Guide to Accounts Payable Accruals alio Copyright 2011 Weidenhammer Systems Corporation
Released May 2011 This edition applies to Release 12.0 of the Accounts Payable Accruals software solution and to all subsequent releases and modifications until otherwise indicated in new editions or updates. The data used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All of the data and names are fictitious; any similarities to actual data and names or data are coincidental. alio is a registered trademark of Weidenhammer Systems Corporation. Oracle is a registered trademark of Oracle Corporation. Adobe and the Adobe logo first, if used, followed by other Adobe marks used in alphabetical order are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Excel, and Word are registered trademarks of Microsoft. Copyright 2011 Weidenhammer Systems Corporation. All rights reserved. No part of this book may be reproduced in any form or by any means without permission in writing from Weidenhammer Systems Corporation.
Table of Contents Preface............................................................. iv About this Guide....................................................v Formatting Conventions Used in this Guide................................. vi Additional Resources................................................ vi Publications.................................................... vi Web Sites..................................................... vii Contacting alio Support.............................................. vii Chapter 1: Setting Up the Account Payable Accrual Process.................. 1 Defining the ACCRUAL_PROFILE Profile Key.................................2 Disabling the Accounts Payable Accrual Functions.............................4 Chapter 2: Creating Accounts Payable Accruals............................ 5 Entering Direct Payment Accruals........................................7 Entering Purchase Order Payments by Account Accruals.........................9 Entering Purchase Order Payments by Line Item Accruals.......................11 Entering Recurring Payments Accruals....................................14 Entering Recurring Payments by Vendor Accruals............................16 Entering Blanket PO Payment Accruals....................................18 Chapter 3: Accounting Examples........................................ 20 Non-accrual Payment................................................21 Accrual Payment...................................................22 Index............................................................... 23 Customer Feedback Form............................................... 25 iii
Preface Welcome to alio! Powered by Oracle and featuring web-based technology, alio and its fully integrated library of Financial Management, Payroll, and Human Resource software applications is built to excel both now and in the future. The alio suite of products includes fund accounting, encumbrance accounting, general ledger, purchasing, accounts payable, accounts receivable, budgeting, finance, payroll, human resources, position control, salary administration and complete reporting. It is deployed on an Oracle database and runs on Windows servers. The Accounts Payable application is part of the alio Financial Accounting System software solution. You can use this application to maintain vendors, enter invoices and debit or credit memos, and generate payments. The Financial Accounting System (FAS) accepts partial and final payments against purchase orders. As payments are applied to an encumbrance, the open amount is reduced. A final payment removes any remaining encumbrance from open status. Unexpended amounts are returned to the available balance when payments are processed or encumbrances are liquidated. A complete vendor file is included in FAS. You can maintain this file through on-line access even while transactions are being processed. Accounts payable transactions access the vendor and purchase order data directly, eliminating redundant data entry. The payment amount is the only field that must be entered when making payments against purchase orders. All other fields of information will pre-load from the order. Invoice numbers can be system generated. Direct payments to a vendor without a purchase order are also supported. Recurring invoices can be defined to reduce redundant data entry on bills such as utilities and phone, where each month only the amounts differ. Invoices may be entered when they are received to provide accurate accounts payable data. FAS prepares checks only when authorized, based on your district s matching and business rules. Manual, computer-generated and ACH payments are all supported. Users may designate whether a vendor is to be issued one check or multiple checks within a check run. Invoice, purchase order and credit memo data are listed on the check stub for vendor reconciliation. iv
