Enter the alternate address code to select the desired address. 3. Select Finish. The previous screen appears with the new address displayed. 4. Continue processing the invoice as normal. Processing Invoices 154 Purchasing and Accounts Payable

167 Relieving an Encumbrance Introduction You may need to relieve an encumbrance when a different account is to be charged than the one listed on the purchase order, or when the amount on the invoice does not match the amount on the purchase order. This can occur for any of the following reasons: The quantity has changed The unit price has changed A discount has been applied A freight charge has been applied Note: If there are no changes in the account or the amounts, the encumbrance will be relieved automatically. How to Relieve an Encumbrance on an Invoice Against a Purchase Order The following lists the steps for relieving an encumbrance on an invoice that is based on a submitted purchase order. Note: Mode names appear as screen names in the character based screen version. 1. On the Accounts Payable Review screen (Line Review) in Line Review mode, select the item to be invoiced. The Accounts Payable Direct Entry screen appears in the Modify Line Item mode. 2. Do you need to change the quantity, unit price, discount or freight amounts? If yes, go to step 3. If no, go to step Make the necessary changes in the quantity, unit price, price, discount or freight fields, and note the new Total Cost amount. This will be the actual amount to be paid. 4. Select the Account Info command. The Line Item Account Entry screen appears in the Account Entry mode, and the cursor is on the Actual Amount field of the first account line. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 5. Is the actual amount to be charged to a different account number? If yes, go to step 6. If no, go to step To remove the encumbrance from the current account number and apply the charges to a different account number, do the following: Use the space bar to delete the amount in the Actual Amount field for this account. Move the cursor to the To Be Relieved field. Note this field is not blank. Enter the amount to be relieved from the Remaining Encumbrance in the To Be Relieved field. On the next line, enter the account number to be charged. Enter the amount to be charged in the Actual Amount field. Purchasing and Accounts Payable 155 Processing Invoices

168 Select Finish. The previous screen appears. Continue processing the invoice as normal. 7. To make changes in the amount to be paid and to relieve the encumbrance, do the following: Enter the Total Cost from the previous screen in the Actual Amount field. This is the amount to be paid. Values in the Total Cost and the Actual Amount fields must match. If the total amount of the Remaining Encumbrance is to be relieved, change the value in the To Be Relieved field to match the Remaining Encumbrance field. Select Finish. The previous screen appears. Continue processing the invoice as usual. Processing Invoices 156 Purchasing and Accounts Payable

169 Overview SECTION 5 - PROCESSING MASS INVOICES Introduction This section provides information and step-by-step procedures for you to follow when you do the following: Before You Begin Process Query mass invoices Add mass invoices Before you begin to use the following procedures for processing mass invoices, note: Mass invoices are invoices for which you do not want to track individual line items. For example, you add mass invoices by designating a vendor, account and amount. Because you do not track detail information, you can add mass invoices quickly, and with a minimum of input keystrokes. Invoices that you create and view through the mass invoice process are not maintained in the same files as other invoices. Therefore, when you perform the query described in this section, the query searches only the invoices created through the mass invoice process. You can use the field descriptions in Using the Purchasing and Accounts Payable Screens section of this guide when you complete the fields on the Mass Invoice screens. This list shows the general phases you must complete before, during, and after processing mass invoices. 1. Identify the types of invoices that you want to process as mass invoices. 2. Access the Mass Invoice process. 3. Enter vendor information. 4. Enter account information. Note: Using the Mass Invoice process, you do not enter descriptions of the items purchased. 5. Execute and post the invoice in either an existing Incomplete journal or a new journal. 6. Update the invoice information as required. Commands to Use Select the Query command to locate existing invoices created through the Mass Invoice process. Select the Add command to add new invoices. Select the Journal command to select the journal for posting, or to Finish or Incomplete a journal. For more information about these and the other commands you can use, see Using the Purchasing and Accounts Payable Screens in this guide. Purchasing and Accounts Payable 157 Processing Mass Invoices

170 Querying and Selecting Mass Invoice Information Introduction You can use the query process to locate any invoice(s) created through the Mass Invoice process. After you locate a specific invoice, you can select and update it as desired. How to Query and Select Mass Invoice Information Follow these steps to query and select invoices created through the Mass Invoice process. 1. Select Mass Invoice Entry from the Fiscal Management: Accounts Payable/Receiving menu. 2. Enter the parameters that you want to use for processing mass invoices, then select Finish. The parameters include the following: Subsidiary (e.g., A/P) Posting Date (i.e., the posting date you want to use for the invoices) Document code (e.g., IV) Alternate Address Run Code (e.g., INVOICE, where INVOICE is the code that designates the location to which you want to mail invoice payments) The Mass Invoice Entry screen appears. 3. Select Query. The Mass Invoice Entry - Query Results screen appears. 4. Enter the search criteria that you want to use (e.g., the Purchase Order number or the Vendor ID), then select Finish. The screen fills with the invoices that meet your search criteria. 5. Select the letter that corresponds to the invoice you want to view or update. The Mass Invoice Entry screen appears with all the information about the selected invoice. Processing Mass Invoices 158 Purchasing and Accounts Payable

171 Adding Mass Invoice Information Introduction You can use the following Mass Invoice procedure to add invoices quickly. The invoices that you add using this procedure contain vendor and account information only; they do not track the individual line items that are charged on the invoice. If you want to include line items on your institution s invoices, use the procedure described in the Processing Invoices section of this guide. How to Add Mass Invoice Information Follow these steps to add invoices through the Mass Invoice process. 1. Select Mass Invoice Entry from the Fiscal Management: Accounts Payable/Receiving menu. 2. Enter the parameters that you want to use for processing mass invoices, then select Finish. The parameters include the following: Subsidiary (e.g., A/P) Posting Date (i.e., the posting date you want to use for the invoices) Document code (e.g., IV) Alternate Address Run Code (e.g., INVOICE, where INVOICE is the code that designates the location to which you want to mail invoice payments) The Mass Invoice Entry screen appears. 3. Select Add. The Mass Invoice Entry screen appears in Add mode. 4. Complete the Header Information and the Invoice Information sections with the data that you want to track. In Add mode, the required fields in these sections are Vendor and Invoice. 5. Enter the account number (Fd, Func, Obj, Subf) you want to charge on the invoice. Note: If you have enabled your General ledger Account Auto-Fill feature, parts of your account number may fill automatically based on values in the General Ledger Substitution table. 6. Is the account you entered a subsidiary control account? If yes, the subsidiary code (e.g., A/P) appears in the Subs field. Go to step 7. If no, the cursor moves directly from the account fields to the Charges field. Go to step Enter the subsidiary number in the ID field. The Mass Invoice Entry - Subsidiary window appears. 8. Enter the balance and total information about the subsidiary, then select Finish. The cursor moves to the Charges field. 9. Enter the amount that you want to charge against the invoice for the specified account. If desired, enter a category code (e.g., gasoline, hotel). 10. Do you want to add more accounts and charges? If yes, advance to the next line and enter the next account and charge. Repeat until you have entered all the charges for the current invoice, then select Execute. If no, select Execute. The command line changes to enable you to update or post the invoice. Purchasing and Accounts Payable 159 Processing Mass Invoices

172 11. Do you want to change any of the information on the invoice you entered? If yes, select Update, make the changes, selecting Update charges to access the account and charge area of the screen, then selecting Execute when you are done. If no, go to step Do you want to post the invoice to an existing journal? If yes, select Journal, then select Continue. A list of the incomplete journals appears. Go to step 13. If no, select Write. The invoice posts to a new journal. Go to step Select the journal that you want to use to post the invoice. The Mass Invoice Entry screen appears. 14. Select Write. The invoice posts to the journal that you selected in step Repeat steps 3-14 for each invoice. Select Exit when you are done. Note: After you post the first invoice to a journal, the program assumes that you want to post all subsequent invoices to the same journal. If you want to change the journal to which you post any of the invoices, use the Journal commands to select another journal. Processing Mass Invoices 160 Purchasing and Accounts Payable

173 Overview SECTION 6 - PROCESSING RECEIVED ITEMS Introduction This section provides information and step-by-step procedures to guide you when you do the following: Before You Begin Process Record the receipt of goods ordered on a purchase order Record the receipt of goods not ordered on a purchase order Record the return of received goods Before you begin using the following procedures, note: You must have access to the Receiving application. You cannot record the receipt or return of goods on a closed purchase order. The following shows the general phases that take place before, during, and after adding and updating Receiving information. 1. The goods arrive at the institution. 2. The individual who receives the goods (the receiver) accesses the Receiving application. 3. The receiver inspects the goods and compares the packing slip to the items received. 4. The receiver records the received items and packing slip information. 5. The receiver records information about any returned items. 6. The system sends electronic mail about the received and returned goods. Command to Use To access the Receiving application, select the Receiving Entry option on the Fiscal Management: Accounts Payable/Receiving menu. Purchasing and Accounts Payable 161 Processing Received Items

174 Recording Receiving Information Introduction When goods are received at the receiving dock, you want to begin processing the receipt by creating a Receiving record for the items received with the packing slip. If the items were received in response to a purchase order, you will want to record that using the information from the purchase order. How to Record Receiving Information The following lists the steps for recording receiving information. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, then Finish. The Receiving Header Entry screen appears in the Receiving Header mode. 2. Select Receive. You are given access to the entry fields on the Receiving Header Entry screen in the Receiving Header mode. 3. Enter the Packing Slip and Vendor ID data in the proper Header Entry fields. 4. Are the received goods associated with a purchase order? If yes, enter the PO type and number, then select Finish and go to step 5. The Receiving PO Summary screen appears in the Receive PO Items mode. If no, select Finish and go to step 8. The Receiving - Information screen appears in the Enter Received Items mode. 5. Select the PO line item to record by putting an asterisk (*) in the selection field next to it, and select Add Items. The Receiving Line Item Entry screen appears in the Enter Received Items mode. 6. Enter the Received information and select Finish. The Receiving PO Summary screen appears in the Receive PO Items mode. 7. Are there more received items to record for this purchase order? If yes, repeat steps 5 and 6. If no, are there received items not associated with a purchase order to be recorded? If yes, select Add Items and go to step 8. The Receiving -Information screen appears in the Enter Received Items mode. If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Receiving Header mode. 8. Enter the required information about the received items. 9. Are there more items to be entered? If yes, select Save/Next and repeat step 8. If no, select Finish. The Receiving Review screen appears in the Recv Review mode. 10. Do you need to add additional received items to this record? If yes, select Add/Mod Items and repeat steps 8 and 9. The Receiving Information screen appears in the Enter Received Items mode. If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Receiving Header mode. Processing Received Items 162 Purchasing and Accounts Payable

175 11. Do you want to continue working in the Receiving application? If yes, select the appropriate command. If no, select Exit. Purchasing and Accounts Payable 163 Processing Received Items

176 Adding Receiving Information to Existing Receiving Records Introduction You may occasionally need to stop the process of recording receiving information and come back to finish the process at a later time. When this happens, you can continue adding receiving information for specific line items to the existing receiving record. How to Record Receiving Information to an Existing Receiving Record The following lists the steps for recording receiving information. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, then Finish. The Receiving Header Entry screen appears in the Receiving Header mode. 2. Select Query. The program enables you to access to the entry fields on the Receiving Header Entry screen in the Query Receiving Form mode. 3. Select the Receiving Form by doing the following: Enter matching information to search for the Receiving Form and select Finish. If multiple records match the query data, a dialog box appears indicating the number of records found. Select OK. A pop-up window appears with a listing of the matching records. Select the desired record and select OK. The Receiving Header Entry screen appears in Query PO mode. 4. Select Receipt Review. The Receiving Review screen appears in the Recv Review mode. 5. Select PO Summary. The Receiving PO Summary screen appears in the Receive PO Items mode. Review the items listed from the purchase order and whether they have been received. Select the next item to be received by putting an asterisk (*) in the Sel field. Note: You can select multiple line items by putting the asterisk in multiple Sel fields. 6. Select Add Items. The Receiving Line Item Entry screen appears in the Enter Received Items mode. 7. Enter the required information about the received items and select Finish. If only one line item was selected, the Receiving -PO Summary screen appears in the Receive PO Items mode. If multiple line items were selected, the next line item appears on the Receiving Line Item Entry screen in the Enter Received Items mode. 8. Repeat step 7 until all receiving information for the selected line items has been recorded and the Receiving PO Summary screen appears in the Receive PO Items mode. 9. Do you need to add additional received items to this record? If yes, select Add Items and repeat step 7. If no, select Close. The Receiving Review screen appears in the Recv Review mode. 10. Do you need to modify received items in this record? If yes, select Mod Items and repeat steps 7 through 9. The Receiving Information screen appears in the Enter Received Items mode. Processing Received Items 164 Purchasing and Accounts Payable

177 If no, select Close and go to step 11. The Receiving Header Entry screen appears in the Query PO mode. 11. Do you want to continue working in the Receiving application? If yes, select the appropriate command. If no, select Close; then select Exit. Purchasing and Accounts Payable 165 Processing Received Items

178 Recording the Return of Received Items Introduction You may occasionally need to return received items to the vendor. When this happens, you must record the number of items returned, the reason they were returned, and the method by which they were returned. The system automatically records the date when you create the return record. How to Record Returned Items Information The following lists the steps for recording information about the return of received items. 1. From the Fiscal Management: Accounts Payable/Receiving menu, select Receiving Entry, and select Finish. The Receiving Header Entry screen appears in the Receiving Header mode. 2. Select Query. The program enables you to access the entry fields on the Receiving Header Entry screen in the Query Receiving Form mode. 3. Select the Receiving Form by doing the following: Enter matching information to search for the Receiving Form and select Finish. A dialog box appears indicating the number of records found. Select OK. The Receiving Header Entry screen appears in Query PO mode. Verify that a Return record does not exist for this item, by selecting Return Review. If a Record exists, the Returned Goods Review screen appears in the Returned Goods Review mode. If a Record does not exist, a dialog box appears indicating Returned items do not exist on this Receiving form. 4. Did a Return record exist? If yes, select Close, then go to step 9. You are returned to the Receiving Header Entry screen in the Query PO mode. At this point you are finished, because this return has been recorded. If no, select OK and select Receipt Review. The Receiving Review screen appears in the Recv Review mode. 5. Select the item to be returned by putting an asterisk (*) in the selection field; then select Return Items. The Return screen appears in the Enter Returned Goods mode. 6. Enter the Return information in the bottom section of the screen, then select Finish. The Receiving Review screen appears in the Recv Review mode. 7. Are there more items to be returned? If yes, repeat steps 6 and 7. If no, select Close. The Receiving Header Entry screen appears in the Query PO mode. 8. Are you finished with this record? If yes, select Close. The Receiving Header Entry screen appears in the Receiving Header mode. If no, select the appropriate command to continue. Processing Received Items 166 Purchasing and Accounts Payable

179 9. Do you want to continue working in the Receiving application? If yes, select the appropriate command. If no, select Exit. Purchasing and Accounts Payable 167 Processing Received Items

