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1.6 AP Enhancements

1.6 AP Enhancements. AP Journals now summarized on GL Accounts New Journal by Activity option Entry using date-driven accounting period Combined AP / PO Invoicing Screen Automated posting of Recurring Invoices AP Distribution line to multiple WO Immediate Pay Accounting changes

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1.6 AP Enhancements

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  1. 1.6 AP Enhancements • AP Journals now summarized on GL Accounts • New Journal by Activity option • Entry using date-driven accounting period • Combined AP / PO Invoicing Screen • Automated posting of Recurring Invoices • AP Distribution line to multiple WO • Immediate Pay Accounting changes • New AP Invoice Payment Process • Consolidated Check Print Process

  2. Summarized AP Journals GLRA before Summarized AP Journals: 05/06/2005 36034 NISC Page: 3 Fri 11:12 Transaction Activity Proc: glra 52.0001 Post Dt Journal Mod Batch Vendor # Check # Reference/Invoice # Actv Debit Credit Balance ---------------- --- -------- ------------ -------- ------------------------ ---- -------------- -------------- -------------- ACCOUNT: 1.930.1 GENERAL ADVERTISING EXPENSE Period: 2005,05 2005 Beginning Balance: 0.00 05/06/05 27785 ap Batch 1 90 Letterhead and supplies < > 100.00 0.00 100.00 A C EQUIPMENT AC10090 05/06/05 27785 ap Batch 1 95 Staples-paperclips-pens < > 350.00 0.00 450.00 A & K HARDWARE AK00200 -------------- -------------- -------------- Total # Of Transactions: 2 GLSA Ending Balance: 450.00 450.00 0.00 450.00 -------------- -------------- -------------- Grand Total For All Transactions: 15 2,576,376.43 15,550.78 2,560,825.65 Total # Of Accounts Out Of Balance: 0

  3. Summarized AP Journals (cont.) GLRA after Summarized AP Journals (1.6): Post Date/ Journal Mod/ Batch JrnlCd/ Actv/ Mtrx Debit/ Credit/ Balance Vendor Lookup Name Invoice # Reference Check Amount ------------ --------------- --------------- ------------------------ ------- -------------------- -------------- -------------- ACCOUNT: 930.1 GENERAL ADVERTISING EXPENSES Period: 2005,05 2005 Beginning Balance: 242,176.90 05/09/2005 33778 AP Batch_1 4 AP Invoice < > 350.00 0.00 242,526.90 05/09/2005 33779 AP Batch_2 4 AP Invoice < > 100.00 0.00 242,626.90 -------------- -------------- -------------- Total # Of Transactions: 2 GLSA Ending Balance: 283,272.27 450.00 0.00 242,626.90 -------------- -------------- -------------- Grand Total For All Transactions: 2 242,626.90 0.00 242,626.90 Total # Of Accounts Out Of Balance: 0

  4. Summarized AP Journals (cont.) 05/06/2005 40018 NISC Page: 1 sys Fri 15:59 Transaction Activity Funct: glra Start Dt/Tm: 05/06/2005 4:59 PM Store As: 57526229 Group: Ranges: Begin End 1 Account # 930.1 930.1 * 2 Period (YYYY,MM) 2005,05 2005,05 3 Posting Date 05/08/2005 05/08/2005 4 Account Group Options: * 1 Select Individual Modules No * 2 Print (D)ebits, (C)redits, or (B)oth Both * 3 Select Individual Matrix No * 4 Totals Only No 5 Print In Check # Sequence No * 6 Print Extended References Yes * 7 Primary Accounts Only No * 8 Print Accounts In Acct/Sub Sequence No * 9 Print Accounts With Activity Only No *10 Select Individual G/L Accounts No 11 Cutoff Amount 0.00 12 Cutoff Compare:(L)ess/(G)reater/(E)qual Greater Than Or Equal To *13 Print AP Detail Yes 14 Function Name Set Option “Print AP Detail” = YES to print Detailed AP transactions.

  5. Summarized AP Journals (cont.) GLRA after Summarized AP Journals with AP Details Option (1.6): 05/06/2005 40018 NISC Page: 2 sys Fri 16:59 Transaction Activity Proc: glra 53.0005 Post Date/ Journal Mod/ Batch JrnlCd/ Actv/ Mtrx Debit/ Credit/ Balance Vendor Lookup Name Invoice # Reference Check Amount ------------ --------------- --------------- ------------------------ ------- -------------------- -------------- -------------- ACCOUNT: 930.1 GENERAL ADVERTISING EXPENSES Period: 2005,05 2005 Beginning Balance: 242,276.90 05/08/2005 33774 AP 4 AP Invoice < > 450.00 0.00 242,726.90 90 KINKO'S AC10090 Letterhead and supplies 12345872 100.00 95 ACCESS EAP AK02200 paperclips 12345874 350.00 -------------- -------------- -------------- Total # Of Transactions: 1 GLSA Ending Balance: 284,122.27 450.00 0.00 242,726.90 -------------- -------------- -------------- Grand Total For All Transactions: 1 242,726.90 0.00 242,726.90

  6. Journal by Activity • Eliminates the necessity to sort entries by period (date driven transaction entry) • Provides for summarized entries in GL • One journal is opened for all users until the month end process is updated and closes all open journals • The first time a process affecting GL is run in a module, a journal will open and receive all entries for that activity • The Month End Process with update yes will close all journals for a module • Allows multiple users to post to one journal • Allows multiple periods per one activity journal

  7. Journal by ActivityAP > TableEdits > Options • Journal by User (current method) will default after upgrade • Journal by Activity is new option

