The Basics Vender Menu Vendor Maintenance - Change, Delete and add a Vendor Inquiry Options Invoice Menu Add How to add invoices for invoice payment processing Change How to change an invoice Delete How to delete an invoice Invoice Payment Process- Steps to process invoices Invoice Reports- Overview Void Vendor Checks Manual Checks Flexgen Menu Screens move across the Menu Bar and down the sub menu bar Key buttons to remember throughout Flexgen F1- Shows what that field contains F2- Lookup F4- Update 1
1. Select Vendor<Vendor Vendor No.- System Generated PRESS <ENTER> TO CONTINUE 2
Status- Permanent Or Temporary- the default is set to permanent Established Date: Date the Vendor is Added into the system Name - screen pop up to key desired name of Vendor Up to 30 Characters NOTE TO REMEMBER: Many Vendors may have different addresses for Purchase orders and Mailing Remittances Contact, Customer No., Phone No., Fax no., Email Only needs to be entered if you keep up with that information within the software. 1099 Flag Is this Vendor a 1099 Vendor? If it is not, this field will default to <2 - No 1099 Type- Type of Income to be reported to the IRS 3
Tax Id Number a W9 should be filled out from each vendor. W9- Forms can be found at the following link. 1099 QUESTIONS: Please refer to IRS.GOV http://www.irs.gov/pub/irs-pdf/fw9.pdf To Change Vendor Name: With Cursor in Name Field<Options(F5) Name box will pop up, make changes <F4> to update which will take you back to main vendor screen. You may make any additional changes here F4 to update main vendor screen to update F2 STEPS TO DELETE VENDOR<DELETE VENDOR<F2 LOOKUP<OPTION SCREEN TO SELECT DELETE 4
This tool is helpful when a Vendor s AR department calls wanting a payment status. Select Vendor<Payment Verification If Invoice Number is unknown F2 look up will bring up any paid invoices in history 5
Basic information about an invoice 1. SELECT VENDOR <VENDOR HISTORY 2. F2 VENDOR LOOKUP 3. Pop Up Box to Select Activity Vendor Activity Provides Purchase YTD Totals, Purchase Order Totals, and Activity 6
Reporting Options Inquiring History by Vendor Inquiring by Invoice Date Invoice by Account Number Other Reports to Inquire By Accounts Payable Number, Check Number, Check Number and Date, and GASB 54 Reportable accounts Sample Report 1 History by Invoice Date- all invoices in history by that invoice date Select <Invoice from Menu>,<Invoice Reports/Journals>,<Invoice Date>, Enter Criteria, <Enter> 7
Sample Report 2 History by Check Date- all invoices in history by that check date Select <Invoice from Menu>,<Invoice Reports/Journals>,<Check Date>, Enter Criteria, <Enter> Select <Invoice>, <Invoice Reports/Journals>, <Account Number> Key in Beginning Account number and Ending Account Number. (Beginning Account Number can be entered through if unsure of Account) F2 to select specific Vendor or enter through and system will pull all vendors Select Beginning Invoice Date and Ending or enter through to get all. Hit <SELECT> button to see report This report can be quite lengthy unless broken down by specific vendor, account number and date range 8
Select <Invoice>, <Add Invoices> F4 When Invoice is Keyed and over budget- pop up will ask user to continue or not. Y or N 9
To do: Select <Invoice>, <Change Invoices or Delete Invoices>, Once Change or Delete is selected Screen pops up with current invoices that have not been processed for payment. Select desired invoice and proceed. 2 nd screen make changes, <Select F4> If correct Select <F4>. Delete Invoices Select <Invoice>, <Delete Invoice>, <F2 Lookup>,Select Invoice to Delete -<F4>, <Delete> 10
<Select Invoice>,<Invoice Payment Process>> ORDER OF PROCESSING INVOICES 1. Select 2. Pre-Check Register 3. Print Disbursement Checks 4. Check Register 5. Process Payment to GL Selecting Invoices User can F2 in each field to select specific user, fund, cash account, and/or vendor number to choose specific invoices to be processed. Most of our customers simply enter through this screen which will select all invoices System will ask if correct Y or N Pre-Check Register Next step is to print your Pre-Check Register Pre Check Register w/acct. Number is used often because it lists the General Ledger numbers that were keyed. IMPORTANT step to verify that what has been keyed into the system is correct before checks are printed 11
Select<PRE-Check Register OR PRE-Check Register W/Account No. ***Very Important to Verify this report for Errors before we go further*** 1. Enter date desired for checks 2. Beginning Check Number 3. Is this correct Y or N 4. Select Printer <F4 5. When complete Print Check Register if needed 6. Select Process Payments to GL 7. Answer Yes or No 1. Did checks print properly 2. If not <Select Restart Check Printing> If Correct then Next 1. Select <Check Register> print if required 12
Restart Printing Printing without Check Stock in Printer Check Stock upside down in printer Selected Invoices are not correct User entered the next check number incorrectly To Correct Invoices within the Payment Process: <Invoice Payment Process>, <Select Invoices> 1. Deselect invoices 2. Make changes 3. Go back to Invoice payment process 4. Select Invoices to begin over Screen Pops Up - Checkpoint for User to answer Y or N to Continue if all is complete. 13
To Void: <Checks>, <Void Vendor Checks> <Fill in Criteria>Enter through to Complete 1. <Invoice> 2. < Invoice Payment Process> 3. <Manual Check> 4. <Add Manual Check information just as entering any invoice> 5. <F4 to update> 6. Run Manual Check Register 7. Print Manual Check Register if needed. 8. Update Manual checks to G/L (detail) Manual checks are used to record a handwritten check. The appropriate General Ledger account numbers will need to be entered through this manual check for the handwritten check to be recorded to the general ledger Before posting to the general ledger, be sure that all the information is correct. After manual checks have been updated to the general ledger, you cannot go back and repeat a step. If you find that one of the checks were in error, the check must be voided. 14
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