180

181 SECTION 7 - MAINTAINING YOUR ACCOUNTS PAYABLE DATA WITH PO/INVOICE AUDIT Introduction Purpose This section provides the following: The purpose of the PO/Invoice Audit program An overview of the PO/Invoice Audit program in report only mode An overview of the PO/Invoice Audit program in update mode An overview of the PO/Invoice Audit process An overview of the steps used to run the PO/Invoice Audit program A sample of the PO/Invoice Audit Program report ONLY mode An explanation of the PO/Invoice Audit Program - Checks and Solutions PO/Invoice Audit is a Jenzabar CX program that maintains accounts payable records and balances throughout your institution. It is an automated process you can run in the background, from the menu, and you can run it in Report mode or Update mode. When you run the audit process the system will create a report that lists all incorrect records. PO/Invoice Audit Program - Report Only Mode Running the PO/Invoice Audit Program in Report ONLY mode does not correct any data within the database. It will create a report that reflects the inconsistencies within the purchase order, invoice, subsidiary, and/or general ledger records. You can correct these inconsistencies manually or by running the PO/Invoice Audit program in update mode. PO/Invoice Audit - Update Mode Running PO/Invoice Audit - Update corrects some but not all of the incorrect accounts payable records which it finds in the database. This mode will create a report that reflects the corrections that PO/Invoice made to the purchase order, invoice, subsidiary, and/or general ledger records. The report will also reflect any inconsistencies that the program did not correct manually. The system flags, with an asterisk, any records that the audit process corrected. Purchasing and Accounts Payable 169 PO/Invoice Audit

182 PO/Invoice Audit Program Process The following lists and describes the overall process involved in running the PO/Invoice Audit program: 1. Verify that all purchase orders and invoices have been entered in the database. 2. Run Purchase Order Invoice Audit Report from the Fiscal Management: PO/Requisition/Approval menu. 3. Retrieve the PO/Invoice Audit report from your mailbox. 4. Correct all records listed on the PO/Invoice Audit report manually, except for those that the PO/Invoice Audit program will correct in Update mode. Note: See the PO/Invoice Audit Program - Checks and Solutions section to determine which records that the PO/Invoice Audit Program will automatically correct and how to manually correct records listed on the PO/Invoice Audit Program report. 5. Run Purchase Order Invoice Audit - Update from the Fiscal Management: PO/Requisition/Approval menu. 6. Retrieve the PO/Invoice Audit Update report from your mailbox. 7. Correct all records listed on the PO/Invoice Audit Program report manually, except those that the PO/Invoice Audit program corrected in Update mode. An asterisk will appear next to these records. PO/Invoice Audit 170 Purchasing and Accounts Payable

183 Running the PO/Invoice Audit Program Introduction Use the procedure below to run the PO/Invoice Audit program in Report ONLY and Update mode. How to Run the PO/Invoice Audit Program Follow these steps to run the PO/Invoice Audit program: Note: Before running this procedure ensure that the Purchase Order Entry, Invoice Entry, and Mass Invoice Entry are NOT in use. 1. Select PO/Invoice Audit - Report from the Fiscal Management: PO/Requisition/Approval menu. 2. At the warning screen select Enter. The Output Parameters and Scheduling window appears. 3. Enter the desired output and scheduling parameters and select Enter. The system runs the Audit program and sends an exception report to your mailbox. 4. Retrieve the PO/Invoice Audit report from your mailbox. 5. Do you want to run PO/Invoice Audit program in Update mode? If yes, go to step 6. If no, correct all the records found in the PO/Invoice Audit report and go to step 1 to run the audit program in report mode again. 6. Select PO/Invoice Audit - Update from the Fiscal Management: PO/Requisition/Approval menu. 7. At the warning screen select Enter. The Output Parameters and Scheduling window appears. 8. Enter the desired output and scheduling parameters and select Enter. The system runs the Audit program in Update mode and sends an exception report to your mailbox. 9. Retrieve the PO/Invoice Audit report from your mailbox. 10. Do you want to make any more manual changes or system corrections? If yes, correct all the inaccurate records remaining on the PO/Invoice Audit report and go to step 6. If no, you are finished. Note: It is important to continually run the audit process until all records on the report have been updated. Purchasing and Accounts Payable 171 PO/Invoice Audit

184 Sample PO/Invoice Audit Report The following sample PO/Invoice Audit report contains some of the errors and error messages you might receive when you run PO/Invoice Audit - Report. [5. COMPARING POHEAD_REC.AMT to the summarized] [ POLINE_REC.AMTs for a specific POHEAD_REC.FRM, PO_NO and SEQ_NO.] PO:PP-1185, Seq 0 has an amt of 0.00 and summarized line item amts = [6. COMPARING INVLINE_REC.FRM, AP_NO, SEQ_NO and ITEM to itself, finding] [ duplicate invoice line items. NOTE:This could be the result of duplicate] [ invoice numbers or duplicate invoice line items within a single invoice.] INV:IV-1, Seq 0, Item 1 has duplicate records. [7. COMPARING INVLINE_REC.(QTY * UNIT_PRICE - DISC + FREIGHT) to the summarized] [ INVACCT_REC.ACT_AMTs for a specific INVLINE_REC.FRM, AP_NO, SEQ_NO and ITEM.] INV:IV-1, Seq 0, Item 1 has an amt of and summarized account amts = INV:IV-1, Seq 0, Item 13 has an amt of and summarized account amts = INV:IV-2003, Seq 0, Item 1 has an amt of and summarized account amts = [8. COMPARING INVHEAD_REC.AMT to the summed] [ INVLINE_REC.(QTY*UNIT_PRICE-DISC+FREIGHT) for a specific INVHEAD_REC.FRM,] [ AP_NO and SEQ_NO.] INV:IV-1, Seq 0 has an amt of and summarized line item amts = [9. COMPARING POHEAD_REC.VND_ID to SUBE_REC.SUBS_NO, ensuring that the] [UNENCUMBRANCE is posted against the same SUBS_NO as the ENCUMBRANCE] [10. COMPARING INVHEAD_REC.FSCL_YR to POHEAD_REC.FSCL_YR] PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-81, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-82, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-83, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-84, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-85, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-86, Seq 0 has a fiscal year of 9798 PO/Invoice Audit 172 Purchasing and Accounts Payable

185 PO/Invoice Audit Program-Audit Checks and Solutions Introduction Below are samples from an audit report showing each audit that the program performs, examples of errors that it detects and, in some case the journal entries. Included with each sample is a brief explanation of the audit and a procedure for how to update and correct the records and values. Example: System Audit [16. COMPARING INVACCT_REC.ACT_AMTs to GLTR_REC.AMTs] [ AND COMPARING INVHEAD_REC.FRM and AP_NO to SUBE_REC.DOC_REF and DOC_NO] Error Message INV:CM-91, Seq 0 has act amt of in the invacct_rec(s) and 0.00 posted to the G/L. Journal Entries Journal Entries for INV:CM-91, Seq 0: AP-1175 ent 1 amt: AP-1178 ent 1 amt: Audit Check 1 Ensures that the AP_NO field in the Invoice Header record matches the DOC_NO field in the Subsidiary Entry record only where the INV_NO field in the Invoice Header record is equal to the DOC_NO field in the Subsidiary Entry record. Note: The PO/Invoice Audit program will correct this in Update mode. Sample [1. COMPARING INVHEAD_REC.AP_NO to SUBE_REC.DOC_NO to ensure the values] [are the same based on the INVHEAD_REC.INV_NO being equal to the] [ SUBE_REC.DOC_NO.] The sube_rec with a subs of A/P, subs_no of 4444 and sube_no of 74 has a doc_no of 67 and it should be changed to have a value of 446. The sube_rec is for invoice IV-446, Seq 0. The sube_rec with a subs of A/P, subs_no of 4444 and sube_no of 76 has a doc_no of 69 and it should be changed to have a value of 448. The sube_rec is for invoice IV-448, Seq 0. Solution Set the DOC_NO field in the Subsidiary Entry record equal to the AP_NO in the Invoice Header record. Purchasing and Accounts Payable 173 PO/Invoice Audit

186 Audit Check 2 Ensures that the INV_NO field in the Subsidiary Balance record matches the INV_NO field in the Invoice Header record only where the Subsidiary Balance record INV_NO field is equal to the concatenation of the Invoice Header record FRM and AP_NO fields. Note: The PO/Invoice Audit Program will correct this in Update mode. Sample Audit Check 3 [2. COMPARING INVHEAD_REC.INV_NO to SUBB_REC.INV_NO to ensure the values are] [ the same based on the INVHEAD_REC.FRM and AP_NO being equal to the] [ SUBB_REC.INV_NO] The subb_rec with a subb_no of has an inv_no of CM90 and it should be changed to have a value of cm The subb_rec is for invoice CM-90, Seq 0. Solution Set the INV_NO field in the Subsidiary Balance record equal to the INV_NO in the Invoice Header record. Ensures that the concatenation of the FRM field and the AP_NO field from the Invoice Header record is equal to the AP_INV_NO field in the Subsidiary Balance record. Note: The PO/Invoice Audit program will correct this in Update mode. Sample [3. COMPARING INVHEAD_REC.FRM and AP_NO to SUBB_REC.AP_INV_NO] The subb_rec with a subb_no of must have the subb_rec.ap_inv_no field populated with IV479. The subb_rec is for invoice IV-479, Seq 0. Solution Set the AP_INV_NO in the Subsidiary Balance record equal to the concatenation of the FRM and AP_NO in the Invoice Header record (e.g., SUBB_REC.AP_INV_NO = (INVHEAD_REC.FRM + INVHEAD_REC.AP_NO) Audit Check 4 Ensures that the summation of the purchase order accounts is equal to the amount on a purchase order line item. Note: The PO/Invoice Audit program will NOT correct this. Sample [4. COMPARING POLINE_REC.AMT to the summarized POACCT_REC.AMTs for a specific] [ POLINE_REC.FRM, PO_NO, SEQ_NO and ITEM.] PO:PO-321, Seq 0, Item 1 has an amt of and account amts = Solution 1. Update the AMT field in the Purchase Order Line record with the account amts, from the PO/Invoice Audit Report, 2. Update the Purchase Order Line record QTY and/or UNIT_PRICE field(s) so that the two multiplied together equal the new purchase order line record AMT value. 3. Verify the purchase order amounts through Purchase Order Entry. PO/Invoice Audit 174 Purchasing and Accounts Payable

187 Audit Check 5 Ensures that the summation of the purchase order line items is equal to the purchase order header amount. Note: The PO/Invoice Audit program will NOT correct this. Sample Audit Check 6 [5. COMPARING POHEAD_REC.AMT to the summarized] [ POLINE_REC.AMTs for a specific POHEAD_REC.FRM, PO_NO and SEQ_NO.] PO:PP-1185, Seq 0 has an amt of 0.00 and summarized line item amts = Solution 1. Set the amount of the Purchase Order Header record to the value (summarized line item amounts) from the PO/Invoice Audit report. 2. Verify the purchase order amounts through Purchase Order Entry. Ensures that there are no duplicate invoice line item numbers. Sample Audit Check 7 [6. COMPARING INVLINE_REC.FRM, AP_NO, SEQ_NO and ITEM to itself, finding] [ duplicate invoice line items. NOTE:This could be the result of duplicate] [ invoice numbers or duplicate invoice line items within a single invoice.] INV:IV-1, Seq 0, Item 1 has duplicate records. Solution 1. Print the invoice information. 2. Delete the entire invoice using Invoice Entry. 3. Re-enter the invoice. Ensures that the summation of the invoice account amounts is equal to the amount of the invoice line item. Note: The PO/Invoice Audit program will NOT correct this. Sample [7. COMPARING INVLINE_REC.(QTY * UNIT_PRICE - DISC + FREIGHT) to the summarized] [ INVACCT_REC.ACT_AMTs for a specific INVLINE_REC.FRM, AP_NO, SEQ_NO and ITEM.] INV:IV-1, Seq 0, Item 1 has an amt of and summarized account amts = INV:IV-1, Seq 0, Item 13 has an amt of and summarized account amts = INV:IV-2003, Seq 0, Item 1 has an amt of and summarized account amts = INV:IV-2004, Seq 0, Item 1 has an amt of and summarized account amts = Purchasing and Accounts Payable 175 PO/Invoice Audit

188 Audit Check 8 Solution 1. Update the QTY, UNIT_PRICE, FREIGHT, and/or DISC in the Invoice Line record to equal the value (summarized account amts) from the PO/Invoice Audit report. Example: (invline_rec.qty * invline_rec.unit_price) - (invline_rec.disc + invline_rec.freight) = (invacct_rec.act_amt + invacct_rec.act_amt, etc...) 2. Verify the invoice amounts through Invoice Entry. Ensures that the summation of the invoice line item amounts (QTY * UNIT_PRICE - DISC + FREIGHT) is equal to the invoice header amount. Note: The PO/Invoice Audit program will NOT correct this. Sample Audit Check 9 [8. COMPARING INVHEAD_REC.AMT to the summed] [ INVLINE_REC.(QTY*UNIT_PRICE-DISC+FREIGHT) for a specific INVHEAD_REC.FRM,] [ AP_NO and SEQ_NO.] INV:IV-1, Seq 0 has an amt of and summarized line item amts = Solution 1. Set the amount of the Invoice Header record to the value (summarized line item amounts) from the PO/Invoice Audit report. Example: invhead_rec.amt = (SUM(invline_rec.qty * invline_rec.unit_price) - (invline_rec.disc + invline_rec.freight) + etc..)) 2. Verify the invoice amounts through Invoice Entry. Ensures that all encumbered and unencumbered amounts have been posted against the same subsidiary. Note: The PO/Invoice Audit program will NOT correct this. Sample [9. COMPARING POHEAD_REC.VND_ID to SUBE_REC.SUBS_NO, ensuring that the] [UNENCUMBRANCE is posted against the same SUBS_NO as the ENCUMBRANCE] PO:PP-34, Seq 0, has payee of 4444 and vendor of 4444 and INV:IV-454, Seq 0, has a payee of PO/Invoice Audit 176 Purchasing and Accounts Payable

189 Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. Step 1: Remove the unencumbered amount, which has been posted against the wrong account, from the general ledger and subsidiary entries: 1. Select Update Journal Records from the Accounting: Journal Maintenance menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program, from the shell, to void out the related general ledger entries: filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 4. Select Finish a Journal from the Accounting: Journal Maintenance Menu. Step 2: Realign all the invoice account record(s) with the general ledger record(s) that were previously voided: 1. Query on the Invoice Account record(s) related to the invoice as stated on the PO/Invoice Audit report. 2. Change the REL_AMT field in the Invoice Account record(s) to a value of $0.00 and write down the ITEM, the general ledger account fields, and the REL_AMT. Step 3: Repost the unencumbered amount against the correct subsidiary account: 1. If the status of the purchase order on the PO/Invoice Audit report is: S ubmitted, go step 2. C losed, go to step Use Invoice Entry to add an invoice with a $0.00 actual amount against the purchase order and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger accounts. You are finished. Note: The ITEM, the general ledger account number(s) and the REL_AMT were derived in Step 2, immediately above. 3. Query the related Purchase Order Header record and set the STAT field equal to S ubmitted 4. Using SAQUERY, Query the Doc and Doc number where: The Doc field is equal to the purchase order form type. The Doc number field is equal to the purchase order number 5. Select the Subsidiary Entries with a TYPE equal to EUCG, looking for the journal entry where the Description is CLOSE PO. Does an entry exist? If yes go to step 3. If no go to step Select Update Journal Records from the Accounting: Journal Maintenance menu and change the Status field to I and change the Preparer s User ID to your UNIX ID for the journal with an entry description of Close PO. 7. Execute the Filepost program from the shell, to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Purchasing and Accounts Payable 177 PO/Invoice Audit

