Infor ERP LN – AP and Cash Payments Overview

1. Infor ERP LN – AP and Cash Payments Overview Dan Aldridge  CEO  Performa Apps e-mail  dan.aldridge@i-app.com websitewww.inforln.com/wp linkedinDan Aldridge twitter  @Danaldridge1

2. Finance Training Agenda – ACR & CMG • ACR - Accounts Payable Overview • Overview • Master Data • Processing • Open Entries • Exercises • CMG - Cash Management Overview • Overview • Master Data • Processing • Exercises

3. Finance Training Agenda – Accounts Payable • Accounts Payable • Overview

4. Finance Training Agenda – Accounts Payable • Overview • Business Partners • Financial Customer Groups • Processing • Terms • Master Data • Parameters • Procurement Card • Purchase Invoice • Report Definition • Processing • Received Invoices • Invoice – Matching • Invoice - Cost • Recurring Purchase Invoices • Reporting • Open Entries • Dashboard • Aging Reports • Recalculate Invoice-From BP Balances

5. All supplier and/or all customer roles must be defined for a business partner Buy From Sold To Ship From Ship To Business Partner Customer Roles Supplier Roles Invoice From Invoice To Invoice From Invoice To Accounts PayableBusiness Partners Pay To Pay By Pay To Pay By

6. Supplier Buy-From: • BP Status • Language • Area • Line of Business • Address • Order Discount • Purchase Office • Terms of Delivery • SupplierInvoice-From: • BP Status • Language • Address • Currency • Financial Supplier Group • Statement Method • Terms of Payment • Payment Method • SupplierShip-From: • BP Status • Language • Address • Warehouse • SupplierPay-To: • BP Status • Language • Address • Currency • BP Bank Accounts Payable Supplier Information

7. Business Partner Accounts PayableFinancial Supplier Groups Financial Supplier Group Ledger Accounts

8. Financial Supplier Group Information: • Control Account • Currency Profit & Loss • Payment Differences • Discounts • Late Payment Surcharges • Invoice Receipts • Anticipated Payments • Price Differences • Unallocated Payments • Advance Payments • Others Accounts PayableFinancial Supplier Groups

9. Print Purchase Order PN4 Print Good Rec.Note Maintain Receipts Print Claims Maintain Approvals Print Storage List Print Return Notes Accounts PayablePurchase Order Steps Print Purchase Inv. Process Delivered Purchase Orders

10. Accounts PayableCost Invoices • Purpose: To process invoices for (non-inventory) items that were purchased without a purchase order. • No longer separate Transaction Type in LN. • Process Flow: • Maintain Transaction • Purchase Invoice Header • Purchase Invoice Lines Optional: - Change terms of payment. - Attach payment schedule, then create transactions from schedule. - Change authorization data.

11. Receive and Authorize Invoice Booking Difference Purchase Invoice Matching: Automatic or Manual* Approve Price Difference ApproveInvoice for Payment Accounts PayablePurchase Order Matching Register(Voucher) Invoice Optional

12. Received Invoice has been entered in “Maintain Received Purchase Invoices” session Registered Invoice can be a batch in “Maintain Transactions” session. Ledger accounts will then be assigned. Matched Invoice has been matched to Purchase Order and/or Receipt in “Match/Approve Purchase Invoices with Orders” or “Match Receipts” sessions. Approved Invoice has been approved (authorized) in “Approve Purchase Invoices” session Canceled Invoice has been canceled in “Maintain Received Purchase Invoices” session Accounts PayableKeywords

13. Accounts PayableOrder Matching Differences • Booking Difference: • An additional invoiced amount. • Recorded as an add-on cost. • Enter G/L account and dimension code. • For example, freight, insurance, and so on. • Price Difference: • A true Purchase Price Variance (PPV). • The invoiced price is different than the PO price. • G/L account price variance (within tolerances). • G/L account result (outside tolerances).

14. Finance Training Agenda – Accounts Payable Accounts Payable Master Data

15. Parameters • Default Aging Analysis • Transaction Types for Currency Differences • Financial Customer Groups • Procurement Cards • Matching Codes Accounts Payable – Master DataParameters

16. Purchase Invoices • Hold Reasons • Assigned Approvers • Authorizations • Matching Tolerances • Purchase Offices • Reporting • Aging Analysis Data • A/P Statements • Credit Notes Letter Accounts Payable – Master DataParameters

17. Finance Training Agenda – Accounts Payable Accounts Payable Processing

18. Procurement Card processing is focused on corporate houses, where the products are purchased using a corporate Procurement Card. • The buyer is not necessarily a regular buyer of goods in the organization Accounts Payable – Processing Procurement Cards

19. Manually Manually Electronically Electronically Purchase Requisition Holiday Inn hotel EUR 850 Lufthansa EUR 1.400 Holiday Inn hotel EUR 850 Lufthansa EUR 1.400 EUR 2.250 • Manually Match • Automatically Accounts Payable – Processing Procurement Cards

20. Procurement card number Procurement card company (business partner) Status / validation data Credit limit Procurement Cards • Line Category • Purchase requisition • Past adjustment • Others • Default ledger account Procurement Card Lines Accounts Payable – Processing Procurement Cards

21. Accounts Payable - ProcessingReceived Invoices • Purpose: • To optionally preregister invoices without generating financial transactions and opening A/P items. • Also includes authorization by different employees/departments for further A/P processing.

