[MU-FN-6-E] [MU-FN-10-E) Accounts Payable Entry Tips Munis-Financials: Accounts Payable CLASS DESCRIPTION This class will examine new ways to improve efficiency and streamline functionality within the Accounts Payable process. We will explore ways to improve invoice entry, move towards a paperless environment, and incorporate checks and balances. New enhancements will be introduced including workflow features, increased functionality for one-time pay vendors, and four-way matching.
CONTENTS Overview Methods of Entry One-Time Pay Vendor Invoices Imports Discount Tracking Four-Way Matching New Workflow Accounts Payable Entry Tips 2
Overview There are many ways to improve invoice efficiency and policies pertaining to any checks and balances. An Accounts Payable clerk can utilize Quick Entry, Group Entry and Invoice Imports to speed up the data entry process. Once the invoices are entered into the system, a hard copy of each invoice can be scanned into TCM (Tyler Content Manager) through the Batch Scanning process. By instituting this process an office is one step closer to establishing a paperless environment which reduces the need for on-site storage. Methods of Entry Quick Entry Quick Entry in Accounts Payable allows for customization of the Standardized Accounts Payable Invoice Entry. Quick Entry facilitates data entry by displaying or hiding fields so that only the most commonly used fields are available for entry. Quick Entry forms are customized through the Forms Definition program under the master QEM form. Forms Definition Accounts Payable Setup Forms Definition 1. Click Search 2. Search for Name: QEM and type: Master 3. Click Accept (The program will display the default format for AP Quick Entry) Accounts Payable Entry Tips 3
4. Do not make changes to the Master record. To create a custom form, click Copy from the menu group ribbon. Accounts Payable Entry Tips 4
5. Under Copy to form, enter in Name and Description 6. Click Accept and click Yes to proceed with copy. The program will display the new form definition with the Type stating User Modified. The form is ready to be customized. Accounts Payable Entry Tips 5
NOTE: The following fields cannot be removed from the form: Vendor Number, Vendor Name, Remit Address, Invoice Number, Gross Amount, Net Amount, Terms, either Org/Obj/Proj or Full Account string. 7. Click update and press tab to start modifying the detail. The only column needing to be altered is Sz. a. Sz if set it to 0 will hide the field from the screen otherwise input 1 to place the field on the screen. The placement of each field cannot be modified. 8. Click Accept to save the form. The custom form will now be available to use in AP Invoice Entry. NOTE: The Quick Entry Forms can be set up by user. In order for the program to know which form to pull, the form name must be the Munis username. Only one form will be used by Accounts Payable Invoice Entry. If no form is found which matches the Munis username, AP Invoice Entry will pull the first form. Invoice Entry Quick Entry Accounts Payable Invoice Processing Invoice Entry 1. Click Quick Entry from the menu group ribbon Accounts Payable Entry Tips 6
2. Complete the Batch Information screen. 3. Click Accept and the program will put the user in update mode to start entering an invoice using the Quick Entry form. 4. Complete the invoice information as usual. Accounts Payable Entry Tips 7
Group Entry Group Entry allows the user to enter in multiple invoices to partially or fully liquidate one purchase order. The screen allows for minimal information to be entered and will generate multiple invoices.. 1. Choose Group Entry from the menu group ribbon 2. Complete the information on the Batch Information screen and click Accept 3. Enter a PO Number 4. Enter in each Invoice Accounts Payable Entry Tips 8
As the invoices are entered the program gives the user a running total at the bottom of the screen. 5. Once the Gross and Net match the Liquidation Amount, click Accept 6. Click Gen Invoices All the invoices are automatically created and ready to be released. NOTE: Only one credit memo per purchase order can be entered. Three Way Match and Four Way Match cannot be used with Group Entry. Batch Scanning The purpose of Batch Scanning is to allow sites to more easily integrate TCM with their invoice entry flow. Batch Scanning allows the user to scan in a batch of invoices instead of stopping to scan after each invoice is entered. After each invoice is entered, a clerk will be prompted for the number of physical pages of the invoice and this page count along with other invoice information will be passed along to the TCM system. A label will be automatically printed. The label are attached to the invoice and scanned into TCM eliminating the need to store hard copies on-site. The TCM system will read the barcode and look up the associated document. Accounts Payable Entry Tips 9
There are two prerequisites needed in order to utilize Batch Scanning. A compatible label printer must be set up and the following setting must be enabled under Accounts Payable Settings: Enable printing invoice barcode labels for TCM. This is a global setting when enabled, will automatically check off the following box in Invoice Entry s Batch Information screen: Enable TCM invoice barcode label printing. Accounts Payable Entry Tips 10