190 Audit Check 10 Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 8. Select Finish a Journal from the Accounting: Journal Maintenance Menu. 9. Using Purchase Order Entry, query the purchase order and close it. Ensures that the fiscal year on the purchase order and the related invoice is the same. Notes: Sample The PO/Invoice Audit Program will NOT correct this. The POST_DATE field in the Purchase Order Header record and in the Invoice Header record is the financial calendar year. [10. COMPARING INVHEAD_REC.FSCL_YR to POHEAD_REC.FSCL_YR] PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-81, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-82, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-83, Seq 0 has a fiscal year of 9798 PO:PP-1186, Seq 0 has a fiscal year of 9697 and INV:CM-84, Seq 0 has a fiscal year of 9798 Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. 1. Do you want to apply the actuals and encumbrances in the same fiscal year? If yes, go to step 2. If no, but you want to apply the actuals and the encumbrances in fiscal years as shown on the PO/Invoice Audit report go to step If the check has: Not been cut, go to step 4. Been cut, but never sent, go to step 3. Been cut and sent, go to step Use the Void Checks option from the Purchasing/AP: Check Writing Menu to void the check. 4. Print the invoice information. 5. Delete the invoice using Invoice Entry. 6. Using Invoice Entry, re-submit the invoice with a posting date in the correct fiscal year. You are finished. 7. Make a manual entry by selecting Adjust Manual Invoices from the Fiscal Management: Purchasing/AP Main menu. This will move the actual amounts posted into the correct fiscal year. PO/Invoice Audit 178 Purchasing and Accounts Payable

191 8. Using SAQUERY, query the Doc and Doc Number where: The Doc field is equal to the invoice form type. Doc Number field is equal to the invoice number. 9. From the Subsidiary Entries, select the subsidiary entry with the highest Ent number having a Type of EAIV, get the Journal No/Ent to be voided. 10. Select Update Journal Records from the Accounting: Journal Maintenance Menu. 11. Query on the journal(s) and change the Status field(s) to "I" and change the Preparer's User ID to your UNIX ID. 12. Execute the Filepost program, from the shell, to void out the related general ledger entry(s). filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 13. Select Finish a Journal from the Accounting: Journal Maintenance Menu. 14. Do the following to re-align all the Invoice Account record(s) with the general ledger record(s) that were previously voided. Query on the Invoice Account record(s) related to the invoice as stated on the PO/Invoice Audit report. Change the REL_AMT field in the Invoice Account record(s) to a value of $0.00 and write down the ITEM, the general ledger account fields, and the REL_AMT. 15. Do the following to re-post the unencumbered amount against the correct subsidiary account. In Invoice Entry add an invoice with a $0.00 actual amount against the purchase order and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). Note: The ITEM, the general ledger account number(s), and the REL_AMT were derived in step 15. Audit Check 11 Ensures that POs with a N ew, T erminated or D eleted status have a subsidiary transaction total equal to $0.00. Note: The PO/Invoice Audit program will NOT make this correction. Sample [11. COMPARING POHEAD_REC.FRM and PO_NO to SUBE_REC.DOC_REF and DOC_NO with a] [ POHEAD_REC.STAT of "N"ew, "T"erminated or "X"Deleted to determine] [ if the summarized SUBTR_REC.AMT's total $0.00.] PO:PI , Seq 0 has a status of x, an amount of and has an amount of posted to the general ledger by the purchase order. Journal Entries for PO:PI-8933, Seq 0 PC ent 5 acct: amt: Solution 1. Is the amount posted to the general ledger the same as the amount of the purchase? Purchasing and Accounts Payable 179 PO/Invoice Audit

192 If yes, go to step 2. If no, go to step Change the Purchase Order Header record STAT field to S ubmitted. 3. Using Purchase Order Entry query the purchase order listed on the PO/INV Audit report. 4. Delete the purchase order or do a change order. You are finished. 5. Void the journal entries from latest to earliest, until the amount posted to the general ledger is equal to $ Using Purchase Order Entry query the purchase order from the PO/Invoice Audit report. Note: You can only query purchase orders that have a status of N ew or T erminated. 7. You can resubmit the purchase order if you wish. Note: At this point the purchase order STAT is N ew, T erminated, or X Deleted. Audit Check 12 Ensures that all purchase orders, in sequential order, that have a sequence number less than the highest sequence number, have a status of R eplaced for a given FRM and PO_NO. Note: The PO/Invoice Audit program will correct this. Sample [12. COMPARING POHEAD_REC.FRM and PO_NO to itself, ensuring that all] > [ POHEAD_REC.SEQ_NO values less than the maximum have a status of "R"eplaced.] > PO:PP-80, Seq 0 should have a status of "R"eplaced on the pohead_rec.solution Solution Follow the instructions that appear on the PO/Invoice Audit report. Audit Check 13 Ensures that the purchase order with the highest sequence number does not have a status of R eplaced. Note: The PO/Invoice Audit program will NOT correct this. Sample [13. COMPARING POHEAD_REC.FRM and PO_NO to itself, ensuring that the maximum] [ POHEAD_REC.SEQ_NO does not have a status of "R"eplaced.] PO:PP-1185, Seq 0 should NOT have a status of "R"eplaced on the pohead_rec. since it is the highest sequence number for the PO. It should have a status of "S"ubmitted, "X"Deleted, "T"erminated or "N"ew. Solution 1. Using SAQUERY, query the Doc and Doc number where: The Doc field is equal to the purchase order form type. The Doc number field is equal to the purchase order number. 2. Add the values in the Amount fields within the Subsidiary Entries for the Types of EACG and EUCG. 3. Is the total amount equal to $0.00? If yes, then set the STAT on the Purchase Order Header record to N ew. If no, then set the STAT of Purchase Order Header record to S ubmitted. PO/Invoice Audit 180 Purchasing and Accounts Payable

193 4. Using Purchase Order Entry query the purchase order from the PO/Invoice Audit report and do one of the following: Audit Check 14 S ubmit the purchase order X Delete the purchase order T erminate the purchase order Modify the purchase order Ensures that the purchase order header amounts are equal to the general ledger transaction amounts that have a STAT of S ubmitted. Note: The PO/Invoice Audit program will NOT correct this. Sample [14. COMPARING PURCHASE ORDER ENCUMBRANCE AMOUNTS to the GENERAL LEDGER] [ TRANSACTION AMOUNTS for all POHEAD_REC.STAT that are "S"ubmitted.] [ NOTE: IF the G/L Posted amount is zero, you can change the POHEAD_REC.STAT] [ to "N"ew. If the G/L Posted amount is greater than zero, look at the] [ G/L entries to determine the problem.] PO:PP-287, Seq 0 has a "S"ubmitted status with an amount of but the G/L shows an amount submitted of Journal Entries for PO:PP-287, Seq 0: PC-1410 ent 7 acct:' ' amt: PO:PP-1185, Seq 0 has a "S"ubmitted status with an amount of 0.00 but the G/L shows an amount submitted of Journal Entries for PO:PP-1185, Seq 0: PC-3011 ent 2 acct:' ' amt: Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. Determine which of the following is true and perform the associated procedure: If the general ledger amount from the PO/Invoice Audit report does NOT equal $0.00 go to Procedure 1. If the genera ledger has a $0.00 amount and invoices have NOT been posted against the purchase order go to Procedure 2. If the general ledger has a $0.00 amount and the invoice has been posted, and a check has been cut but not sent, go to Procedure 3. If the general ledger has a NEGATIVE amount on the PO/Inv Audit report and an invoice has been posted against a C losed purchase order go to Procedure 4. PROCEDURE 1 1. Is it possible to adjust the total general ledger amount to equal the purchase order amount by voiding the general ledger entries from latest to earliest? If yes, go to step 2. If no, go to step 9. Purchasing and Accounts Payable 181 PO/Invoice Audit

194 2. Void all general ledger entries from highest to lowest until the general ledger encumbrance amount is equal to the purchase order amount. 3. Select Update Journal Records on the Accounting: Journal Maintenance menu. 4. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 5. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 6. Void all general ledger entries from highest to lowest until the general ledger encumbrance amount equals $ Select Finish a Journal from the Accounting: Journal Maintenance menu. 8. If the status of the purchase order is C losed, change the Purchase Order Header record to a status of S ubmitted. You are finished. 9. Select Update Journal Records on the Accounting: Journal Maintenance menu. 10. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 11. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 12. Select Update Journal Records on the Accounting: Journal Maintenance menu. 13. Is there an invoice posted against the purchase order? If yes, go to step 16. If no, go to step Set the Purchase Order Header record STAT to N ew. 15. Using Purchase Order Entry query the purchase order from the PO/Invoice Audit report and do one of the following: S ubmit the purchase order. X Delete the purchase order. You are finished. 16. Is the purchase order C losed? If yes, you are finished. If no, go to step Post a manual ENCumbrance entry in a PC journal for the amount of the purchase order. You are finished. PROCEDURE 2 1. Set the Purchase Order Header record STAT to N ew. 2. Using Purchase Order Entry, query the purchase order on the PO/Invoice Audit report and do one of the following: S ubmit the purchase order X Delete the purchase order PROCEDURE 3 1. Void the check by selecting Void Checks on the Purchasing/AP Check Writing menu 2. Print the invoice information. PO/Invoice Audit 182 Purchasing and Accounts Payable

195 Audit Check Using Invoice Entry, delete the invoice. 4. Change the Purchase Order Header record STAT field to N ew. 5. Using Purchase Order Entry, query the purchase order on the PO/Invoice Audit report. 6. Re-submit the purchase order. 7. Using Invoice Entry add and submit the invoice. 8. Go to the Purchasing/AP: Check Writing menu and cut a new check. PROCEDURE 4 1. Void the journal entries from latest to earliest, until the amount posted to the general ledger is equal to $ Select Update Journal Records on the Accounting: Journal Maintenance Menu. 3. Query on the journal(s) and change the Status field(s) to "I" and change the Preparer's User ID to your UNIX ID. 4. Execute the Filepost program, from the shell, to void out the related general ledger entry(s). filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 5. Select Finish a Journal on the Accounting: Journal Maintenance Menu. 6. Set the REL_AMT fields in all the Invoice Account records against the purchase order to $0.00. This will re-align all the Invoice Account record(s) with the general ledger record(s) that were previously voided. Ensures that all purchase orders with a STAT of C losed have a $0.00 balance amount in the general ledger. Note: The PO/Invoice Audit program will correct this. Sample [15. COMPARING POHEAD_REC.STAT of "C"losed to SUBB_REC.AMT_ENC of $0.00] [ NOTE: The POHEAD_REC.STAT should be changed to "S"ubmitted] [ for the designated POHEAD_REC.FRM, PO_NO and SEQ_NO and the General Ledger] [ transactions reviewed prior to re-closing the PO.] PO:PP-61, Seq 0 has a "C"losed status but has a balance of , in subb_rec.subb_no 32764, posted to the General Ledger. (The initial PO encumbrance = ). Journal Entries for Balance Number: PC-1354 ent 1 amt: PC-1354 ent 2 amt: PC-1354 ent 3 amt: PC-1412 ent 1 amt: PO:PP-87, Seq 0 has a "C"losed status but has a balance of 60.00, in subb_rec.subb_no 32876, posted to the General Ledger. (The initial PO encumbrance = 60.00). Journal Entries for Balance Number: PC-1410 ent 1 amt: Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. 1. Using SAQUERY, query the Doc and Doc Number where: The Doc field is equal to the purchase order form type. Purchasing and Accounts Payable 183 PO/Invoice Audit

196 The Doc number field is equal to the purchase order number. 2. Locate the journal entry with the description Close PO by selecting the Subsidiary Entries with a Type of EUCG. 3. Select Update Journal Records on the Accounting: Journal Maintenance menu, query on the journal(s) and do the following: Change the Status field to I Change the Preparer s User ID to your UNIX ID. 4. Execute the Filepost program from the shell to void out the Close PO entry located in Step 2. filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 5. Select Finish a Journal from the Accounting: Journal Maintenance menu. 6. Query the purchase order. 7. Change the STAT of the purchase order from C losed to S ubmitted. 8. Close the purchase order in Purchase Order Entry, using the correct fiscal year as designated by the posting date. Audit Check 16 Ensures that the summation of the actual amount of each of the invoices or credit memos that have a STAT of S ubmitted is equal to the total general ledger transaction amounts. Note: The PO/Invoice Audit program will NOT correct this. Sample [16. COMPARING INVACCT_REC.ACT_AMTs to GLTR_REC.AMTs] [ AND COMPARING INVHEAD_REC.FRM and AP_NO to SUBE_REC.DOC_REF and DOC_NO] INV:CM-91, Seq 0 has act amt of in the invacct_rec(s) and 0.00 posted to the G/L. Journal Entries for INV:CM-91, Seq 0: INV:IV-2045, Seq 0 has act amt of in the invacct_rec(s) and 0.00 posted to the G/L. Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. If it is a credit memo or an invoice and the amount posted to the general ledger is equal to $0.00, then set the status in the Invoice Header record to N ew. If this is not the case, determine which of the following is true and perform the associated procedure: If it is a credit memo or an invoice and the amount posted to the general ledger is equal to $0.00, then set the status in the Invoice Header record to N ew. If it is a credit memo (FRM = CM ), and a check that includes the credit balance has been cut and sent, go to Procedure 1. PO/Invoice Audit 184 Purchasing and Accounts Payable

197 If it is an invoice (FRM = IV ) and the check has been cut and sent to the vendor go to Procedure 2. If it is a credit memo or invoice, and the check has been cut, but NOT sent go to Procedure 3. If it is a credit memo or invoice, and the check has NOT been cut go to Procedure 4. PROCEDURE 1 1. Create a direct invoice in invoice entry for the vendor/person to whom the check was sent for the difference between the Invoice Account record(s) amount and the amount posted to the general ledger. 2. S ubmit the invoice. PROCEDURE 2 1. Create a credit memo in invoice entry for the vendor/person to whom the check was sent for the difference between the Invoice Account record(s) amount and the amount posted to the general ledger. 2. S ubmit the invoice. PROCEDURE 3 1. Void the check by selecting Void Checks on the Purchasing/AP: Check Writing menu. 2. Is it possible to adjust the total general ledger amount to equal the credit memo/invoice amount by voiding the general ledger entries from latest to earliest? If yes, then go to step 3. If no, then go to step Select Update Journal Records on the Accounting: Journal Maintenance menu. 4. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 5. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 6. Select Update Journal Records on the Accounting: Journal Maintenance menu. You are finished. 7. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 8. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 9. Select Finish a Journal on the Accounting: Journal Maintenance menu. 10. Set the Invoice Header record STAT to N ew. 11. Using Invoice Entry query the invoice from the invoice PO/Invoice Audit report and do one of the following: S ubmit the invoice. X Delete the invoice. PROCEDURE 4 1. Is it possible to adjust the total general ledger amount to equal the credit memo/invoice amount by voiding the general ledger entries from latest to earliest. Purchasing and Accounts Payable 185 PO/Invoice Audit