22. Accounts Payable - ProcessingAccounts Payable Purchase Invoice Processing Received Invoices Maintain Transactions Maintain Purchase Invoices Approval Matching with Orders Maintain Transaction Lines Approval GLD Processing

23. Accounts Payable - ProcessingTypes of Matching Register Invoice Yes $ Receipt / $ Invoice - Tolerance No Automatic Match Manual Match Complete Price Difference On FSG Approve Invoice

24. Accounts Payable - Processing Assign Credit Notes to Invoices Later Now Original Invoice Transaction Type One Credit Note to One Invoice One Credit Note to Many Invoices Reduces the Open Balance of the Invoice

25. Period 1 Period 2 Period N Accounts Payable - Processing Recurring Purchase Invoices Today

26. Accounts Payable - Processing Tolerances Higher Lower % $ % $ 5% 100.00 2% 50.00 Receipt Amount = $100.00 Invoice Amount = $120.00 Out of Tolerance Receipt Amount = $100.00 Invoice Amount = $97.00 In Tolerance

27. Finance Training Agenda – Accounts Payable Accounts Payable Open Entries

28. Accounts Payable – Open Entries Print / Display Options • Open Entries • Business Partner (BP) Purchase Invoices • Registered Purchase Invoices by BP • BP Totals • BP by Factoring Company • Print Purchase Invoices • Print Invoice Authorization Schemes • Print Invoice-from BP Balances • Print Invoice-from BPs Total Balances (by Co.) • Print Aging Analysis by Invoice-from BP • Print Invoice-from BP Aging Summary • Print Invoice-from BPs Finalized Transactions • Print Control Account Checklist • Print Recurring Purchase Invoices Need info NOW?

29. Main Accounts Payable Dashboard Accounts PayableDashboard

30. Review Questions and Answers

31. Training Exercise: • Input Cost Invoice • Finalize Batch • Review in Transactions in ACP Dashboards Accounts PayableTraining Exercises

32. Finance Training Agenda – Cash Management Cash Management

33. Finance Training Agenda – Cash Management • Overview • Master Data • Parameters • Payment Authorizations • Bank Relations & Methods • Check Master • Electronic Bank Statements • IRS 1099 Reporting • Processing • Payments to Suppliers • Receive Payments

34. Finance Training Agenda – Accounts Payable Cash Management Overview

35. Cash ManagementRemittance based on cash application • Facilitates quick data entry • Does not restrict user with data consistency checks • Checks are done when applying the remittance advice • Reduction of cash application lead time • Options to easily handle: • Short payments • Over payments

36. Select Invoices for Payment • Payment Created • Financial Posting Payment Batch X2 Exception Error Uninterrupted Payment Process Cash ManagementUninterrupted supplier payment process Payment Batch X1

37. Cash ManagementUninterrupted payment/receipt process Payment Process Defaults • Devices • Starting Check • Senders Identity • File Identification • Device for Payments Payment Process Defaults by Bank/Payment Method

38. Display of all exception errors per payment batch Cash ManagementUninterrupted payment process • Error report during Payment Process

39. DebitCredit DebitCredit DebitCredit Anticipated Payments Cash Clearing Cash Clearing Anticipated Payments Accounts Payable Cash Cash ManagementAccounting for anticipated payments At Check Run At Bank Reconciliation Check received by Supplier and presented to Supplier’s Bank Check mailed Check clears your Bank L E D G E R E N T R I E S

40. Finance Training Agenda – Accounts Payable Cash Management Master Data

41. Cash Management – Master Data Parameters • Parameters • Payments by Company Group • Select Only Finalized Invoices • Payment Differences Tolerances

42. Cash Management – Master Data Payment Authorizations Payment Authorizations Used to limit check writing to selected user along with putting limits on size of payment.

43. Cash Management – Master Data Payment / Receipt Methods Payment / Receipt Methods • Separate Methods for: • Receipts • Payments – Checks • Payments – ACH • Checks Printing: • Multiple Checks • Single Check w/Remittance • Single Check with overflow to Remittance.

44. Cash Management – Master Data Check Master • Check Master • By Payment Method • Check Status: • Not Used • Test Print • Void • Damaged • Anticipated • Rejected • Paid

45. Cash Management – Master Data Check Master • Reasons • Can be Added to Payments • Valid for 1099-MISC • Yes / No

46. Finance Training Agenda Cash Management Processing

47. Cash Management – Processing Supplier Payments • Supplier Payments • Based on Payment Batches • Created by session and modifiable. • Supplier total can not be negative. • Can be used for EFT or Checks • Use separate batches for EFT and Checks • Use different payment Methods. • Payments can be easily voided or rejected until cleared. • Payments not in GLD until Posted. • Automated clearing available with Bank Electronic file. • Requires set up of EBS import specifications. • Still requires manual processing for problem checks.

48. Cash Management – Processing Supplier Payment Process Select invoices for payment Payment advise Trade Note process Automatic payment process Documents Documents File Electronic bank statement Manual bank statement Change Trade Note step Automatic matching Reconcile Open entries

49. Cash Management – Processing Select Invoices for Payment • Select Invoices • Create Batch to pay • May be modified • Not Selected • Prints a report of invoices NOT selected. Helpful Hint: You should print the “Not Selected” report to see what is still open.

50. Cash Management – Processing Payment Advice • Payment Advice • Ability to modify Payment Batch before paying invoices.