Purchasing and Accounts Payable. User Guide

Purchasing and Accounts Payable User Guide

2005, Jenzabar, Inc. 5 Cambridge Center Cambridge, MA 02142 1.877.535.0222 www.jenzabar.net 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 12807 updates poinvaudit prior year clarification

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... 10 Keystrokes... 10 SECTION 2 - USING THE PURCHASING AND ACCOUNTS PAYABLE SCREENS... 11 Overview... 11 Introduction... 11 Alphabetical Organization... 11 Screen and Window Differences... 12 1042s Information Screens (1 and 2)... 14 Purpose... 14 Access... 14 Example... 14 Fields... 15 Commands... 17 Accounts Payable - Parameter Screen... 18 Purpose... 18 Access... 18 Example... 18 Fields... 19 Commands... 19 Accounts Payable Credit Memo Screen... 20 i

Purpose... 20 Access... 20 Example... 20 Fields... 21 Commands... 22 Accounts Payable Direct Entry Screen... 23 Purpose... 23 Access... 23 Modes... 23 Example... 23 Fields... 24 Commands... 26 Accounts Payable Line Item Entry Screen... 28 Purpose... 28 Access... 28 Example... 28 Fields... 29 Header Information... 29 Line Item and Account Information... 30 Commands... 31 Accounts Payable Payee Entry Screen... 32 Purpose... 32 Access... 32 Example... 32 Fields... 33 Commands... 33 Accounts Payable Requisition Selection Screen... 34 Purpose... 34 Access... 34 Example... 34 Fields... 35 Commands... 35 Accounts Payable Review Screen (Simplified Invoice)... 37 Purpose... 37 Access... 37 Example... 37 Fields... 38 Header Information... 38 Account Information... 39 Commands... 39 Accounts Payable Review Screen (Line Review)... 40 Purpose... 40 Access... 40 Example... 40 Fields... 41 Header Information... 41 Line Item Information... 42 Commands... 43 Assign Buyer - Parameter Screen... 44 Purpose... 44 Access... 44 Example... 44 Fields... 45 Commands... 45 Assign Requisition to Buyer Screen... 46 ii

Purpose... 46 Access... 46 Example... 46 Fields... 47 Commands... 47 Line Item Account Entry Screen (Accounts Payable)... 48 Purpose... 48 Access... 48 Example... 48 Fields... 49 Commands... 49 Line Item Account Entry Screen (Credit Memo)... 51 Purpose... 51 Access... 51 Example... 51 Fields... 52 Commands... 52 Line Item Account Entry Screen (Purchasing)... 53 Purpose... 53 Access... 53 Example... 53 Fields... 54 Commands... 54 Listing of Invoices and Checks for PO Window... 56 Purpose... 56 Access... 56 Example... 56 Fields... 57 Commands... 57 Mass Invoice Entry - Incomplete Journals Window... 58 Purpose... 58 Access... 58 Example... 58 Fields... 59 Commands... 59 Mass Invoice Entry - Query Results Screen... 60 Purpose... 60 Access... 60 Example... 60 Fields... 61 Commands... 62 Mass Invoice Entry Screen... 63 Purpose... 63 Access... 63 Example... 63 Fields... 64 Header Information... 64 Invoice Information... 64 Invoice Charges... 65 Commands... 66 Mass Invoice Entry - Subsidiary Window... 68 Purpose... 68 Access... 68 Example... 68 Fields... 69 iii

Commands... 69 Purchase Order Header Entry Screen... 70 Purpose... 70 Access... 70 Modes... 70 Example... 70 Fields... 71 Commands... 73 Purchase Order Line Item Entry Screen... 76 Purpose... 76 Access... 76 Example... 76 Fields... 77 Header Information... 77 Line Item Information... 78 Commands... 79 Purchase Order Listing Pop-up Window... 81 Purpose... 81 Access... 81 Example... 81 Fields... 82 Commands... 82 Purchase Order Review Screen... 83 Purpose... 83 Access... 83 Example... 83 Fields... 84 Header Information... 84 Line Item Information... 84 Commands... 85 Purchase - Parameter Screen... 87 Purpose... 87 Access... 87 Example... 87 Fields... 88 Commands... 88 Purchasing - Requisition Line Item Selection Screen... 89 Purpose... 89 Access... 89 Example... 89 Fields... 90 Commands... 90 Purchasing - Requisition Selection Screen... 92 Purpose... 92 Access... 92 Example... 92 Fields... 93 Commands... 93 Query Listing Pop-up Window... 95 Purpose... 95 Access... 95 Example... 95 Fields... 95 Commands... 96 Receiving Entry - Review of Received Items Against PO Item Screen... 97 iv