198 Audit Check 17 If yes, then go to step 2. If no, then go to step Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. You are finished. 5. Select Update Journal Records on the Accounting: Journal Maintenance menu. You are finished. 6. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 7. Execute the Filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 8. Select Finish a Journal on the Accounting: Journal Maintenance menu. 9. Set the Invoice Header record STAT to N ew. 10. Using Invoice Entry query the invoice from the invoice PO/Invoice Audit report and do one of the following: Currently not in use. S ubmit the invoice. X Delete the invoice. Audit Check 18 Ensures that the encumbrance posted for a S ubmitted credit memo is equal to the sum of amounts in the Invoice Account records. Note: The PO/Invoice Audit program will NOT correct this. Sample [18. COMPARING INVACCT_REC.FRM and AP_NO to SUBE_REC.DOC_REF and DOC_NO] [ for INVACCT_REC.FRM type of "CM" and SUBE_REC.AMT_TYPE of "ENC".] [ This will determine if the ENC truly posted for the Credit Memo.] CM-11, Seq 0 has a purchase order relieved amount but the encumbrance was not posted to the General Ledger. Solution 1. Query on the Invoice Account record(s) related to the given FRM.AP_NO and SEQ_NO, see the PO/Invoice Audit report. 2. Perform a Credit Memo Query in Invoice Entry and verify that the relieved amount is equal to $0.00. PO/Invoice Audit 186 Purchasing and Accounts Payable

199 Audit Check 19 Ensures that invoices with a status of N ew, V Terminated or X Deleted on the Invoice Header record have $0.00 posted to the general ledger. Note: The PO/Invoice Audit program will NOT correct this. Sample [19. COMPARING INVHEAD_REC.FRM and AP_NO to SUBE_REC.DOC_REF and DOC_NO with an] [ INVHEAD_REC.STAT of "N"ew, "V"oided or "X"Deleted to determine] [ if the summarized SUBTR_REC.AMT's total $0.00.] Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. Determine which of the following is true and perform the associated procedure: If you can void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the unencumbered amount on the PO/Invoice Audit report go to Procedure 1. If you CANNOT void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the unencumbered amount on the PO/Invoice Audit report go to Procedure 2. PROCEDURE 1 1. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program from the shell to void out the related general ledger entry(s). filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided. 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. 5. If desired, re-post the unencumbered amount against the correct subsidiary account, by adding an invoice (in invoice entry) with an actual amount of $0.00, against the purchase order, and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). PROCEDURE 2 1. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program from the shell to void out the related general ledger entry(s). filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. 5. Re-align all the Invoice Account record(s) with the general ledger record(s) that were previously voided and do the following: Purchasing and Accounts Payable 187 PO/Invoice Audit

200 Audit Check 20 Query on the Invoice Account record(s) related to the invoice as stated on the PO/Invoice Audit report. Change the REL_AMT field in the Invoice Account record(s) to a value of $0.00 and write down the ITEM, the general ledger account fields, and the REL_AMT. 6. Re-post the unencumbered amount against the correct subsidiary account (written down in the previous step), by adding an invoice (in invoice entry) with an actual amount of $0.00, against the purchase order, and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). Ensures that an invoice s unencumbered amounts, which have been posted to the general ledger, equal the amount specified to be relieved in the Invoice Account record relieved amount fields. Note: The PO/Invoice Audit program will NOT correct this. Sample [20. COMPARING INVOICE ENCUMBRANCE AMOUNTS to the SUBSIDIARY TRANSACTION] [ AMOUNTS for all INVHEAD_REC.STAT that are "S"ubmitted.] (ENC)INV:IV-370, Seq 0 has a "S"ubmitted status with an unencumbrance amount of 18.24, but the G/L shows a total unencumbrance amount of Journal Entries for INV:IV-370, Seq 0: PC-1267 ent 1 amt: PC-1269 ent 1 amt: (ENC)INV:IV-410, Seq 0 has a "S"ubmitted status with an unencumbrance amount of , but the G/L shows a total unencumbrance amount of 0.00 Journal Entries for INV:IV-410, Seq 0: (ENC)INV:IV-462, Seq 0 has a "S"ubmitted status with an unencumbrance amount of , but the G/L shows a total unencumbrance amount of 0.00 Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. Determine which of the following is true and perform the associated procedure: If you can void the general ledger entries from the latest to the earliest to equal the unencumbrance amount listed on the PO/Invoice Audit report go to Procedure 1. If the general ledger entries from the PO/Invoice Audit report total $0.00 go to Procedure 2. If the general ledger entries from the PO/Invoice Audit report CANNOT be voided from latest to earliest to equal the unencumbranced amount on the PO/Invoice Audit report, do the following to void out all the journal entries and go to Procedure 3. PROCEDURE 1 1. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 2. Execute the filepost program from the shell to void out the related general ledger entry(s). filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided PO/Invoice Audit 188 Purchasing and Accounts Payable

201 3. Select Finish a Journal on the Accounting: Journal Maintenance menu. 4. Do you want to re-post the unencumbered amount against the correct subsidiary account? If yes, go to step 5. If no, you are finished. 5. In invoice entry, add an invoice with a $0.00 actual amount against the purchase order and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). PROCEDURE 2 1. Re-align all the Invoice Account record(s) with the general ledger records that were previously voided. 2. Query the Invoice Account records related to the invoice on PO/Invoice Audit report. 3. Change the REL_AMT field in the Invoice Account records to a value of $0.00 and write down the ITEM, the general ledger account fields, and the REL_AMT. 4. Re-post the unencumbered amount against the correct subsidiary account(s) you wrote down in the previous step by doing the following: Using Invoice Entry, add an invoice with a $0.00 actual amount against the purchase order and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). PROCEDURE 3 1. Select Update Journal Records on the Accounting: Journal Maintenance menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program from the shell to void out the related general ledger entry(s). Audit Check 21 filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. 5. Re-align all the Invoice Account record(s) with the general ledger records that were previously voided. Query the Invoice Account records related to the invoice on the PO/Invoice Audit report Change the REL_AMT field in the Invoice Account records to a value of $0.00 and write down the ITEM, the general ledger account fields, and the REL_AMT. 6. Re-post the unencumbered amount against the correct subsidiary account(s) you wrote down in the previous step by doing the following: Using invoice entry, add an invoice with a $0.00 actual amount against the purchase order and post the REL_AMT encumbrance against the appropriate line item(s) and general ledger account(s). Ensures that the actual amounts in the general ledger equal the summarized amounts in the Invoice Account record actual amount fields. Note: The PO/Invoice Audit program will NOT correct this. Sample Purchasing and Accounts Payable 189 PO/Invoice Audit

202 [21. COMPARING INVOICE ACTUAL AMOUNTS to the SUBSIDIARY TRANSACTION AMOUNTS for] [ all INVHEAD_REC.STAT that are "S"ubmitted.] (ACT)INV:CM-83, Seq 0 has a "S"ubmitted status with an amount of 29.99, but the G/L shows an actual amount of Journal Entries for INV:CM-83, Seq 0: AP-2611 ent 1 acct:' ' amt: Solution CAUTION: Do not void entries from prior fiscal years. It could affect financial statements and closing/balance forward information. Determine which of the following is true and perform the associated procedure: If a check has been written against the invoice and was sent to the vendor go to Procedure 1. If you can void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the unencumbered amount on the PO/Invoice Audit report, and a check has NOT been written against the invoice go to Procedure 2. If you can void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the unencumbered amount on the PO/Invoice Audit report and a check has been written against the invoice, but NOT sent to the vendor, go to Procedure 3. If you CANNOT void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the actual amount on the PO/Invoice Audit report and a check for the invoice has NOT been written, go to Procedure 4. If you CANNOT void the general ledger entries from the PO/Invoice Audit report from latest to earliest to equal the actual amount on the PO/Invoice Audit report and a check for the invoice has been written but not sent to the vendor go to Procedure 5. PROCEDURE 1 1. Verify that the credit memo has not already been written for the purpose of adjusting the invoice amount. 2. Is a credit memo already written? If yes, write this down for future reference since this message will continue to show on the report. It will continue to show because there is no direct tie between the invoice and credit memo. You are finished. If no, then go to step Create a credit memo in Invoice Entry for the vendor/person to whom the check was sent for the difference between the Invoice Account record(s) amount and the amount posted to the general ledger. 4. S ubmit the credit memo. PROCEDURE 2 1. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided PO/Invoice Audit 190 Purchasing and Accounts Payable

203 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. PROCEDURE 3 1. Void the check by selecting Void Checks from the Purchasing/AP:Check Writing menu. 2. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 3. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 4. Execute the filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 5. Select Finish a Journal on the Accounting: Journal Maintenance menu. 6. Re-cut the check for this invoice. PROCEDURE 4 1. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 2. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 3. Execute the filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 4. Select Finish a Journal on the Accounting: Journal Maintenance menu. 5. Query on the related Invoice Header record and change the STAT from S ubmitted to N ew. 6. Using Invoice Entry, query and re-submit the invoice. PROCEDURE 5 1. Void the check by selecting Void Checks from the Purchasing/AP:Check Writing menu. 2. Select Update Journal Records on the Accounting: Journal Maintenance Menu. 3. Query on the journal(s) and change the Status field(s) to I and change the Preparer s User ID to your UNIX ID. 4. Execute the filepost program from the shell to void out the related general ledger entry(s): filepost -v {JRNL_REF} {JRNL_NO} {JRNL_ENT_NO} Check the mail message returned from the Filepost program to ensure that the journal entries have been successfully voided 5. Select Finish a Journal on the Accounting: Journal Maintenance menu. 6. Query on the related Invoice Header record and change the STAT from S ubmitted to N ew. 7. Using Invoice Entry, query and resubmit the invoice. 8. Re-cut the check for this invoice. Audit Check 22 Ensures that all the Invoice Header records that have a sequence number less than the highest, have a status of R eplaced for a given FRM and AP_NO. Purchasing and Accounts Payable 191 PO/Invoice Audit

204 Note: The PO/Invoice Audit program will correct this. Sample [22. COMPARING INVHEAD_REC.FRM and AP_NO to itself, ensuring that all] [INVHEAD_REC.SEQ_NO values less than the maximum have a status of] [ R eplaced.] INV: IV-473, Seq 0 should have a status of R eplaced on the invhead_rec. Solution Follow the instructions on the PO/Invoice Audit Report. Audit Check 23 Ensures that all the Invoice Header records with the highest sequence number does not have a status of R eplaced for a given FRM and AP_NO. Note: The PO/Invoice Audit program will NOT correct this. Sample [23. COMPARING INVHEAD_REC.FRM and AP_NO to itself, ensuring that the maximum] [ INVHEAD_REC.SEQ_NO does not have a status of "R"eplaced.] INV:IV-1995, Seq 1 should NOT have a status of "R"eplaced on the invhead_rec since it is the highest sequence number for the Invoice. (Fiscal Year = "9798") INV:IV-2046, Seq 0 should NOT have a status of "R"eplaced on the invhead_rec since it is the highest sequence number for the Invoice. (Fiscal Year = "9798") Solution 1. Using SAQUERY, query the Doc and Doc number where: Doc field is equal to the invoice form type Doc Number field is equal to the invoice number 2. Add the values in the Amount fields within the Subsidiary Entries for the Type of AINV and UINV. 3. Is the total amount equal to $0.00? If yes, then set the STAT of the Invoice Header record equal to N ew and go to step 4. If no, then set the STAT of the Invoice Header record equal to S ubmitted. You are finished. 4. Using invoice entry query the invoice from the PO/Invoice Audit report and do one of the following: S ubmit the invoice. X Delete the invoice. T erminate the invoice. Modify the invoice. PO/Invoice Audit 192 Purchasing and Accounts Payable

205 SECTION 8 PRODUCING 1099 FORMS AND TAPES Overview Introduction The Jenzabar CX 1099 form and tape preparation system is a multiple step process. One program searches the database for payments that require 1099s, another prints the 1099 forms, and another creates the 1099 tape. The following four processes are required to produce 1099s: The system reviews the Subsidiary Balance records to identify the invoices to reflect on 1099s. The system uses data from these invoices to build a file containing all the information required to print 1099s. The Forms Processing System (FPS) uses the data to create an FPS file which is used to print the information on preprinted 1099 forms. Data in the 1099 file contains the information users need to produce magnetic tapes for the IRS Form Types Supported Jenzabar CX supports three types of 1099s: 1099-R, 1099-INT and 1099-MISC. Menu Options for Producing 1099s The following menu options exist for producing 1099s. For ease of use, each set of menu options is similar, independent of the other sets of menu options, and used sequentially Rs Initialize 1099-R Data Edit Data Update 1099 Field Prepare All Forms Prepare Individual Forms Print 1099-R Forms Prepare Electronic File Prepare Tape Media File Electronic File to Tape Verify Tape 1099-INT Initialize 1099-INT Data Edit Data Update 1099 Field Prepare All Forms Prepare Individual Forms Purchasing and Accounts Payable Processing

206 Print 1099-INT Forms Prepare Electronic File Prepare Tape Media File Electronic File to Tape Verify Tape 1099-MISC Initialize 1099-MISC Data Edit Data Update 1099 Field Prepare All Forms Prepare Individual Forms Print 1099-MISC Forms Prepare Electronic File Prepare Tape Media File Electronic File to Tape Verify Tape 1099 Processing 194 Purchasing and Accounts Payable