Preface About this Guide Weidenhammer designed the Guide to Accounts Payable Accruals for alio as a resource to staff responsible for accounts payable processing. Your accounts payable staff can use this guide to learn how the Accounts Payable Accrual process works in alio. The Guide to Accounts Payable Accruals for alio contains the following chapters: Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1 Chapter 2, Creating Accounts Payable Accruals, beginning on page 5 Chapter 3, Accounting Examples, beginning on page 20 Each chapter may include the following sections: Chapter overview Prerequisites Step-by-step procedures In addition, this user s guide includes a Table of Contents, Preface, Index, and Customer Feedback Form. Weidenhammer distributes the alio guides as PDF files. Each PDF file contains several navigation tools to assist you in finding the information required. These tools include: A Bookmarks panel that outlines the topics in the user s guide. You can click a topic in the bookmarks panel to go directly to that topic. A Search tool that lets you search for occurrences of a word or phrase in the user s guide. Interactive links that take you directly to the information you seek. These links display with blue text. Click a link to go to that topic or page. You can also click a page number in the Table of Contents or Index to go directly to a topic or page. A Comment tool that lets you add and save sticky notes to topics in the guide. Use these notes to add additional information to a topic. Optionally, you can display an interactive comment list that provides quick access to the sticky notes saved in the PDF file. v
Preface Formatting Conventions Used in this Guide The following table lists the formatting conventions used in this guide. Table 1-1. Formatting conventions Item Case Field Names Hypertext links Keys Variables Convention Text entries are displayed in UPPERCASE in this guide. However, you can type text entries in all UPPERCASE, Mixed case, or lower case. Follow your organization s instructions to determine which case to use. Literal field names, such as the Date field, display in bold in the step-by-step procedures. Hypertext links are formatted in blue text. Click a link to jump to that topic or page. Key names, such as the Enter key and the Tab key on the keyboard, display in bold. Press the indicated key; do not type the letters or words. Variables, such as a Y and an N, display in bold. Additional Resources You can find additional resources about alio in the following publications and Web sites. Publications Guide to Using alio Web alio Accounts Receivable System User s Guide alio Budget Preparation System User s Guide alio Financial Accounting System alio Financial Accounting System User s Guide alio FAS Bank Reconciliation User s Guide alio FAS Utilities User s Guide alio FAS Year End User s Guide Guide to Accounts Payable Accruals for alio alio Fixed Assets User s Guide vi
Preface alio Human Resource System alio HRS Calendar Begin User s Guide alio HRS Employee Maintenance User s Guide alio HRS Payroll Processing User s Guide alio HRS Position Control User s Guide alio HRS Utilities User s Guide alio HRS Fiscal Year Begin User s Guide Guide to Payroll Encumbrance Processing for alio alio Positive Pay User s Guide alio System Administration User s Guide alio Vendor 1099 Processing User s Guide alio W-2 Processing User s Guide alio Warehouse Management System User s Guide Web Sites Weidenhammer Web site, http://www.hammer.net/ Weidenhammer InfoLink Web site, http://infolink.hammer.net/login.aspx Contacting alio Support If you have any questions about alio Financial Accounting System software solution, you can contact the business partner that provides your alio support or the Weidenhammer alio Client Care Center at (800) 914-2469 during normal business hours. You can also contact Weidenhammer alio Client Care Center via e-mail at wccc@hammer.net. NOTE: If you are contacting the help desk about an existing support incident, please include the support incident number in the Subject line of the e-mail. vii
1 Setting Up the Account Payable Accrual Process Before you can apply the accrual process to your payments, you must define or modify the following Profile Key: ACCRUAL_PROFILE The ACCRUAL_PROFILE key is used to control the appearance of an Accrue check box on the following Payment forms. The Accrue check box will display only on these forms in the Account Year specified in the profile key: FPENT03C PO Payment by Account FPENT03S PO Payment by Line Item FPENT06A Direct Payment FPENT07A Recurring Payments FPENT07B Recurring Payments by Vendor FPENT09A Blanket PO Payment The ACCRUAL_PROFILE key also defines the Transaction Date and Account Period used when accrual payments are posted to prior year accounts. NOTE: For more information about Profiles, refer to the alio System Administration User s Guide. This chapter discusses: Defining the ACCRUAL_PROFILE Profile Key Disabling the Accounts Payable Accrual Functions 1