Purpose... 97 Access... 97 Screen Fields... 97 Header Information... 97 PO Line Item Information... 98 Commands... 98 Receiving Header Entry Screen... 100 Purpose... 100 Access... 100 Example... 100 Fields... 101 Commands... 101 Receiving - Information Screen... 103 Purpose... 103 Access... 103 Example... 103 Fields... 103 Header Information... 104 Receiving Information... 104 Commands... 105 Receiving - Line Item Entry Screen... 106 Purpose... 106 Access... 106 Example... 106 Fields... 106 Header Information... 107 Purchase Order Line Item Information... 107 Receiving Line Item Information... 108 Commands... 108 Receiving - PO Summary Screen... 109 Purpose... 109 Access... 109 Example... 109 Screen Fields... 109 Header Information... 110 Purchase Order Line Item Information... 110 Commands... 111 Receiving Review Screen... 112 Purpose... 112 Access... 112 Example... 112 Fields... 112 Header Information... 113 Received Items Information... 113 Commands... 114 Requisition Denial Screen... 115 Purpose... 115 Access... 115 Example... 115 Fields... 115 Commands... 116 Return Screen... 117 Purpose... 117 Access... 117 Example... 117 v

Fields... 117 Header Information... 118 Received Items Information... 118 Return Information... 119 Commands... 119 Returned Goods Review Screen... 120 Purpose... 120 Access... 120 Example... 120 Fields... 120 Header Information... 120 Received Items Information... 121 Commands... 121 SECTION 3 - PROCESSING PURCHASE ORDERS... 123 Overview... 123 Introduction... 123 Decentralizing the Purchasing Process... 123 Automated Purchase Order Approval... 123 Before You Begin... 123 The Process... 124 Commands to Use... 124 Assigning Buyers for Requisitions... 126 Introduction... 126 How to Assign Buyers for Requisitions... 126 Creating a Purchase Order Using a Requisition... 127 Introduction... 127 How to Create a Purchase Order Using a Requisition... 127 Creating a Purchase Order Using Build PO... 130 Introduction... 130 Before You Begin... 130 How to Create a Purchase Order Using Build PO... 130 Issuing a Change Order... 133 Introduction... 133 Before You Begin... 133 Example 1: Change Order Processing with a Single Invoice... 134 Explanation of Example 1... 134 Example 2: Change Order Processing with Multiple Invoices... 135 Explanation of Example 2... 136 How to Issue a Change Order... 136 SECTION 4 - PROCESSING INVOICES... 139 Overview... 139 Introduction... 139 Before You Begin... 139 Automated Invoice Approval... 139 Process... 140 Command to Use... 140 Adding an Invoice Against a Purchase Order... 141 Introduction... 141 How to Add an Invoice Against a Purchase Order... 141 Adding an Invoice for Partial Payment Against a Purchase Order... 143 Introduction... 143 How to Add an Invoice for Partial Payment Against a Purchase Order... 143 Adding a Direct Invoice... 146 vi

Introduction... 146 How to Add a Direct Invoice... 146 Adding a Simplified Invoice... 149 Introduction... 149 How to Add a Simplified Invoice... 149 Recording a Credit Memo... 151 Introduction... 151 How to Record a Credit Memo... 151 Processing a Check Request... 152 Introduction... 152 How to Process a Check Request... 152 Changing the Payee Address on Invoices Against Purchase Orders... 154 Introduction... 154 How to Change the Payee on Invoices Against Purchase Orders... 154 Relieving an Encumbrance... 155 Introduction... 155 How to Relieve an Encumbrance on an Invoice Against a Purchase Order... 155 SECTION 5 - PROCESSING MASS INVOICES... 157 Overview... 157 Introduction... 157 Before You Begin... 157 Process... 157 Commands to Use... 157 Querying and Selecting Mass Invoice Information... 158 Introduction... 158 How to Query and Select Mass Invoice Information... 158 Adding Mass Invoice Information... 159 Introduction... 159 How to Add Mass Invoice Information... 159 SECTION 6 - PROCESSING RECEIVED ITEMS... 161 Overview... 161 Introduction... 161 Before You Begin... 161 Process... 161 Command to Use... 161 Recording Receiving Information... 162 Introduction... 162 How to Record Receiving Information... 162 Adding Receiving Information to Existing Receiving Records... 164 Introduction... 164 How to Record Receiving Information to an Existing Receiving Record... 164 Recording the Return of Received Items... 166 Introduction... 166 How to Record Returned Items Information... 166 SECTION 7 - MAINTAINING YOUR ACCOUNTS PAYABLE DATA WITH PO/INVOICE AUDIT... 169 Introduction... 169 Purpose... 169 PO/Invoice Audit Program - Report Only Mode... 169 PO/Invoice Audit - Update Mode... 169 PO/Invoice Audit Program Process... 170 Running the PO/Invoice Audit Program... 171 Introduction... 171 vii