207 Special Considerations for 1099-R Processing Introduction Jenzabar s 1099-R processing offers the flexibility to produce 1099-R information from either Accounts Payable or Payroll. Depending upon where your 1099-R information originates, you must run either Initialize 1099-R Data and/or Build W2 Records, to produce source records for the 1099-R process. In addition, your tables must be set up appropriately to address the 1099-R process. This section addresses the special setup considerations for 1099-R processing. The 1099-R Process Before You Begin 1. If you are using 1099 records as the basis for information, the 1099 table must be set up to handle the Type of R and its corresponding distribution codes. This should be done prior to running the Initialize 1099-R Data menu option. 2. If you are using W2 records as the basis for information, the Payroll table must be set up with a Form Type of 1099-R. This should be done prior to running the Build W2 Records menu option. 3. Run the program(s) to create the 1099 records and/or W2 records; these records serve as the basis for the 1099-R records. 4. If you are generating 1099 forms, as opposed to creating a magnetic tape, a proper entry needs to be made in the ADR record. The run code for this entry must be 1099R. This will insure that the addresses are correct on the forms. Before you run either of the record creation processes, consider the following table setup issues for the successful creation of 1099-Rs. If you are deriving your 1099-R information from your accounts payable data, it is important to note that the correct setup of the f1099_table is essential to the successful operation of this process. The 1099 code in the Subsidiary Balance records (subb_rec) must match an entry in the 1099 table (f1099_table). In turn, the matching entry in the 1099 table must have a Type (f1099_type) of 'R' and optionally have a distribution code (f1099_dist_code) that complies with the Instructions for Forms 1099 issued by the IRS. If no distribution code is entered, the default value is '7, signifying a normal distribution. Below are sample values for the f1099_table Code [R1] Box number [1 ] 1099 Form Type [R ] Description [1099R - Retire Dist ] Minimum Amount [$0.00 ] Dist Code [P1] On the other hand, if you are deriving your 1099-R information from payroll data, the Payroll table (pr_table or hrpay_table) is essential to producing accurate forms. The payroll codes for pension Purchasing and Accounts Payable Processing

208 or retirement payrolls must have a W-2 form type of '1099-R' for the Form 1099-R process to identify it. A third record/table setup consideration is the Address record (adr_rec). If your institution is printing forms, the run code (adr_run_code) must be 1099R to ensure correct addressing Processing 196 Purchasing and Accounts Payable

209 Preparing for 1099 Processing Before You Begin Setup Issues Before 1099 processing can begin, the system must identify the invoices that will be used to create 1099s. The 1099 procedures use the f1099 code field in the Subsidiary Balance file to select the invoices that require 1099s. You must have a matching entry in the 1099 table for every f1099 code in the subb_rec. The system performs a lookup in the 1099 table to determine the box in which the amount will be printed. If you have not entered invoices with the appropriate f1099 code at inception, you must update them before processing 1099s, using the applicable 1099 code. For example, if you added the invoices without the f1099 code during the year, you will have to add the applicable f1099 code at the end of the year. From a user standpoint, it is easier to set up yourf1099 codes at the beginning of the year and to add invoices using these f1099 codes throughout the year. For example, you could define a "MISC" f1099 code to flag invoices that should receive the MISC. You must create at least one f1099 code for each box to be filled in on the If you are reporting more than one type of miscellaneous income, for example, you might set aside "MIS1" and "MIS2" for the two different types of 1099-MISC. Not every box on the 1099s must have its own f1099 code. You need to set aside terms for only those boxes you will need to fill in the 1099s you print. For example, most Jenzabar users do not define a f1099 code for Box 5 of the 1099-MISC, since that box is used to report fishing boat proceeds to the government. The f1099 table enables you to specify a minimum dollar amount per record to inhibit the printing of a form. A form will not be generated if the dollar amounts for a particular box on the form are below the specified minimum for that box. However, a 1099 form will be printed if any one of the amounts in the 1099 record for an individual ID exceeds the minimum or is not restricted by a minimum amount. Only those amounts that equal or exceed their related minimum values in the f1099 table will print. For example, if for Form 1099-MISC the minimum amount to be reported in Box 7 is $600, an entry of $600 should be entered in the 1099 table for MISC, Box 7. This entry will restrict a form from being generated for an individual if the Box 7 amount accumulated in the 1099 record is below $600 and is the only box amount to be printed on the form. On the other hand, if the Box 7 amount is greater than $600 and another Box amount is less than its minimum amount, a form will be generated and the Box 7 amount is the only amount that will print Box Setup Boxes on 1099-MISC and 1099-INT include the following setup considerations: Boxes 9 and 10 on 1099-MISC Boxes 9 and 10 typically are not required for academic institutions. Box 9 is a box indicating sales of $5,000 or more of consumer products to an individual on a commission basis. Box 10 indicates that the dollar amount in box 7 resulted from crop insurance proceeds. Jenzabar CX does not automatically track crop insurance proceeds or commission sales. If your institution needs to use either of these boxes, use the 1099 PERFORM screen to add a 1099 record with the amount of $1.00 for that box. Boxes 5 and 6 on 1099-INT Box 5 is used to report foreign tax withheld and paid on interest. Again, Jenzabar CX cannot readily determine foreign taxes paid on interest. If you need to use this box, you will have to Purchasing and Accounts Payable Processing

210 manually add the 1099 record with the appropriate amount. If the address of the person who is getting this 1099 is in a foreign country, the 1099 programs will print the name of that country in box 6. If the address of the 1099 recipient is in the United States, the 1099 programs will not be able to determine the correct contents of box 6. You will have to manually fill this box in after the 1099 has been printed Processing 198 Purchasing and Accounts Payable

211 Initializing, Editing, and Updating 1099 Records Introduction Throughout the year, your institution maintains invoices to be paid in the subsidiary balance file, from which they are paid according to your selection and payment criteria. At the end of the year, the subsidiary balance file is used to identify the appropriate recipients for 1099s. For each invoice that indicates a 1099 should be printed, a 1099 record is created in the database. The 1099 records are used for printing 1099s. Selection Process Mail As described in the section of this document titled Preparing for 1099 Processing, the system relies on values in Subsidiary Balance records to create 1099 records. For the calendar year and the subsidiary(ies) you specify, it searches for valid 1099 codes. Typically, the calendar year is the year that has just ended. The subsidiary(ies) are all the accounts payable subsidiaries that may have invoices that require 1099s. After the 1099 records have been created, the 1099 Build program will mail you a status report that resembles the following example: Date: Mon, 9 Feb :28:46 est From: user (user name) To: user Subject: f1099bld completed f1099bld command line: $CARSPATH/install/bin/f1099bld -y 2001[-m] [-i] [-r] f1099bld completed successfully. You may now run f1099form and f1099tape. Purchasing and Accounts Payable Processing

212 Preparing 1099 Forms in Batch or by ID Introduction Once the 1099 records have been created, the 1099s can be printed. Printing 1099s is a two step process. First, the 1099 file is scanned, the individual 1099 records are combined, and the data is formatted for printing. The FPS utility is then used to print the 1099s. Mail from the Prepare Forms Process When the program that is used to create the 1099 FPS file is finished, it will send you mail that resembles the following example in which both 1099-I and 1099-M forms were requested: Date: Mon, 9 Feb 02 10:30:08 est From: william (William Jones) To: wjones Subject: F1099 form information prepared Status: RO The 1099 form information was produced successfully. A total of forms were created. F1099 form status report: The following ID's have been processed. Americana (ID= 18704) has been processed. Central College (ID= 19792) has been processed. Chem Care (ID= 19434) has been processed. Delehanty, Dana Lynn (ID= 19694) has been processed. Fairmont Hotel (ID= 19778) has been processed. Harris, William L, J (ID= 20240) has been processed. Kern International I (ID= 19789) has been processed. Lowes Of Lexington I (ID= 17708) has been processed. Mohr, David B (ID= 14412) has been processed. Outside Magazine (ID= 19790) has been processed. Total of I forms were processed. (9) w/o fed id numbers. American (ID= 19001) has been processed. DeGroft, Scott R. (ID= 20228) has been processed. Evilsizor, Renee M. (ID= 20232) has been processed. Harris, William L, J (ID= 20240) has been processed. Hooten, Dana Michell (ID= 19003) has been processed. Lexington Jr. League (ID= 19002) has been processed. Mohr, David B. (ID= 20204) has been processed. Rose, Mildred H (ID= 18008) has been processed. Smith, John (ID= 20238) has been processed. University Microfilm (ID= 18010) has been processed. Wells, Norm (ID= 19000) has been processed. Westminster Press Th (ID= 18000) has been processed. Total of M forms were processed. (8) w/o fed id numbers. F1099 form run successfully completed Mon Feb 9 10:30: Processing 200 Purchasing and Accounts Payable

213 Interpreting the Mail Message The first line of the message indicates the status ("The 1099 form information was produced successfully.") and the total number of forms that were prepared for printing. Following this summary information, each individual or company that was selected for 1099 preparation is grouped by form and listed. Each 1099 that did not have a federal identification number (either the Employer Identification Number or the Social Security Number) is counted and the total is printed, since this information is required on Form 1096, "Annual Summary and Transmittal of U.S. Information Returns". The IRS reserves the right to assess a penalty for each incorrect taxpayer identification number you report. Therefore, if the 1099 programs print warnings about missing federal identification numbers, you should make every effort to determine the correct numbers. Purchasing and Accounts Payable Processing

214 Printing 1099 Forms in Batch or by ID Introduction Two menu options enable you to print each type of 1099s. The first option is used to print 1099s for every 1099 record in the database. The second option is used to print only a 1099 for a specific individual. Printing 1099s The fps file created in the Prepare Forms menu options is printed on the 1099 forms using the FPS (Forms Processing System) utility. For more information about printing forms with FPS, see Jenzabar s Getting Started User Guide Processing 202 Purchasing and Accounts Payable

215 Creating Tapes and Diskettes Before You Begin If your institution is planning to file 1099s on magnetic tape and has not filed 1099s on tape before, you must file the appropriate application at least ninety days before the returns are due. The IRS also recommends filing a test tape to be received between August 15 and December 15. If you have filed 1099s on tape before, you need to submit neither an application nor a test tape unless your equipment has changed drastically. The Internal Revenue Service will assume you will continue to file 1099s using the same programs and the same equipment. The exact dates, number of forms required, and penalties for incorrect filings may vary from year to year, so refer to the latest revision of Publication 1220 ("Requirements and Conditions for Filing Information Returns in the Forms 1098, 1099, 5498, and W-2G Series on Magnetic Tape") and "Instructions for Forms 1099, 1098, 5498, 1096, and W-2G" for the most accurate information. Creating the 1099 Tape File Once the 1099s have been printed, you may write a 1099 magnetic tape. Writing a tape to send to the IRS is similar to printing the forms in that it is a two-step process: In the first step, an intermediate data file is created in$carspath/spool/tape. This step is accomplished using the Prepare Tape Media File menu options. Alternatively, you can use the Prepare Electronic File menu option to route the data file to a file in your home directory, with a name that you designate when you run the process. In the second step, a program takes the information from this file and writes it on tape. This step occurs when you execute the Write Tape menu options. If desired, you can also verify the tape was created correctly using the taperead program. For more information about requirements for filing on magnetic tape, see Before You Begin in this section. Mail from the Prepare Tape Process If the 1099 tape file is created successfully, you will receive mail similar to the following: Date: Mon, 9 Feb 02 12:16:04 est From: wjones (William Jones) To: wjones Subject: F1099 tape information prepared The 1099 tape information was produced successfully. A total of 22 type 'B' records were created. F1099 tape status report: The following ID's have been processed for later use by tps. Mohr, David B (ID= 14412) has been processed. Lowes Of Lexington I (ID= 17708) has been processed. Americana (ID= 18704) has been processed. Chem Care (ID= 19434) has been processed. Delehanty, Dana Lynn (ID= 19694) has been processed. Purchasing and Accounts Payable Processing

216 Fairmont Hotel (ID= 19778) has been processed. Kern International I (ID= 19789) has been processed. Outside Magazine (ID= 19790) has been processed. Central College (ID= 19792) has been processed. Harris, William L, J (ID= 20240) has been processed. Westminster Press Th (ID= 18000) has been processed. Rose, Mildred H (ID= 18008) has been processed. University Microfilm (ID= 18010) has been processed. Wells, Norm (ID= 19000) has been processed. American (ID= 19001) has been processed. Lexington Jr. League (ID= 19002) has been processed. Hooten, Dana Michell (ID= 19003) has been processed. Mohr, David B. (ID= 20204) has been processed. DeGroft, Scott R. (ID= 20228) has been processed. Evilsizor, Renee M. (ID= 20232) has been processed. Smith, John (ID= 20238) has been processed. Harris, William L, J (ID= 20240) has been processed. F1099 tape run successfully completed Mon Feb 9 12:15: Interpreting and Using the Mail Message The message generated in the Prepare Tape process contains a list of all individuals and companies that will be on the magnetic tape. You should save this mail message for later reference. The "total 'B' records created" information is needed for the tape label you will put on the magnetic tape prior to sending it to the IRS. Write Tape Process Once you have run the appropriate "Prepare Tape" menu option, you should run the related "Write Tape" option to place the 1099 information on the magnetic tape that you will send to the IRS. When you run any of the Write Tape menu options, the system will prompt you to indicate which file you want to write to the tape, as in the following example: f dat 02/12/02 12:15 - write this file (y or n)? If the displayed date and time are correct, make sure you have the IRS tape ready on the tape drive, answer y, and press <Enter>. If the tape is successfully written, you will be returned to the menu. Remove the tape from the tape drive and prepare the tape label for the IRS according to the instructions in Preparing the Tape Label (Form 5064) below. Verifying Tapes This menu option allows you to verify that a tape was successfully created. It displays the information on the tape, line by line, until you are satisfied that the information has been successfully written. Rerunning a "Write Tape" Process If the verification of the tape reveals it should be corrected and rerun, note the following: The tape writing process renames the tapes according to the following naming conventions (where ###### is a six-digit number generated by the system): From To 1099 Processing 204 Purchasing and Accounts Payable

217 From "/usr/carsi/spool/tape/i1099_######.dat" "/usr/carsi/spool/tape/i1099_######.lab" "/usr/carsi/spool/tape/m1099_######.dat" "/usr/carsi/spool/tape/m1099_######.lab" "/usr/carsi/spool/tape/r1099_######.dat" "/usr/carsi/spool/tape/r1099_######.lab" To "/usr/carsi/spool/tape/i1099_######.dat" "/usr/carsi/spool/tape/i1099_######.lab" "/usr/carsi/spool/tape/m1099_######.dat" "/usr/carsi/spool/tape/m1099_######.lab" "/usr/carsi/spool/tape/r1099_######.dat" "/usr/carsi/spool/tape/r1099_######.lab" If it is necessary to rewrite the 1099 tape, you must rename the tape file in /usr/carsi/spool/tape from "e######.dat" and "e######.lab" back to "f######.dat" and "f######.lab". Preparing the Tape Label (Form 5064) After you have successfully written the 1099 tape, you must label the tape with IRS Form Some of the fields on the label are self-explanatory. Those that require additional explanation are: Transmitter Control Code The five character code that the IRS assigned you after they received your application. If you did not receive this code, contact the IRS. Tape Density 1600 Checkbox Select the Unlabeled box. In addition to this box, you must also specify Unlabeled processing on form Track 9 Recording Code ASCII Total number of B records Enter the number that "Create 1099 Tape File" reported in your mail. Corrected 1099 Forms Jenzabar s 1099 processing system does not automatically generate corrected 1099s. If you are not filing on magnetic tape, you can print corrected 1099s by manually entering and updating the existing 1099 records in the database and by following the appropriate instructions for your situation: Only the Amounts were Incorrect If only the amounts were wrong, you can easily print corrected 1099s by updating the 1099 file with the correct amounts and printing the correct 1099s for the individuals affected with F1099FORM. You will have to mark the Correction box at the top of the forms manually. The Wrong Form Was Filed If the wrong form was filed (e.g., you specified 1099-INT instead of 1099-MISC), the correction must be done in two steps. First, you must correct the incorrect form you supplied to the IRS. This can be done by zeroing out or correcting all the amounts in the 1099 records that apply to the individuals affected, and printing the corrected forms (with zero amounts, or with the correct amounts) with the "1099 Forms by ID" option. Mark the Correction box at the top of the form Purchasing and Accounts Payable Processing