Setting Up the Account Payable Accrual Process Defining the ACCRUAL_PROFILE Profile Key Use the Profiles program to define the ACCRUAL_PROFILE profile key. IMPORTANT: You must have system administrator access to define or modify profiles in program AMPRF01A Profiles. To define the profile key: 1. Double-click the Profiles option. The Profiles form appears. Tip: Use the Find option to search for a specific Profile key. Figure 1-1. Profiles form AMPRF01A 2. If necessary, click the New button to display the page in Entry mode. A blank line will display. 3. In the Profile Key field, type ACCRUAL_PROFILE. You must type this profile in UPPERCASE letters exactly as shown. 4. In the Profile Data field, type the numeric string that represents the following values: Table 1-1. Profile Data field positions Location in the String Positions 1-2 Positions 3-10 Positions 11-12 Value Represented Type the two-digit Account Year in which the Accrue check box will be visible when using the Payment Entry programs. Note: The Accrue check box will display only on Payment forms in the specified Account Year. Type the date used when posting accrual transactions to the prior year. Date format is MMDDYYYY. Type the two-digit Account Period used when posting accrual transactions to the prior year. 2
Setting Up the Account Payable Accrual Process The following example illustrates an ACCRUAL_PROFILE defined to do the following: Display the Accrual flag when entering payments in Year 02. Use 06/30/2011 as the date to post accrual transactions to prior year (Year 01). Use account period 13 to post accrual transactions to the prior year (Year 01). Figure 1-2. Sample ACCRUAL_PROFILE definition AMPRF01A 5. Click the Save button to save the ACCRUAL_PROFILE key. 3
Setting Up the Account Payable Accrual Process Disabling the Accounts Payable Accrual Functions You must delete the Profile Data defined for the ACCRUAL_PROFILE profile key to disable the Accounts Payable accrual functions. To disable the Accounts Payable Accrual functions: 1. Access the Profiles form. 2. If necessary, click the Find button to display the form in Find mode. 3. in the Profile Key field, click the List of Values to display the ACCRUAL_PROFILE key details. 4. Delete the Profile Data for the ACCRUAL_PROFILE profile key. 5. Click the Save button to save the record. The Accrue check box will no longer display in the Payment programs. 4
2 Creating Accounts Payable Accruals In some situations, a school district may want to pay invoices and update cash in one year, but update the expense account in the prior year. This typically occurs when goods are received before the end of the prior fiscal year, but the payment is not made until the current fiscal year. The Accounts Payable Accrual process allows for the following process improvements: It is not necessary to roll the purchase orders to the new/current year to accrue payments. If a purchase order is not rolled, the accounts on the purchase order relate to either the year the purchase order was created or the last year to which the purchase order was rolled. You are able to make payments in the new/current year for a purchase order that was created in the prior year or rolled to the prior year. It is not necessary to change the account code to go to new/current year's cash or last year's expense account. The payment process will determine the expense account based upon the setting of the Accrue check box. The expense of the payment is performed to the prior year accounts that are on the purchase order. The program will allow you to make a payment for accrual and non accrual payments in one batch for current year purchase orders, previous fiscal year purchase orders, and purchase orders rolled to the prior fiscal year. In the payment posting program, you have only to post the batch once. You post the batch in the year the batch is created. The Accounts Payable accrual process will allow districts to flag these payments using the Accrue check box on the following payment screens: FPENT03C PO Payment by Account FPENT03S PO Payment by Line Item FPENT06A Direct Payment FPENT07A Recurring Payments FPENT07B Recurring Payments by Vendor FPENT09A Blanket PO Payment 5
Creating Accounts Payable Accruals The ACCRUAL_PROFILE profile key controls whether or not the Accrue check box is available to be used. Typically, the need to process accrual payments is limited to the first several months of the fiscal year. After this feature is no longer needed, you should update the ACCRUAL_PROFILE profile key to no longer display the Accrue check box on the Payment forms. See Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1 for more information about the ACCRUAL_PROFILE profile key. The Accounts Payable Accrual process will generate error messages and will not allow the following situations: Accrual of a payment to any year except the immediate prior year (i.e. cannot reference payments in a second prior year). Selection of a payment to accrue if the expense account is in the current year. Non selection of a payment to accrue if the expense account is in the prior year. This chapter discusses: Entering Direct Payment Accruals Entering Purchase Order Payments by Account Accruals Entering Purchase Order Payments by Line Item Accruals Entering Recurring Payments Accruals Entering Recurring Payments by Vendor Accruals Entering Blanket PO Payment Accruals 6