How to Run the PO/Invoice Audit Program... 171 Sample PO/Invoice Audit Report... 172 PO/Invoice Audit Program-Audit Checks and Solutions... 173 Introduction... 173 Audit Check 1... 173 Audit Check 2... 174 Audit Check 3... 174 Audit Check 4... 174 Audit Check 5... 175 Audit Check 6... 175 Audit Check 7... 175 Audit Check 8... 176 Audit Check 9... 176 Audit Check 10... 178 Audit Check 11... 179 Audit Check 12... 180 Audit Check 13... 180 Audit Check 14... 181 Audit Check 15... 183 Audit Check 16... 184 Audit Check 17... 186 Audit Check 18... 186 Audit Check 19... 187 Audit Check 20... 188 Audit Check 21... 189 Audit Check 22... 191 Audit Check 23... 192 SECTION 8 PRODUCING 1099 FORMS AND TAPES... 193 Overview... 193 Introduction... 193 1099 Form Types Supported... 193 Menu Options for Producing 1099s... 193 Special Considerations for 1099-R Processing... 195 Introduction... 195 The 1099-R Process... 195 Before You Begin... 195 Preparing for 1099 Processing... 197 Before You Begin... 197 Setup Issues... 197 1099 Box Setup... 197 Initializing, Editing, and Updating 1099 Records... 199 Introduction... 199 Selection Process... 199 Mail... 199 Preparing 1099 Forms in Batch or by ID... 200 Introduction... 200 Mail from the Prepare Forms Process... 200 Interpreting the Mail Message... 201 Printing 1099 Forms in Batch or by ID... 202 Introduction... 202 Printing 1099s... 202 Creating Tapes and Diskettes... 203 Before You Begin... 203 Creating the 1099 Tape File... 203 viii

Mail from the Prepare Tape Process... 203 Interpreting and Using the Mail Message... 204 Write Tape Process... 204 Verifying Tapes... 204 Rerunning a "Write Tape" Process... 204 Preparing the Tape Label (Form 5064)... 205 Corrected 1099 Forms... 205 Corrected 1099 Tapes... 206 SECTION 9 - PRODUCING 1042S FORMS AND TAPES... 207 Overview... 207 Introduction... 207 Purpose of the 1042S Form... 207 Before You Begin... 207 Menu Options for Producing the 1042S... 210 Producing the 1042S Form... 210 Producing the 1042S Tape... 210 SECTION 10 - USING THE PURCHASING AND ACCOUNTS PAYABLE REPORTS... 213 Overview... 213 Introduction... 213 How to Generate and Print Reports... 213 Reports for Purchasing and Accounts Payable... 214 Report [A-M] Reports... 214 Report [N-Z] Reports... 216 SECTION 11 - RESPONDING TO SYSTEM MESSAGES... 221 Overview... 221 Introduction... 221 Four Types of Messages... 221 Descriptions of Message Types... 221 Electronic Mail Messages... 222 Warning and Error Messages... 223 Messages from Purchasing and Accounts Payable... 223 Errors from Form Preparation Processes... 223 Errors from the Prepare Forms Process... 224 Foreign Tax Warning Message from the Prepare Forms Process... 224 Error Messages from the Tape Preparation Process... 224 Write Tape Errors... 225 INDEX... 227 ix

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

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 3-6 - 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

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

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

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

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 e-mail 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

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

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

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

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

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

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

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

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 1042 -S menu, and then selecting Finish. The 1042 - 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

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

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

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

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

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

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

Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Credit Memo screen. 1099 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

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

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

Fields The following is a list of fields and their descriptions that appear on the Accounts Payable Direct Entry screen. 1099 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

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

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

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