218 manually. These corrected 1099s must have one corrected transmittal Form 1096, with the appropriate Correction box marked. You must then enter the correct information in the 1099 file for the correct form, and print the corrected 1099s starting with the correct Prepare Forms menu option. Prepare another 1096 for these corrected forms. Do NOT mark the "Corrected" box on these forms because, as far as the IRS is concerned, each type of form an individual receives is a completely separate document. Since no previous form of this type was created, there was no form to be Corrected. Instead of marking the Corrected box, put the words "Filed to Correct Document Type" in the blank space to the right of "For Official Use Only" at the bottom of the See the IRS' "Instructions for Forms 1099, 1098, 5498, 1096, and W-2G" for more information. Corrected 1099 Tapes Jenzabar CX cannot easily handle corrected tape 1099s. If you need to correct a tape report, please contact Jenzabar Support Services for assistance in generating the correction tape. Any of several types of corrections may be required, and all corrections require manipulation of the /usr/carsi/spool/tape files produced by the selected "Prepare Tape" process Processing 206 Purchasing and Accounts Payable

219 SECTION 9 - PRODUCING 1042S FORMS AND TAPES Overview Introduction The Jenzabar CX 1042S form and tape preparation system is a multiple step process, as follows: The user enters the required data into the 1042S Information screens. The 1042S Form process takes the data and formats it as required. The Forms Processing System (FPS) uses the data to create an FPS file that is used to print the information on preprinted 1042S forms. Data in the 1042S file contains the information users need to produce magnetic tapes for the IRS. Purpose of the 1042S Form For Jenzabar CX users, the primary purpose of the 1042S is to report amounts paid to foreign students, trainees, teachers, or researchers as scholarship or fellowship income, and compensation for personal services, whether or not exempt from tax under an income tax treaty. Amounts that are exempt from tax under Section 117 of the Internal Revenue Code are not subject to reporting. Before You Begin Before you begin processing your 1042S forms, you must populate three tables with values specified by the IRS. To enter these values, you must access the UNIX shell and type the following command lines. The tables and the required values are: Command line Table name Code Value % sperform $FRMPATH/acctspay/t1042exmpt 1042 Exemption table 01 Inc. Connected w/ U.S. Business 02 Exempt under an IRC Section 03 Income not from U.S. Sources 04 Exempt under Tax Treaty 05 Interest Exempt under IRS Regs 06 Qualified Intermediary 07 Withholding Foreign Partnership 08 U.S. Branch - U.S. Person 09 Qualified Intermediary Exempt Purchasing and Accounts Payable S Processing

220 Command line Table name Code Value % sperform $FRMPATH/acctspay/t1042inc 1042 Income table 01 INT:By U.S. Obligors - general 02 INT:Real Property Mortgage 03 INT:To Controlling Foreign Corps 04 INT:By Foreign Corps 05 INT:Tax-Free Covenent Bonds 06 DIV:By U.S. Corps - general 07 DIV:Qualifying for Direct Rate 08 DIV:Paid By Foreign Corps 09 OTH:Capital Gains 10 OTH:Industrial Royalties 11 OTH:Movie/TV Copyright Royalty 12 OTH:Other Royalties 13 OTH:Real Property Income 14 OTH:Pension;Annuity; Alimony;Ins 15 OTH:Scholarship/ Fellowship Grant 16 OTH:Independent Personal Service 17 OTH:Dependent Personal Service 18 OTH:Comp. for Teaching 19 OTH:Comp during study/ training 20 OTH:Earnings as artist/ athlete 24 OTH:REIT Dist of Capital Gains 25 OTH:Sect 1445 Trust Distribution 26 OTH:Sect 1445 Crop/ Timber Dist 1042S Processing 208 Purchasing and Accounts Payable

221 Command line Table name Code Value % sperform $FRMPATH/acctspay/t1042recip 1042 Recipient table 27 OTH:Section 1446 Partnership Dist 28 OTH:Gambling winnings 29 INT:Deposit interest 30 INT:Original issue discount (OID) 31 INT:Short Term OID 32 OTH:Notional Principal Contract 50 OTH:Other Income 01 Individual 02 Corporation 03 Partnership (not WFP) 04 Withholding Foreign Partnership 05 Trust 06 Government/ International Organization 07 Tax-Exempt (IRC Section 501(a)) 08 Private Foundation 09 Artist or Athlete 10 Estate 11 U.S. Branch = U.S. Person 12 Qualified Intermediary 13 Private Intermediary - General 14 Private Intermediary - Exempt 15 Qualified Intermediary - General 16 Qualified Intermediary - Exempt 17 Authorized Foreign Agent 20 Unknown Recipient In addition to setting up the above table entries, you must also define values for the 1042S macros. The macros appear in macros/custom/s1042. Purchasing and Accounts Payable S Processing

222 When the macros have been set up to the values you want to use at your institution, reinstall the macro file, and then reinstall the s1042 include file. Lastly, reinstall the two s1042 programs stored in src/acctspay. Menu Options for Producing the 1042S The following menu options exist for producing 1042S forms. For ease of use, the options are similar to those used to produce 1099 forms, and are listed on the CX menu in the sequence in which they are used Rs Edit 1042-S Data Prepare 1042-S Forms Prep Ind 1042-S Forms Print 1042-S Forms Prepare 1042-S Tape Write 1042-S Tape (currently not in use) Producing the 1042S Form To produce the forms for distribution: 1. Select Edit 1042-S Data from the 1042S menu. 2. When the 1042S Information screen appears, select Add to enter a new record or, if desired, select Query to determine if a record already exists for the year and individual. 3. If adding a new record, enter all required data, referring to the IRS instructions for the form and the field descriptions in Section 2 of this manual. Select Finish when your data entry is complete. 4. Repeat step 3 for all the individuals at your institution who require a 1042S. 5. When all information has been entered into the 1042S Information screen, select Exit. 6. Select Prepare 1042-S Forms from the CX menu, enter the calendar year for which you want to create the forms, and then specify the time when you want to execute the creation process. 7. Check your for the results of the creation. If errors exist, correct them by editing the 1042-S data. Rerun Prepare 1042-S Forms again to ensure all errors are eliminated. 8. When the 1042S data is error-free and the forms are created successfully, select Print 1042-S Forms. This process uses the FPS (Forms Processing System) program to produce the printed output. For more information about FPS, see Getting Started User Guide. Producing the 1042S Tape If your institution has a large number of international individuals who receive the 1042-S form, you may submit their data via tape. To produce the tape: 1. Select Prepare 1042-S Tape from the CX menu. Specify the filing year and the name of the file (the first four letters of the responsible party s last name), and then specify when you want to execute the creation process. 1042S Processing 210 Purchasing and Accounts Payable

223 2. Review your when the process completes. Note that the message sent by the process names the individuals for whom 1042-S forms are created, and also specifies the location on your system where the tape file is stored. 3. Load the file to a floppy disk. Format it as required by the IRS, and submit. Note: The menu option Write 1042-S Tape, which appears on the menu, is not currently available. Purchasing and Accounts Payable S Processing

224

225 SECTION 10 - USING THE PURCHASING AND ACCOUNTS PAYABLE REPORTS Overview Introduction This section provides: The procedure to generate and print reports Information about the standard reports you can produce using Purchasing and Accounts Payable How to Generate and Print Reports Depending on the nature of the report you want to produce, comments on the initial screen that appears when you select the report from the menu prompt you to enter any relevant parameters (e.g., dates, IDs, or document numbers). Successive screen comments further prompt you to specify the type of output desired (e.g., screen, file, or printed hard copy) and when you want to process the report. Follow theses steps to generate any of the standard CX reports. 1. Access the desired Reports menu, then select the report you want to generate. A screen containing the processing parameters for the report appears. 2. Enter the required or relevant parameters, then select Finish. The Output Parameters and Scheduling window appears. 3. Indicate the type of output you want to produce and the time and day you want to generate the report. Select Finish either to generate the report or to schedule it for production on the specified date and time. Notes: If you route the output to a file and do not define a name for the file, the system places the output in a file called filename.out, where filename is the technical name of the report. See Reports for Purchasing and Accounts Payable for the technical name for each report. For more information about using the Output Parameters and Scheduling window, see Performing Background Tasks and Scheduling Processes in Jenzabar s Getting Started User Guide. Purchasing and Accounts Payable 213 Reports

226 Reports for Purchasing and Accounts Payable Report [A-M] Reports The CX menu subdivides the Purchasing and Accounts Payable reports alphabetically to make them easier to locate and use. The following report menu options begin with letters A-M. You can produce each of these reports from the Accounts Payable/Receiving: Reports [A-M] menu: Document Register Menu option: Check Register Technical name: jrnldocreg Parameters: Journal Reference: Optional - Enter the code (e.g., A/P) or use Table Lookup to select the desired code. If blank, the report will contain all journal types. Beginning Journal Number: Optional - Enter the first journal number to include on the report. Ending Journal Number: Optional - Enter the last journal number to include on the report. Description: Lists document numbers, dates, IDs, payees and amounts of checks for the specified journals. Special considerations: none Credit Memos Report Menu option: Credit Memo Activity Technical name: credmem Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Displays all credit memos added between the specified dates, listed by due date, payee, invoice, purchase order, and date added. Special considerations: none Missed Discounts Report Menu option: Discounts Missed Technical name: discmissed Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Displays all discounts missed by subsidiary and vendor ID, including the total invoiced and the total discounts missed. Special considerations: none Reports 214 Purchasing and Accounts Payable

227 Discounts Taken Report Menu option: Discounts Taken Technical name: disctaken Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Displays all discounts taken by subsidiary and vendor ID, including the total invoiced and the total discounts taken. Special considerations: none Document Register Menu option: Document Register Technical name: docreg Parameters: Document Code: Required - Enter the code or use Table Lookup to select the desired code. Beginning Document Number: Optional - Enter the first document number to include on the report. Ending Document Number: Optional - Enter the last document number to include on the report. Description: Lists document numbers, dates, IDs, payees and amounts of checks for the specified journals. Special considerations: none Invoice Activity Report Menu option: Invoice Activity Technical name: invactiv Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Contains invoices added between the specified dates, sorted by date, status, invoice number and purchase order number. Also includes payee, the name of the person who added the invoice to the database, and amount. Special considerations: none Invoice Actual Aging Menu option: Invoice Aging Technical name: invaging Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Date: Required - Enter the date (mm/dd/yyyy) to which invoice dates are to be compared. First: Required - Enter the number of days to include in the range for the first column (e.g., enter 30 for 1-30). Second: Required - Enter the number of days on which you want the second column to end (e.g., enter 90 for 30-90). Note: The third column will contain invoices older than the number of days specified in the Second parameter (e.g., greater than 90). Description: Lists invoice dates and amounts arranged by number of past due days, sorted by vendor. Special considerations: none Purchasing and Accounts Payable 215 Reports

228 Invoice Forecast Report Menu option: Invoice Forecasting Technical name: payfore Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Date: Required - Enter the date (mm/dd/yyyy) to which invoice dates are to be compared. First: Required - Enter the number of days to include in the range for the first column (e.g., enter 30 for 1-30). Second: Required - Enter the number of days on which you want the second column to end (e.g., enter 60 for 30-60). Third: Required - Enter the number of days on which you want the third column to end (e.g., enter 90 for greater than 60-90). Note: The fourth column will contain invoices due beyond the number of days specified in the Third parameter (e.g., greater than 90). Description: Displays amounts due in the future, by the number of days in the future, sorted by vendor and invoice number. Special considerations: none Unsubmitted Invoices Report Menu option: Invoices Unsubmitted Technical name: invunsub Parameters: none Description: Displays invoices you have not submitted, sorted by payee and invoice number. Also includes the amount, purchase order number, date, and the name of the person who added the invoice. Special considerations: none Invoices Without Checks Report Menu option: Invoices With No Checks Technical name: invnochk Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Description: Contains amount, dates, and terms for invoices for which no checks have been written, sorted by payee and invoice. Special considerations: none Report [N-Z] Reports The CX menu subdivides the Purchasing and Accounts Payable reports alphabetically to make them easier to locate and use. The following report menu options begin with letters N-Z. You can produce each of these reports from the Accounts Payable/Receiving: Reports [N-Z] menu: Open Purchase Order Encumbrance Report Menu option: Open Encumbrances Technical name: openpoenc Parameters: none Description: Displays encumbered accounts, amounts, and descriptions by vendor and purchase order number. Special considerations: none Reports 216 Purchasing and Accounts Payable

229 PO Invoice Receipt Verification Report Menu option: PO Invoice Receipt Verify Technical name: invrcpt Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Contains purchase order number, requisition number, invoice number, receipt number and the dates invoiced and received for all goods and services ordered, sorted by vendor and the date needed. Special considerations: none Purchase Order Trace Report for PO to Receiving Menu option: PO to Receiving Report Technical name: potrc Parameters: PO Form: Required - Enter the form type (e.g., PP). PO Number: Required - Enter the number of the purchase order you want to trace. Description: Lists all items that have been received against the specified purchase order. It is used by the Purchasing and Accounts Payable offices to verify the receipt of ordered items before invoices are processed for payment. Special considerations: You must know the form type and purchase order number. Purchase Order Encumbrance Aging Report Menu option: Purchase Order Aging Technical name: poaging Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. Date: Required - Enter the date (mm/dd/yyyy) to which purchase order dates are to be compared. First: Required - Enter the number of days to include in the range for the first column (e.g., enter 30 for 1-30). Second: Required - Enter the number of days on which you want the second column to end (e.g., enter 60 for 30-60). Third: Required - Enter the number of days on which you want the third column to end (e.g., enter 90 for greater than 60-90). Note: The fourth column will contain purchase orders due beyond the number of days specified in the Third parameter (e.g., greater than 90). Description: Displays encumbered amounts from purchase orders, sorted by vendor and purchase order number. Special considerations: none Received Goods Activity Report Menu option: Received Activity Technical name: recactiv Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Contains items received, including packing slip number and vendor name, sorted by date. Special considerations: none Purchasing and Accounts Payable 217 Reports