Creating Accounts Payable Accruals Entering Direct Payment Accruals You can use the Direct Payment Entry option to create accrual payments for supplies or services that do not have an associated purchase order. The Direct Payment Entry form contains four blocks of information. This section discusses only how to use the Accrual feature. For more information about the other features in the Direct Payment Entry form, see the alio Financial Accounting System User's Guide. Use the Accrue check box to identify a direct payment to be accrued. To accrue a direct payment: 1. Double-click the Direct Payment Entry option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Direct Payment Entry form appears. Note the Accrue check box. Figure 2-1. Direct Payment Entry form FPENT06A 4. Click to select the Accrue check box when the direct payment being entered should use an expense account from the prior fiscal year and a cash account from the current fiscal year. 7
Creating Accounts Payable Accruals 5. Enter the payment details. The following example illustrates how the form may appear when the Accrue check box is selected. Note the expense Account No is a prior-year account and the Cash Account No is a current year account. Figure 2-2. Sample Accrual Payment using Direct Payment Entry window FPENT06A When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, both the expense Account No and Cash Account No must be current year accounts. When the payment is processed, the expense and cash accounts in the current year will be updated, using the date and account period specified for this batch. 6. Click the Save button to save the payment to the batch. 8
Creating Accounts Payable Accruals Entering Purchase Order Payments by Account Accruals You can use the Purchase Order Payment by Account option to create accrual payments for supplies or services that have an associated purchase order. The purchase order type determines whether or not a specific purchase order can be paid using this program. The Purchase Order Payments by Account form contains three blocks of information. This section discusses only how to use the Accrual feature. For more information about the other features in the Purchase Order Payments by Account Entry form, see the alio Financial Accounting System User's Guide. Use the Accrue check box to identify a payment to be accrued. To accrue a purchase order payment by account: 1. Double-click the Purchase Order Payments by Account option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Purchase Order Payments by Account form appears. Note the Accrue check box. Figure 2-3. Purchase Order Payments by Account form FPENT03C 9
Creating Accounts Payable Accruals 4. Click to select the Accrue check box when the purchase order payment by account being entered should use an expense account from the prior fiscal year and a cash account from the current fiscal year. The purchase order referenced cannot have been rolled into the current year and must exist in the prior year with prior year accounts. 5. Enter the payment details. The following example illustrates how the screen may appear when the Accrue check box is selected. Note the expense Account No is a prior-year account and the Cash Account No is a current year account. The user did not enter these accounts. The expense account defaults from the purchase order. The cash account is updated to a current year account when the Accrue check box is selected. Figure 2-4. Sample Accrual Payment using Purchase Order Payment by Account FPENT03C When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, both the expense Account No and Cash Account No on the purchase order must be current year accounts. When the payment is processed, the expense and cash accounts in the current year are updated using the date and account period specified for this batch. If the expense account on the purchase order is a prior year account and the Accrue check box is not selected, an error message will display. The purchase order cannot be paid using this program in the current year unless the Accrue check box is selected. 6. Click the Save button to save the record. 10
Creating Accounts Payable Accruals Entering Purchase Order Payments by Line Item Accruals You can use the Purchase Order Payment by Line Item option to create accrual payments for supplies or services that have an associated purchase order. The purchase order type determines whether or not a specific purchase order can be paid using this program. The Purchase Order Payments by Line Item form contains three blocks of information. This section discusses only how to use the Accrual feature. For more information about the other features in the Purchase Order Payments by Account Entry form, see the alio Financial Accounting System User's Guide. Use the Accrue check box to identify a payment to be accrued. To accrue a purchase order payment by line item: 1. Double-click the Purchase Order Payments by Line Item option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Purchase Order Payments by Line Item form appears. Note the Accrue check box. Figure 2-5. Purchase Order Payment by Line Item form FPENT03S 11