After each invoice has been entered, a popup box will appear. Print Now choosing this option will print the label immediately. Add to Queue choosing this option will store the label in the printer queue to printer at a future time. Once clicked the following message will appear at the bottom of the invoice screen: Print Queue (displays how many labels are queued to print) Choosing this option will prompt the user to print the queued labels and clear the queue. The printed label will have a barcode, the Invoice Number, Invoice Amount, Vendor Name, # of Pages and a Document Id. Accounts Payable Entry Tips 11
Custom Invoice Imports Accounts Payable offers several types of imports. Importing invoices is a time efficient way of creating several invoices at once. For purposes of this class, I will focus on the functionality of the Custom Import format. Custom Imports allow the user to create a positional or a custom delimited file format for invoice imports. The Custom Import format must be created in the Forms Definition program and is userdefined. The most commonly used format is a delimited file format which is demonstrated in the next section. Accounts Payable Setup Forms Definition 1. Click on Search 2. Enter in Process: apinvimp and Type: Master 3. Click Accept Accounts Payable Entry Tips 12
4. Click Copy from the menu group ribbon. Do not make changes to the Master form. 5. Under Copy to form, enter in Name and Description 6. Click Accept and click Yes to Proceed with Copy. The program will display the new user modified copy ready to be customized. Accounts Payable Entry Tips 13
An important advantage to using a Custom Import is the flexibility it offers to the user. For example: The Standard ASCII Import requires a header record, a detail record and a vendor record. The Custom Import format will allow for a single line import. However, it will limit the user from multiple account allocation or adding vendors-on-the-fly, but offers formats which can be as complex or as simple as the user would like. Defining the Custom Import The following will be a delimited Excel template for a single-line invoice. 1. Click update to begin building the custom import and enter the Number of lines which controls how many lines the import will contain. Accounts Payable Entry Tips 14
2. The Sz column controls where the data fields will be placed in the import and should be consecutively numbered. 3. The Ln column controls what line the data field will be placed in. For example, the LN column in the following example will have 1 placed in all fields indicating the format will be a single line file. 4. The Col column controls the starting number of each field. NOTE: Only the first set of Ln and Col columns should be used. The other two sets must be left as zero. Accounts Payable Entry Tips 15
Below is an example of the Excel Template for a single line import which matches the above customized form. The Excel Template should be saved as a CSV (Comma Delimited) file. Accounts Payable Entry Tips 16
One-Time Pay Vendor Invoices One-Time Pay Vendor invoices can now be combined onto a single check. This new feature is controlled by the Separate Check check box found in Invoice Entry and in Modify Invoices. If the Separate Check box is enabled then a separate check will print for each invoice. The Vendor record stores the default Separate Checks check box. Both, Invoice Entry and Modify Invoices, will pull from the Vendor record default setting. Accounts Payable Entry Tips 17
Accounts Payable Vendor Processing Vendors Once an Accounts Payable invoice has been posted to the General Ledger, the user has the ability to enable the Separate Checks box by pulling the invoice up in Modify Invoices and clicking on Update. Accounts Payable Invoice Processing Modify Invoices Accounts Payable Entry Tips 18
The following fields on each invoice must match exactly in order to be combined onto a single check: Name DBA Address 1 and Address 2 Remit Number City State Zip FID and /or SSN Discount Tracking Invoice entry now has the functionality to track the dollar amounts of discount taken versus discount loss for paid invoices. Discount Tracking allows organizations to assess discount eligibility purchasing and payment procedures to maximize cash flow. When an invoice is entered using an organization code tied to the expense object code defined in AP Settings, a credit transaction is automatically created to the tracking expense account. The payment must be made within the defined discount eligibility dates for that invoice. Accounts Payable Entry Tips 19
Accounts Payable SetupAccounts Payable Settings 1. Click Update 2. Check off Enable discount tracking 3. Enter in discount expense object code 4. Click Accept to save The Discount Object Code should be set up first in Chart of Accounts Segments. Any Organization Code or Segment needs to be set up with this object code. Every Organization Code which will be used Accounts Payable Entry Tips 20
on an invoice will need to be set up with the Discount Object Code. The discounts are tracked at the account level instead of at the fund level. Accounts Payable Invoice Processing Invoice Entry 1. Add a batch 2. Enter Vendor information, Invoice Number and Gross Amount 3. Enter Discount Date (must be after the date of the invoice) 4. Enter Discount Percentage 5. Enter Expense Account where the Org Code has been tied to the Discount Object Code. The Discount Account will not be on the invoice. However the Discount Amount will display in the field on the Accounts allocation line. The full amount of the invoice will get charged to the General Ledger Account if the invoice is paid after the Discount Date. Accounts Payable Entry Tips 21