230 Received Goods Activity Report Menu option: Received Single Item Technical name: recone Parameters: PO Form: Required - Enter the form type (e.g., RV). PO Number: Required - Enter the number of the document you want to review. Description: Displays information about a received shipment, including items received, vendor, where delivered, and the condition. Special considerations: You must know the form type and the document number. Requisition Trace Report For Requisition to PO Menu option: Requisition to PO Report Technical name: reqtpo Parameters: Requisition Form: Required - Enter the form type (e.g., RV). Requisition Number: Required - Enter the number of the document you want to review. Description: Lists all purchase orders using items from a specified requisition. It is used by requisitioners to determine which purchase orders actually ordered the items they requested. Special considerations: You must know the form type and the document number for the requisition. Returned Goods Activity Report Menu option: Returned Activity Technical name: retactiv Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Lists merchandise returned, including the reason, quantity, and shipping method, sorted by vendor and return date. Special considerations: none Subsidiary Account Balances Report Menu option: S/L Account Balances Technical name: subbalance Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code Date: Required - Enter the date (mm/dd/yyyy) as of which you want to report balances. Debit Balances: Required - Enter the desired Y or N flag to indicate whether you want to include debit balances on the report. Credit Balances: Required - Enter the desired Y or N flag to indicate whether you want to include credit balances on the report. Zero Balances: Required - Enter the desired Y or N flag to indicate whether you want to include zero balances on the report. Amount Type (1): Required - Enter the desired Y or N flag to indicate whether you want to include actual amounts (ACT) on the report. Amount Type (2): Required - Enter the desired Y or N flag to indicate whether you want to include encumbered amounts (ENC) on the report. Subsidiary Information: Required - Enter the desired Y or N flag to indicate whether you want to report additional subsidiary data, including written off balances. Subprogram: Optional - Enter the name of the subprogram or use Table Lookup to select the desired code, if applicable; if blank, report will include all subprograms. Description: Displays balances by ID and subprogram for each ID in the subsidiary, including summary totals for number of debit balances, number of credit balances, number of zero balances, number of accounts, total dollars, actual dollars, and encumbered dollars. Special considerations: none Reports 218 Purchasing and Accounts Payable

231 Subsidiary Cash Entries Report for A/P Menu option: S/L Cash Entries Technical name: subentcash Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. ID: Required - Enter the specific ID, or zero (0) for all IDs. Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Entry Type: Optional - Enter the code or use Table Lookup to select the desired code; if left blank, report will include all entry types. Amount Type: Required - Enter the code or use Table Lookup to select the desired code. Amount: Required - Enter the minimum amount you want to include on the report. Summary: Required - Enter enter the desired Y or N flag to indicate whether you want to produce a summary report only. Description: Displays all cash activity for each ID, including total payments made to a vendor for the specified date range. Special considerations: You must know the ID number you want to include on the report. Subsidiary History Report Menu option: Subsidiary History Technical name: subtrhist Parameters: Subsidiary: Required - Enter the code or use Table Lookup to select the desired code. ID: Required - Enter the specific ID, or zero (0) for all IDs. Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. Description: Includes the dates, journal posted, document number, description, and amount by subsidiary and ID. Also displays grand totals for the date range. Special considerations: Run this report before archiving subsidiary information. Vendor Listing Menu option: Vendor Listing Technical name: vndlst Parameters: none Description: Lists all the vendors in your database alphabetically. Special considerations: none Spending by Vendor Report Menu option: Vendor Spending Technical name: vndspend Parameters: Beginning Date: Required - Enter the first date of the date range to include on the report. Ending Date: Required - Enter the last date of the date range to include on the report. ID: Optional - Enter the ID of the vendor for whom you want to produce the report. Description: Displays comparative amounts spent with each vendor, sorted alphabetically by vendor name. Special considerations: If you specify a Beginning Date and an Ending Date that are one year apart, the report will display comparative columns that each contain one year s spending. If you specify a Beginning Date and an Ending Date that are two years apart, the report will display comparative columns that each contain two year s spending. Purchasing and Accounts Payable 219 Reports

232 Example: If you specify a Beginning Date of 4/30/1996 and an Ending Date of 4/30/1997, the report will display comparative columns headed 4/30/1995-4/30/1996 and 4/30/1996-4/30/1997 respectively. If you specify a Beginning Date of 4/30/1995 and an Ending Date of 4/30/1997, the report will display comparative columns headed 4/30/1994-4/30/1996 and 4/30/1995-4/30/1997 respectively. Reports 220 Purchasing and Accounts Payable

233 SECTION 11 - RESPONDING TO SYSTEM MESSAGES Overview Introduction This section provides you with the following: Descriptions of the status, warning, field error, and fatal error messages that can appear while you are using the Purchasing and Accounts Payable product. Information you need to respond to status, warning, and error messages. Four Types of Messages Four types of messages can appear in the Purchasing and Accounts Payable product. The messages appear on the comment line, on the error line, in a dialog box, or in your electronic mail. The types of messages follow: Status message Field error message Warning message Fatal error message Descriptions of Message Types The following describes each of the four types of messages, by degree of severity. Status Example: "Opening files..." Assures you that the program is working properly when you select an option that involves a long pause Can appear after you select a command or option, type data, or press a key Requires no action by you Appears on the comment line Field error Example: Valid values: (A, I) Tells you of an invalid field value entered, and provides valid field values from which to choose Can appear after you enter an invalid code in a field Requires that you select a valid code from those provided in the field error message, a table lookup, or a query, and enter it into the field Appears on the error line Warning Example: Are you sure you want to exit? (Y/N) Informs you of a condition of which you must be aware in order to continue Purchasing and Accounts Payable 221 System Messages

234 Can appear after you select a command or option, type data, or press a key to begin or end a process that requires a decision Requires you to act or make a decision Appears in a dialog box Instructional; does not terminate processing Fatal error Example: "XXXX An unrecoverable error has occurred. Contact your Jenzabar coordinator." Informs you of a serious problem occurring within the system Can appear when the system is missing information (such as a required table or record) needed to continue processing, or when there is a program error Requires that you contact the Jenzabar coordinator immediately to resolve the problem Appears in a dialog box, or in your electronic mail, and/or in your Jenzabar coordinator's electronic mail Terminates processing Electronic Mail Messages Occasionally, CX programs send status or error messages to your electronic mail, as well as to the comment or error line. Programs do not send messages about background processes to the comment or error line, but only to your electronic mail. Such messages tell you any of the following information: A process was completed successfully When you see this message, you can delete or save them according to your preferences or established policy. Information cannot be found When you see this message, try the process again with new field values. Errors have occurred while trying to complete a process When you see this message, tell your Jenzabar coordinator about the message to resolve the problem. System Messages 222 Purchasing and Accounts Payable

235 Warning and Error Messages Messages from Purchasing and Accounts Payable The following is a list of examples of some of the field error, warning, and fatal error messages that can appear when you use the Purchasing and Accounts Payable product. Warning messages do not affect program processing, while field error messages indicate problems you can correct by following the directions in the message. However, fatal error messages stop the processing of a program; if you receive a fatal error, contact your Jenzabar coordinator immediately. Cannot close a PO when there are outstanding invoices. You are attempting to close a purchase order with a status of N, I, or S. Use the Check command to list all the invoices associated with the purchase order and their statuses. Can NOT submit Purchase Order, TM 364 has an invalid Vendor. There is no Vendor ID entered, or the ID entered is not in the Vendor table. Can NOT submit Purchase Order, PP 473 has no Line Items. You must create line items for a purchase order before you can submit it. Can NOT submit Invoice. The Invoice number xxx already exists for this vendor. The vendor s invoice number already exists in the database, indicating you have already entered and paid the invoice. This message therefore warns you that you are attempting to pay the invoice twice. Can NOT submit Invoice with invalid Payee. Payee id is not a valid vendor. The Payee ID is not in the Vendor table. Insufficient funds available for ####. Account ##- -####- Continue? Yes No The account to be charged has insufficient funds. You can still submit the Purchase Order, or you can modify the Purchase Order to include a different account, or not account to be charged. This message appears in a pop-up window and includes information about the account s budget, actual, encumbered, and pending charges. The invoice number xxx already exists for this vendor. You are attempting to add an invoice for a vendor, and the invoice has already been added. This message therefore warns you that you are attempting to pay the invoice twice. The line item and account actual amounts are not equal. You must reconcile the difference. A discrepancy exists between the line items and the accounts. This message occurs when you attempt to save the line items. To clear this error, you must set the total for the line items equal to the total for the accounts. This option can only be used to copy Direct Invoices. You are attempting to copy an invoice that is against a purchase order. The system permits you to copy only direct invoices (i.e., invoices that are not against a purchase order). Errors from Form Preparation Processes When you use the menu option to prepare forms, the following errors may occur: Error occurred during parameter processing. You must specify at least one subsidiary (-s subs) You must specify the calendar year (-y year) Purchasing and Accounts Payable 223 Index

236 No year specified for '-y' Invalid year. Must be a two-digit number (eg, 02 instead of 2002) f1099bld usage: f1099bld -s subs -y year These errors typically result from typographical errors when the parameters are entered. Reenter the parameters; if the error persists, contact your Jenzabar coordinator. Dbfind error on 'subb_rec', status 107. Current subb_prim: 'A/P -5003', '0015', 'INV ' The database read was retried for 10 times with no effect. These errors occur when another user is working with the invoice. All the invoices for the correct calendar year should have already been paid. If this error occurs, either someone is voiding the check used to pay this invoice, or you entered the wrong calendar year on the parameter screen. Double-check the calendar year you entered, and try to run the program again. If the error still occurs, a database problem may exist. Contact your coordinator for further assistance. Warning errors from the initial 1099 process include: All payments for invoice '3', vendor 100 are not in the same year. Subsidiary balance 'A/P -100', code '0003', period 'INV'. Examine this balance carefully to avoid printing an invalid This message occurs when an invoice was paid with two or more payments that span two (or more) calendar years. This invoice should be examined to determine for which calendar year the applicable 1099 should be printed. If necessary, you can delete the applicable 1099 record manually. Errors from the Prepare Forms Process The following errors may result from the Prepare Forms menu options: Unknown Command Line Argument 'xx' The creation of the 1099 FPS file requires only the optional ID specification. This error typically means there is an error in the menu option file. Country Code 'CAN' Not Found, ID=1005. This message indicates that a country in the ID file was not found in the Country table. To correct this error, either add the appropriate code to the Country table or change the Country code in the individual's ID record. You can then use the "Prepare Forms" option again. Foreign Tax Warning Message from the Prepare Forms Process The following message may also occur if you are issuing 1099-INT forms for foreign taxes paid: Warning: 1099 for 100 may be incorrect. Box 5 on the 1099-INT form reports foreign tax withheld and paid on interest. The address for 100 is in the United States and box 6 cannot be properly determined. Either the information used to prepare this 1099 is incorrect (eg, the amount is listed in the wrong box), or you will have to manually fill in the name of the foreign country for which this amount was withheld. To correct the error, update the related 1099 record. Error Messages from the Tape Preparation Process The following errors may occur as a result of the Prepare Tape process. Unknown Command Line Argument 'xx' System Messages 224 Purchasing and Accounts Payable

237 This error is frequently caused by an error in the menu option. If your institution has not modified the menu option, an installation error may have occurred. Contact Jenzabar for further assistance. Cannot Open File '/usr/carsi/spool/tape/f dat' This error may be caused by restricted permissions on the "/usr/carsi/spool/tape" directory. Have your coordinator make sure you have complete permission to access that directory, and rerun the appropriate "Prepare Tape" menu option. ***Warning*** No 1099s Have Been Processed This error typically occurs because you did not run the "Initialize Data" option, or the options you gave to "Initialize Data" did not cause any 1099 records to be added. If you did print some 1099 forms, there is either a problem with the 1099 tape program or with the database file. Country Code 'CAN' Not Found, ID=1005. This error occurs when the Country code in an individual's ID record is wrong, or the country code in the ID record is not in the Country table. To correct this error, either add the appropriate code to the Country table or change the Country code in the individual's ID record. You can then rerun "Create 1099 Tape File". The Prepare Forms" menu options can also generate this error message, and if you encounter the error when preparing the tape, you should have also encountered it when preparing the forms. Write Tape Errors Can t Open Tape Device: '/dev/tape' This error frequently indicates that the tape drive is not ready. Check the tape drive. Make sure the tape is loaded properly and that it is on line. There may be an error message from the system ("ts0: not online") that could clarify the 1099 tape writing error. If the tape appears to be loaded properly and you still get the error message, your standard tape device may not be linked to /dev/tape. If /dev/tape does not exist on your system, use the Unix ln command to link it to your standard tape device. For example, ln /dev/rmt/0m /dev/tape links the standard tape device of /dev/rmt/0m' to '/dev/tape. Error in Scanning Spool Directory '/usr/carsi/spool/tape' This error can mean that you do not have permission to access the tape spooler directory. Have your Jenzabar coordinator check your permissions to make sure you have clearance to access this directory. No More Files to Process in Spool Directory '/usr/carsi/spool/tape'. This message occurs when you did not choose to write any of the applicable files in /usr/carsi/spool/tape to the tape drive. No Files to Process in Spool Directory '/usr/carsi/spool/tape'. This message occurs when the "Create 1099 Tape File" option did not create any intermediate files in the /usr/carsi/spool/tape directory. This typically happens if you have not run the appropriate "Prepare Tape" menu option. Run this option and then try the"write Tape" option again. openfile: stat: Could Not Obtain Status on File Can't Open Data File: '/usr/carsi/spool/tape/f dat' Can t Open Label File: /usr/carsi/spool/tape/f lab' These messages occur if you do not have permission to access the intermediate tape file. This permission issue arises when one user creates the intermediate files and a different user attempts to write the tape. The same person should do both operations. Purchasing and Accounts Payable 225 Index

238

239 INDEX S forms producing, s Information screen (screens 1 and 2), 14 commands, 17 fields, S processing includes, 209 macros, 209 A accessing 1042s Information screen (screen 1), 14 Accounts Payable - Parameter screen, 18 Accounts Payable Check Requisition Selection screen, 34 Accounts Payable Credit Memo screen, 20 Accounts Payable Direct Entry screen, 23 Accounts Payable Line Item Entry screen, 28 Accounts Payable Payee Entry screen, 32 Accounts Payable Review screen (Line Review), 40 Accounts Payable Review screen (Simplified Invoice), 37 Assign Buyer - Parameter screen, 44 Assign Requisition to Buyer screen, 46 Line Item Account Entry screen (Accounts Payable), 48 Line Item Account Entry screen (Credit Memo), 51 Line Item Account Entry screen (Purchasing), 53 Listing of Invoices and Checks Against PO window, 56 Mass Invoice Entry - Query Results screen, 60 Mass Invoice Entry - Subsidiary window, 68 Mass Invoice Entry screen, 63 Purchase Order Header Entry screen, 70 Purchase Order Line Item Entry screen, 76 Purchase Order Listing Pop-up window, 81 Purchase Order Review screen, 83 Purchase- Parameter screen, 87 Purchasing - Requisition Line Item Selection screen, 89 Purchasing - Requisition Selection screen, 92 Query Listing Pop-up window, 95 Receiving - Information screen, 103 Receiving - Line Item Entry screen, 106 Receiving - PO Summary screen, 109 Receiving Header Entry screen, 100 Receiving Review screen, 112 Requisition Denial screen, 115 Return screen, 117 Returned Goods Review screen, 120 Review of Received Items Against PO Item screen, 97 Accounts Payable application, 1 Accounts Payable - Parameter screen, 18 commands, 19 fields, 19 Accounts Payable Credit Memo screen commands, 22 fields, 21 Accounts Payable Credit Memo Screen, 20 Accounts Payable Direct Entry screen, 23 commands, 26, 31 fields, 24 Accounts Payable Line Item Entry screen, 28 fields, 29 Accounts Payable Payee Entry screen, 32 commands, 33 fields, 33 Accounts Payable Requisition Selection screen commands, 35 fields, 35 Accounts Payable Requisition Selection Screen, 34 Accounts Payable Review screen, 40 Accounts Payable Review screen (Line Review) commands, 43 Accounts Payable Review screen (Simplified Invoice), 37 commands, 39 fields, 38 Accounts Payable Review screen(line Review) fields, 41 adding invoices using Add Direct Invoice, 146 invoices using Add Fast Invoice, 149 invoices using Add Invoice, 141, 143 mass invoices, 159 A-M reports, 214 applications Accounts Payable, 1 Accounts Payable, 4 Purchasing and Accounts Payable 227 System Messages