Creating Accounts Payable Accruals 4. Select the Accrue check box when the purchase order payment by line item you are entering should use an expense account from the prior fiscal year and a cash account from the current fiscal year. The purchase order referenced cannot have been rolled into the current year and must exist in the prior year with prior year accounts. 5. Enter the payment details. The following example illustrates how the form may appear when the Accrue check box is selected. Figure 2-6. Sample Accrual Payment using Purchase Order Payment by Line Item form FPENT03S 12
Creating Accounts Payable Accruals 6. Click the Acct button for each line to view the account distributions. The Purchase Order Payment Accounting form appears. Note the expense Account No is a prior-year account and the Cash Account No is a current year account. The user did not enter these accounts. The expense account defaults from the purchase order. The cash account has been updated to a current year account because the Accrue check box was selected. Figure 2-7. Purchase Order Payment Accounting FPENT04B When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, both the expense Account No and Cash Account No on the purchase order must be current year accounts. When the payment is processed, the expense and cash accounts in the current year are updated using the date and account period specified for this batch. If the expense account on the purchase order is a prior year account, and the Accrue check box is not selected, an error message will display. The purchase order cannot be paid using this program in the current year unless the Accrue check box is selected. 7. Click the Save button to save the record. 13
Creating Accounts Payable Accruals Entering Recurring Payments Accruals You can use the Recurring Payments option to create accruals for payments you make at regular intervals. The Recurring Payments form contains two blocks of information. This section discusses only how to use the Accrual feature. For more information about the other features in the Recurring Payments form, see the alio Financial Accounting System User's Guide. Use the Accrue check box to identify a payment to be accrued. To accrue a recurring payment: 1. Double-click the Recurring Payment option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Recurring Payment form appears. Note the Accrue check box. Figure 2-8. Recurring Payments form FPENT07A 4. Select the Accrue check box when the recurring payment you are entering should use an expense account from the prior fiscal year and a cash account from the current fiscal year. 14
Creating Accounts Payable Accruals 5. Enter the payment details. The following example illustrates how the screen may appear when the Accrue check box is selected. Note the expense Account Number is a prior-year account. Figure 2-9. Sample Recurring Payments form FPENT07A When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, the expense account must be a current year account. When the payment is processed, the expense and cash accounts in the current year are updated using the date and account period specified for this batch. If the expense account entered is a prior year account, and the Accrue check box is not selected, an error message will display. The payment cannot be processed using this program in the current year unless the Accrue check box is selected. 6. Click the Save button to save the record. 15
Creating Accounts Payable Accruals Entering Recurring Payments by Vendor Accruals You can use the Recurring Payments by Vendor option to create accruals for payments you make to specific vendors at regular intervals. The Recurring Payments by Vendor form contains two blocks of information. This section discusses only how to use the Accrual feature. For more information about the other features in the Recurring Payments form, see the alio Financial Accounting System User's Guide. Use the Accrue check box to identify a payment to be accrued. To accrue a recurring payment: 1. Double-click the Recurring Payment by Vendor option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Recurring Payment by Vendor form appears. Note the Accrue check box. Figure 2-10. Recurring Payments by Vendor FPENT07B 16
Creating Accounts Payable Accruals 4. Click to select the Accrue check box when the recurring payment you are entering should use an expense account from the prior fiscal year and a cash account from the current fiscal year. 5. Enter the payment details. The following example illustrates how the form may appear when the Accrue check box is selected. Note the expense Account No is a prior-year account, and the Cash Account No is a current year account. Figure 2-11. Sample Recurring Payments by Vendor FPENT07B When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, both the expense account and cash account must be a current year account. When the payment is processed, the expense and cash accounts in the current year are updated, using the date and account period specified for this batch. If the expense account entered is a prior year account, and the Accrue check box is not selected, an error message will display. The payment cannot be processed using this program in the current year unless the Accrue check box is selected. 6. Click the Save button to save the record. 17