Once the invoice is posted, the program will credit the discount expense account automatically. If the paying the invoice after the Discount Date set on the invoice, the check amount will be for the full amount. When the Cash Disbursement Journal is run, the discount amount will debit the Discount Account and credit the Expense Account. Once the Cash Disbursements Journal is posted, the Discounts Taken/Lost Report can be run. Four Way Matching Four Way Match is similar to the functionality of Three Way match where purchase order receiving records must be entered before the invoice can be posted. Four Way Match adds an additional requirement of inspector approval on received items. Accounts Payable Entry Tips 22
To start using this feature, an option other than None must be set in Accounts Payable Settings. A new set of fields will display in Requisition Entry and Purchase Order: Inspection Required and By. The Inspection Required box must be enabled to enforce the functionality, an User Id must be entered in the By field. Accounts Payable Entry Tips 23
Requisition Entry Purchase Order Entry Under Purchase Order Workflow Administration Workflow Business Rules, add a POI (Purchase Order Inspections) business rule using RUNTIME as the approver. Once the purchase order has been flagged as Three way match required and as Inspection required along with an Inspector Id, posted, printed, proper PO Receiving have been entered, and the POI pending action has been approved, an invoice is ready to paid against the purchase order. Accounts Payable Invoice Processing Invoice Entry 1. Enter in Batch Header information Accounts Payable Entry Tips 24
2. Enter in a Purchase Order 3. Click update and enter the quantity being invoiced under Inv Qty field 4. Enter in Invoice Header Information 5. Click on Modify in the Liquidation by Line screen 6. Enter in Liq Amount and Invoice Amount 7. Click Green Check Mark and Continue Accounts Payable Entry Tips 25
8. The General Ledger Account line is automatically completed by the program allowing the user to click the Green Check Mark to save. Invoice Discrepancies Accounts Payable Settings has a new tab called Invoice Discrepancies which list 6 conditions that must be met before the invoice can be posted. At least one of these options must be enabled in order to utilize this feature. Invoice Discrepancies takes the burden off of the clerk and places it at the Department level. Invoice entered without a Purchase Order if a clerk enters an invoice without purchase order the invoice will not be posted until a purchase order has been added. Invoice entered for a Purchase Order without sufficient receiving if there are no purchase order receiving records found, the invoice will not be posted until proper receiving records have been entered in the system. Invoice entered for a Purchase Order where the unit price is outside of allowed variance if the unit price is entered outside the variance set in AP Settings on the liquidation screen. Accounts Payable Entry Tips 26
Invoice entered for a Purchase Order where the quantity is greater than the ordered quantity if the invoice quantity is greater than the ordered quantity on the purchase order. The invoice will not be posted until the quantity on the invoice matches the quantity on the purchase order. Invoice entered for an expired Purchase Order- if an invoice is entered against a purchase order whose expiration date has passed. Direct pay invoice entered without a commodity code if an invoice is entered without a commodity code attached. A new Workflow Business Rule Process type APD AP Invoice Discrepancies must exist as well. For Example: If an invoice is entered without a Purchase Order, the invoice status will display as D. The user will not be able to continue to input General Ledger accounts in the detail line until the discrepancy is met. Accounts Payable Entry Tips 27
Batch Scanning option will popup so the clerk can scan in the invoice for the Department approver to pull up for reference. The user can click on Discrepancies from the Menu Group Ribbon located at the top of Invoice Entry to display all invoices in the D status, the Discrepancy and Status of the Discrepancy. The Invoice Discrepancy screen displays the invoice and the discrepancy. The user will have access to workflow approval menu to view the approver the APD pending action is current with OR once the discrepancy has been resolved, to take action (approve, reject, forward or hold). Accounts Payable Entry Tips 28
NOTE: There is an Override box which can be enabled if the user has the permission to override discrepancies. The user has the ability to update the invoice through the Invoice Discrepancy screen so it can be approved. Once the pending action has been approved, the user can continue with account allocation and processing of the invoice. NOTE: It is important to note that ALL pending discrepancies need to be resolved before one can be approved. The user will be prompted with a message stating this. Accounts Payable Entry Tips 29