240 Assign Buyer, 1 processes, 5 Purchasing, 1, 4 purpose, 4 Receiving, 1, 4, 161 Assign Buyer, 126 Assign Buyer - Parameter screen, 44 commands, 45 fields, 45 Assign Requisition to Buyer screen, 46 commands, 47 fields, 47 assigning buyer screens and procedures additional information, 3 background knowledge, 7 building. See creating Build-PO, for creating purchase orders, 130 B C change orders, issuing, 133 change payee address, 154 Check Register, 214 check requests processing, 152 processing information, 139 check writing screens and procedures additional information, 3 commands 1042s Information screen (screens 1 and 2), 17 Accounts Payable, 140 Accounts Payable - Parameter screen, 19 Accounts Payable Check Requisition Selection screen, 35 Accounts Payable Credit Memo screen, 22 Accounts Payable Direct Entry screen, 23, 26, 31 Accounts Payable Payee Entry screen, 33 Accounts Payable Review screen (Line Review), 43 Accounts Payable Review screen (Simplified Invoice), 39 Assign Buyer - Parameter screen, 45 Assign Requisition to Buyer screen, 47 Line Item Account Entry screen (Accounts Payable), 49 Line Item Account Entry screen (Credit Memo), 52 Line Item Account Entry screen (Purchasing), 54 Listing of Invoices and Checks for PO window, 57 Mass Invoice Entry - Query Results screen, 62 Mass Invoice Entry - Subsidiary window, 69 Mass Invoice Entry screen, 66 Purchase - Parameter screen, 88 Purchase Order Header Entry screen, 73 Purchase Order Line Item Entry screen, 79 Purchase Order Listing Pop-up window, 82 Purchase Order Review screen, 85 Purchasing - Requisition Line Item Selection screen, 90 Purchasing - Requisition Selection screen, 93 Query Listing Pop-up window, 96 Receiving - Information screen, 105 Receiving - Line Item Entry screen, 108 Receiving - PO Summary screen, 111 Receiving Header Entry screen, 101 Receiving Review screen, 114 Requisition Denial screen, 116 Return screen, 119 Returned Goods Review screen, 121 Review of Received Items Against PO Item, 98 to create purchase orders, 124 common windows additional information, 3 communications management additional information, 3 conventions, in guide, 9 creating change orders, 133 check requests, 152 credit memos, 139, 151 direct invoices, 140 invoices, 139 invoices against purchase orders, 140 invoices using Ad Fast Invoice, 149 invoices using Add Direct Invoice, 146 invoices using Add Invoice, 141, 143 purchase orders, 70 purchase orders, 76, 123 purchase orders using Build PO, 130 purchase orders using Requisition, 127 Receiving records, 162 return records, 166 creating reports, 213 Credit Memo Activity, 214 credit memos issuing, 151 processing, 139 Credit Memos Report, 214 Index 228 Purchasing and Accounts Payable

241 D detail windows additional information, 3 direct invoices, 146 Discounts Missed, 214 Discounts Taken, 215 Discounts Taken Report, 215 Document Register, 215 Document Register Report, 214, 215 E electronic mail messages, 222 encumbrance, relieving, 155 entering invoices, 139 error messages, 221 F fast invoices. See simplified invoices fatal error message, 222 field error message, 221 fields 1042s Information screen (screens 1 and 2), 15 Accounts Payable - Parameter screen, 19 Accounts Payable Check Requisition Selection screen, 35 Accounts Payable Credit Memo screen, 21 Accounts Payable Direct Entry screen, 24 Accounts Payable Line Item Entry screen, 29 header information, 29 line item information, 30 Accounts Payable Payee Entry screen, 33 Accounts Payable Review screen (Line Review), 41 header information, 41 line item information, 42 Accounts Payable Review screen (Simplified Invoice), 38 account information, 39 header information, 38 Assign Buyer - Parameter screen, 45 Assign Requisition to Buyer screen, 47 Line Item Account Entry screen (Accounts Payable), 49 Line Item Account Entry screen (Credit Memo), 52 Line Item Account Entry screen (Purchasing), 54 Listing of Invoices and Checks for PO window, 57 Mass Invoice Entry - Query Results screen, 61 Mass Invoice Entry - Subsidiary window, 69 Mass Invoice Entry screen header information, 64 invoice charges information, 65 invoice information, 64 Purchase - Parameter screen, 88 Purchase Order Header Entry screen, 71 Purchase Order Line Item Entry screen, 77 header information, 77 line item information, 78 Purchase Order Listing Pop-up window, 82 Purchase Order Review screen, 84 header information, 84 line item information, 84 Purchasing - Requisition Line Item Selection screen, 90 Purchasing - Requisition Selection screen, 93 Query Listing Pop-up window, 95 Receiving - Information screen, 103 header information, 104 receiving information, 104 Receiving - Line Item Entry screen, 106 header information, 107 purchase order line item information, 107 receiving line item information, 108 Receiving - PO Summary screen, 109 header information, 110 line item information, 110 Receiving Header Entry screen, 101 Receiving Review screen, 112 header information, 113 receiving items information, 113 Requisition Denial screen, 115 Return screen, 117 header information, 118 receiving items information, 118 return information, 119 Returned Goods Review screen, 120 header information, 120 received items information, 121 Review of Received Items Against PO Item screen, 97 header information, 97 PO Line Item information, 98 form types, purchase orders, 7, 87 forms 1042-S, 207 FPS used for 1042-S forms, 207 G Graphical User Interface. See GUI Purchasing and Accounts Payable 229 Index

242 GUI, 2, 12 guide conventions, 9 screen organization, 11 use of, 1 includes for 1042-S processing, 209 invoice adding, 141, 143 adding direct, 146 adding simplified, 149 change payee address, 154 creating, 139 relieving encumbrance, 155 Invoice Activity, 215 Invoice Activity Report, 215 Invoice Actual Aging Report, 215, 217, 219 Invoice Aging, 215 Invoice Forecast Report, 216 Invoice Forecasting, 216 Invoices Unsubmitted, 216 Invoices With No Checks, 216 Invoices Without Checks Report, 216 issuing change orders, 133 credit memos, 140, 151 I J journal reports additional information, 3 L Line Item Account Entry screen (Accounts Payable), 48 commands, 49 fields, 49 Line Item Account Entry screen (Credit Memo), 51 commands, 52 fields, 52 Line Item Account Entry screen (Purchasing), 53 commands, 54 fields, 54 M macros for 1042-S processing, 209 maintaining tables additional information, 3 Mass Invoice Entry - Incomplete Journals window, 59 commands, 59 Mass Invoice Entry screen commands, 66 mass invoices prerequisites, 157 processing, 157 menu options Check Register, 214 Credit Memo Activity, 214 Discounts Missed, 214 Discounts Taken, 215 Document Register, 215 Invoice Activity, 215 Invoice Aging, 215 Invoice Forecasting, 216 Invoices Unsubmitted, 216 Invoices With No Checks, 216 Open Encumbrances, 216 PO Invoice Receipt Verify, 217 PO to Receiving Report, 217 Purchase Order Aging, 217 Received Activity, 217 Received Single Item, 218 Requisition to PO Report, 218 Returned Activity, 218 S/L Account Balances, 218 S/L Cash Entries, 219 Subsidiary History, 219 Vendor Listing, 219 Vendor Spending, 219 menus additional information, 3 messages descriptions of, 221 electronic mail, 222 error and warning, 223 Missed Discounts Report, 214 modes Accounts Payable Direct Entry screen, 23 Add Fast Invoice, 23 Add Invoice, 23 Build PO, 70, 76, 83, 89 Enter Received Items, 103, 106 Enter Returned Goods, 117 Inv Header, 23 location on screen, 2, 13 PO Header Entry, 70 PO Header Entry Update, 70 Purchase Order Header Entry screen, 70, 73 Query Invoice, 23, 28, 37, 40 Query PO, 70, 76, 83, 100, 112, 120 Query Receiving form, 100 Receive PO Items, 103, 106, 109 Index 230 Purchasing and Accounts Payable

243 Receiving Header, 100, 103 Receiving Header Entry screen, 100 Recv Review, 112 Update Invoice, 23, 32, 48 N-Z reports, 216 Open Encumbrances, 216 Open Purchase Order Encumbrance Report, 216 N O P partial payment, 143 PERFORM screens additional information, 3 PO. See purchase orders PO Invoice Receipt Verification Report, 217 PO Invoice Receipt Verify, 217 PO to Receiving Report, 217 PO/Invoice Audit checks and solutions, 173 Process, 170 Report Mode, 169 sample report, 172 Update Mode, 169 policies, 8 prerequisite tasks, 7 prerequisites for mass invoices, 157 receiving goods, 161 to producing 1042-S forms, 207 printing reports, 213 procedure creating reports, 213 processes, Purchasing and Accounts Payable, 5 processing change orders, 133 check requests, 139, 140, 152 credit memos, 139 invoices, 139 purchase orders, 123 received goods, 161, 162 returned goods, 166 producing 1042-S forms, 207 product differences, 1 product. Purchasing and Accounts Payable, 4 program screens additional information, 3 Purchase - Parameter screen, 87 commands, 88 fields, 88 Purchase Order Aging, 217 Purchase Order Header Entry screen, 70 commands, 73 fields, 71 Purchase Order Line Item Entry screen, 76 commands, 79 fields, 77 Purchase Order Listing Pop-up window, 81 commands, 82 fields, 82 Purchase Order Review screen, 83 commands, 85 fields, 84 Purchase Order Trace Report for PO to Receiving, 217 purchase order, commands, 124 purchase orders building, 130 creating, 70, 123 creating using Build PO, 130 creating using Requisition, 127 Purchasing application, 1 Purchasing - Requisition Line Item Selection screen, 89 commands, 90 fields, 90 Purchasing - Requisition Selection screen, 92 commands, 93 fields, 93 Q query tools additional information, 3 querying mass invoices, 158 QuickMate additional information, 3 R Received Activity, 217 received goods processing, 161 recording, 162, 164 Received Goods Activity Report, 217 Received Single Item, 218 Receiving application, 1 Receiving - Information screen, 103 commands, 105 fields, 103 Purchasing and Accounts Payable 231 Index

244 Receiving - Line Item Entry screen, 106 commands, 108 fields, 106 Receiving - PO Summary screen, 109 commands, 111 fields, 109 Receiving Header Entry screen, 100 commands, 101 fields, 101 receiving records updating, 164 Receiving Review screen, 112 commands, 114 fields, 112 recording credit memos, 151 received goods, 161, 162 receiving information, 103, 162 returned goods, 166 records, Receiving, 162 relieve an encumbrance, 155 reporting tools additional information, 3 reports, 213 A-M, 214 Credit Memos Report, 214 Discounts Taken Report, 215 Document Register, 215 Document Register Report, 214 Invoice Activity Report, 215 Invoice Actual Aging Report, 215, 217, 219 Invoice Forecast Report, 216 Invoices Without Checks Report, 216 Missed Discounts Report, 214 N-Z, 216 Open Purchase Order Encumbrance Report, 216 PO Invoice Receipt Verification Report, 217 Purchase Order Trace Report for PO to Receiving, 217 Received Goods Activity Report, 217 Requisition Trace Report For Requisition to PO, 218 Returned Goods Activity Report, 218 Spending by Vendor Report, 219 Subsidiary Account Balances Report, 218 Subsidiary History Report, 219 Unsubmitted Invoices Report, 216 Vendor Listing, 219 Requisition Denial screen, 115 commands, 116 fields, 115 requisition line items, sort orders, 89 Requisition to PO Report, 218 Requisition Trace Report For Requisition to PO, 218 requisitioning screens and procedures additional information, 3 requisitions, assigning buyers for, 126 Return screen, 117 commands, 119 fields, 117 Returned Activity, 218 Returned Goods Activity Report, 218 Returned Goods Review screen, 120 commands, 121 fields, 120 returning, received goods, 166 S S/L Account Balances, 218 S/L Cash Entries, 219 screen flow diagram additional information, 3 screens 1042s Information screen (screens 1 and 2), 14 Accounts Payable, 11 Accounts Payable - Parameter, 18 Accounts Payable Check Requisition Selection, 34 Accounts Payable Credit Memo, 20 Accounts Payable Direct Entry, 23 Accounts Payable Line Item Entry, 28 Accounts Payable Payee Entry, 32 Accounts Payable Review, 40 Accounts Payable Review (Simplified Invoice), 37 Assign Buyer - Parameter, 44 Assign Requisition to Buyer, 46 Line Item Account Entry (Accounts Payable), 48 Line Item Account Entry (Credit Memo, 51 Line Item Account Entry (Purchasing), 53 Listing of Invoices and Checks for PO, 56 Mass Invoice Entry - Query Results screen, 60 Mass Invoice Entry - Subsidiary window, 68 Mass Invoice Entry screen, 63 organization, 11 Purchase - Parameter, 87 Purchase Order Header Entry, 70 Purchase Order Line Item Entry, 76 Purchase Order Listing Pop-up window, 81 Purchase Order Review, 83 Purchasing, 11 Purchasing - Requisition Line Item Selection, 89 Index 232 Purchasing and Accounts Payable

245 Purchasing - Requisition Selection, 92 Query Listing Pop-up window, 95 Receiving, 12 Receiving - Information, 103 Receiving - Line Item Entry, 106 Receiving - PO Summary, 109 Receiving Header Entry, 100 Receiving Review, 112 Requisition Denial, 115 Return, 117 Returned Goods Review screen, 120 Review of Received Items Against PO Item, 97 selecting mass invoices, 158 simplified invoices, 139, 149 sort orders, for line items, 89 Spending by Vendor Report, 219 standard reports, 213 status message, 221 Subsidiary Account Balances Report, 218 Subsidiary History, 219 Subsidiary History Report, 219 System messages, 221 table lookup, 81 T table maintenance additional information, 3 tables additional information, 3 terminology, Jenzabar specific, 10 types of messages, 221 U universal commands additional information, 3 Unsubmitted Invoices Report, 216 updating receiving records, 164 updating, purchase orders, 76 vendor entry screens and procedures additional information, 3 Vendor Listing, 219 Vendor Spending, 219 V W warning message, 221 windows, 12. See screens Purchasing and Accounts Payable 233 Index