Creating Accounts Payable Accruals Entering Blanket PO Payment Accruals You can use the Blanket PO Payment option to create accruals for payments you make against blanket purchase orders. The Blanket PO Payments form contains two blocks of information. This section discusses only how to use the Accrual feature. Use the Accrue check box to identify a payment to be accrued. To accrue a blanket purchase order payment: 1. Double-click the Blanket PO Payment option. The Batch Master form appears. 2. Complete the Batch Master form. Tip: Refer to Creating a Batch Master section of the alio Financial Accounting System User's Guide for more information. 3. Click the Use This Batch button. The Recurring Payment by Vendor form appears. Note the Accrue check box. Figure 2-12. Blanket PO Payment form FPENT09A 4. Click to select the Accrue check box when the blanket PO payment you are entering should use an expense account from the prior fiscal year and a cash account from the current fiscal year. The purchase order referenced cannot have been rolled into the current year and must exist in the prior year with prior year accounts. 18
Creating Accounts Payable Accruals 5. Enter the payment details. The following example illustrates how the form may appear when the Accrue check box is selected. Note the expense Account No is a prior-year account and the Cash Account No is a current year account. Figure 2-13. Sample Accrual Payment using Blanket PO Payment window FPENT09A When this payment is processed, the expense account in the prior year is updated using the date and account period specified in the ACCRUAL_PROFILE profile key (see Chapter 1, Setting Up the Account Payable Accrual Process, beginning on page 1). The cash account in the current year is updated using the date and account period specified for this batch. If a payment is entered and the Accrue check box is not selected, both the expense Account No and Cash Account No must be current year accounts. When the payment is processed, the expense and cash accounts in the current year are updated using the date and account period specified for this batch. 6. Click the Save button to save the record. 19
3 Accounting Examples This chapter contains the following examples that illustrate the account postings for both non-accrual and accrual payments. Non-accrual Payment Accrual Payment 20
Accounting Examples Non-accrual Payment The following tables illustrate a non-accrual payment posting. Table 3-1. Non-accrual Payment Data Entry Field Data Batch Year 02 Batch Accounting Period 01 Batch Date 07/11/2011 Check Date 07/13/2011 ACCRUAL_PROFILE key 020630201113 Payment Amount $100.00 Expense Account 12.100.175.00311.091.0001 Table 3-2. Payment transaction details Payment Transaction Account Period Period Journal Date Credit Debit Expense 12.100.175.00311.091.0001 01 07/11/2011 100.00 Liability 12.100.000.10100.000.0000 01 07/11/2011 100.00 Table 3-3. Cash transaction details Cash Transaction Account Period Period Journal Date Credit Debit Liability 12.100.000.10100.000.0000 01 07/13/2011 100.00 Cash 12.100.000.10105.000.0000 01 07/13/2011 100.00 21
Accounting Examples Accrual Payment The following tables illustrate a accrual payment posting. Table 3-4. Accrual Payment Data Entry Field Data Batch Year 02 Batch Accounting Period 01 Batch Date 07/01/2011 Check Date 07/03/2011 ACCRUAL_PROFILE key 020630201113 Payment Amount $100.00 Expense Account 11.100.175.00311.091.0001 Table 3-5. Payment transaction details Payment Transaction Account Period Period Journal Date Credit Debit Expense 11.100.175.00311.091.0001 13 06/30/2011 100.00 Liability 11.100.000.10100.000.0000 13 06/30/2011 100.00 Table 3-6. Cash transaction details Cash Transaction Account Period Period Journal Date Credit Debit Liability 12.100.000.10100.000.0000 01 07/03/2011 100.00 Cash 12.100.000.10105.000.0000 01 07/03/2011 100.00 22