  8. Journal by ActivityNo Open Journal Prompt

  9. Journal by Activity“Date Driven” Entry • Posting of transactions in AP will be date driven • The Posting Date and GL Period will no longer be available per journal or batch update process • Each transaction entered will be posted to the GL Period per the month of it’s posting date entered • Multiple periods can be posted to in the same journal • The operator and period will display blank on the SA Journal Inquiry and GL Journal Inquiry • The period will be displayed in transaction details

  10. AP Batch Update – Option #3 “Post By Accounting Date” is being replaced by Journal by Activity Functionality. Previous AP Batch Update Option #3 no longer available New 1.6 AP Batch Update Not available if Jrnl by Activity is on

  11. AP / PO Invoice Screen Combined • Invoice entry accessible from both AP & PO • Previous Operator Security applies • If PO # entered, vendor number populates • PO Purchases are handled as AP type Invoice • PO Returns are handled as AP type MC • PO Invoice Transfer Report no longer exists • Any open invoices will be in a batch “APPO1.6” after the upgrade

  12. PO > Invoice = AP > Invoice

  13. New Combined AP and PO Invoice Entry Screen This Amount is the Subtotal of the Invoice and the GL Distribution Amount. Do not include Discount, Sales Tax, or Addons which will be automatically spread upon saving the invoice.

  14. Invoice Entry Recurring Invoices

  15. Invoice Entry > Recurring Invoices • Enter “Times to Post” as the number of months for recurring posting of an invoice • When Pay Invoices Due pays a recurring invoice, it will automatically post the next month’s invoice • The GL Period for the recurring invoice is derived from the month on the invoice date created

  16. Invoice EntryTaxes / Addons per Line • AP > TableEdits > Options identifies the default for Expensing or Inventory method of Taxes and Addons • Now this method can be changed at time of invoice entry per PO line or GL Distribution Account • Apply Addons per line rather than the whole invoice

  17. Invoice EntryTaxes / Addons per Line

  18. Invoice EntryDistribution to WO Allows for rapid add entry for one line of AP Distribution to multiple work orders.

  19. Invoice Entry – Immediate Pay

  20. Invoice Entry – Immediate Pay • Available in Real Time or Batch Entry • GL Distribution / Cash Entry at time of Check Print • Interfacing Modules updated at Check Print • If recurring immediate pay, next invoice is set up by Pay Invoices Due

  21. New Payment Checklist • Pay Invoices Due Process • Accounts Payable Checks Process • Check Stub Reprint Report

  22. AP > Payment > Pay Invoices Due • Pay Invoices Due Report no longer exists • New Pay Invoices Due process is a screen • Allows for easy selection of Invoices and MC to pay • Most options from previous report have been moved to AP > TableEdits > Options > Check Run

  23. Pay Invoices Due Options • AP > Table Edits > Options > Check Run Tab • Options from Pay Invoices Due and AP Check Print moved here • Defaults based on SA > TableEdits > Report Information before upgrade

  24. AP > Payment Checklist > Pay Invoices Due Screen • Click on “Reset Options” to clear previously processed selections if necessary • Update option will always default to “No”

  25. Pay Invoices Due Accounting • Cash Accounting entry has been moved to the AP Check Print Process • Accounting for next posting of recurring invoice will happen with Pay Invoices Due • Debits GL Distribution Account, Credits AP GL Account • Post Period is the month of the invoice date which is created with the Pay Invoices Due

  26. AP > Payment > AP Checks Process • Consolidated AP Check Print Procedures • Cash Accounting happens with Check Print • Debits AP GL Account and Credits Cash • The Check Date will drive the Journal Period • Automatically processes ACH extract and SA ACH file Creation – APsarb.dat • Many options have moved to AP > TableEdits > Options – Check Run and ACH tabs

  27. AP Check Process Options • AP > Table Edits > Options > Check Run & ACH Tabs • Options from AP ACH Extract (APRGB) and ACH Extract (SARB) moved here • Defaults based on SA > TableEdits > Report Information before upgrade SARB Options

  28. AP > Payment > AP Checks Process (cont.) • Journal # for Check Print no longer required • All invoices previously marked paid AND any immediate pay invoices will be processed in the check print • Immediate Pay GL Distribution Expense accounts are debited at this time (cash credited) • Recurring Immediate Pay Invoices will be posted (GL Distribution Account Debited and Cash Credited)

  29. AP > Payment > AP Checks Process • Please verify options on AP > TableEdits > Options – Check Run & ACH Tabs • Remaining options on Laser Check Print may have to be reset in SA > TableEdits > Report Information Check Date drives the GL Period for Cash Entry

  30. AP > Payment > Check Stub Reprint • Reprint a check, check stub, or ach stub *** Note – a reprinted check will void the original check # and reissue with check # in Option 2 below: New Check# for Reprint (Can reuse same Check #)

  31. Other AP Additions • Added Check Void Button • Added Period End Check List Button • AP Trial Balance Report should be run monthly and reconciled to Accounts Payable GL Account balance • AP Check Register Report

  32. AP – How to write a “Quick Check” • Enter the Invoice in Real Time with the Immediate Pay option on, noting the Bank # used for the invoice • Under Payment, click on AP Check Process and process the Check Print for the Bank # specified on the invoice ***WARNING – Any Invoices updated by Pay Invoices Due will be printed with the Check Print. (This can be verified by processing Pay Invoices Due with the option for Unprinted Checks selected).

  33. 1.6 AP / PO Important Information • Review ALL AP TableEdits Options after upgrading to confirm your default options • View WebEx Recording on 1.6 AP / PO Changes posted onwww.nisc.coop. Navigate to Support > Software Releases > iVUE > 1.6 • Review 1.6 Release Notes carefully

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