Index A A/P Accrual process Situations that cause errors......... 6 A/P Accruals Creating...................... 5 About this User s Guide............. v Accounting examples............. 20 Accrual payment............... 22 Non-accrual payment............ 21 Accounts Payable Accrual process allows for the following process improvements.................... 5 Accrual Payment................. 22 Accrual Payment example Cash transaction details.......... 22 Payment data entry............. 22 Payment transaction details........ 22 Accrual types Blanket PO Payment............. 18 Direct Payment................. 7 Purchase Order Payments by Account.................... 9 Purchase Order Payments by Line Item..................... 11 Recurring payments............. 14 Recurring payments by vendor..... 16 ACCRUAL_PROFILE key Defining...................... 2 Definition..................... 1 Disabling...................... 4 Example...................... 3 ACCRUAL_PROFILE profile key....... 6 Additional Resources.............. vi Publications................... vi Web sites.................... vii AMPRF01A....................... 2 B Blanket PO Payment Accruals.......18 Blanket PO Payment form FPENT09A......................18 Blanket PO Payment window FPENT09A Sample accrual payment..........19 C Contacting alio Support........... vii Creating A/P Accruals..............5 Customer Feedback Form..........25 D Defining ACCRUAL_PROFILE...............2 Direct Payment Accruals............7 Direct Payment Entry form FPENT06A.......................7 Direct Payment Entry window FPENT06A Sample accrual payment...........8 Disabling the Accounts Payable Accrual Functions........................4 E Errors..........................6 F Formatting Conventions........... vi Forms Blanket PO Payment form FPENT09A.................18 Direct Payment Entry form FPENT06A..................7 Profiles form AMPRF01A..........2 Purchase Order Payment Accounting FPENT04B.................13 Purchase Order Payment by Line Item form FPENT03S............11 23
Index Purchase Order Payments by Account form FPENT03C............. 9 Recurring Payments by Vendor FPENT07B................. 16 Recurring Payments form FPENT07A................. 14 Sample Accrual Payment using Blanket PO Payment window FPENT09A... 19 Sample Accrual Payment using Direct Payment Entry window FPENT06A.................. 8 Sample Accrual Payment using Purchase Order Payment by Account FPENT03.................. 10 Sample Accrual Payment using Purchase Order Payment by Line Item form FPENT03S................. 12 Sample ACCRUAL_PROFILE definition AMPRF01A.................. 3 Sample Recurring Payments by Vendor FPENT07B................. 17 Sample Recurring Payments form FPENT07A................. 15 FPENT03 Sample accrual payment.......... 10 FPENT03C....................... 9 FPENT03S...................... 11 Sample accrual payment.......... 12 FPENT04B...................... 13 FPENT06A....................... 7 Sample accrual payment........... 8 FPENT07A...................... 14 Sample accrual payment.......... 15 FPENT07B...................... 16 Sample payment accrual.......... 17 FPENT09A...................... 18 N Non-accrual Payment example...... 21 Cash transaction details.......... 21 P Payment data entry............. 21 Payment transaction details........ 21 PDF tools........................ v PENT09A Sample accrual payment.......... 19 Profile Data...................... 2 Field positions.................. 2 Profiles form AMPRF01A...........2 Programs used in the A/P accrual process.........................5 Publications..................... vi Purchase Order Payment Accounting FPENT04B......................13 Purchase Order Payment by Account FPENT03 Sample accrual payment..........10 Purchase Order Payment by Line Item form FPENT03S................11 Sample accrual payment..........12 Purchase Order Payments by Account Accruals.........................9 Purchase Order Payments by Account form FPENT03C.................9 Purchase Order Payments by Line Item Accruals........................11 R Recurring Payments Accruals.......14 Recurring Payments by Vendor FPENT07B......................16 Sample payment accrual..........17 Recurring Payments by Vendor Accruals........................16 Recurring Payments form FPENT07A 14 Sample accrual payment..........15 T Tables Accrual Payment Cash transaction details....................22 Accrual Payment Data Entry........22 Accrual Payment transaction details..22 Formatting conventions........... vi Non-accrual Cash transaction details....................21 Non-accrual Payment Data Entry....21 Non-accrual Payment transaction details....................21 Profile Data field positions..........2 W Web Sites...................... vii 24
Customer Feedback Form Weidenhammer values the opinions of our customers. Please use this Customer Feedback Form to share your comments with Weidenhammer. Submitting your opinions helps Weidenhammer to analyze your needs in the education industry and improve the quality of our software solution offerings, documentation, and support. To submit your comments, you can complete this form and fax it to Weidenhammer at 610-396-4820. You can also click here to send your comments in an e-mail to Weidenhammer's Client Care Center. Thank you for choosing Weidenhammer as your provider of education-related software solutions. 25
Customer Feedback Form Weidenhammer Systems Corporation Customer Feedback Form Phone: (800) 914-2469 Fax: 610-396-4820 E-Mail: wccc@hammer.net School District: Your Name: Phone: Ext: Your Email: Comment: Comment Details: DO NOT FILL OUT. FOR INTERNAL USE ONLY Weidenhammer Reference Number: Requested Needed Completed Date Time 26
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