Accounting AP

1. Create the Vendor record, if it does not exist already:
   • Go to File > Companies
   • Click on ADD button to add a new Company record
2. Define and / or review the Vendor Details, paying attention to the following:
   • Cust/Vend tab
     • Type: should be set to a Vendor, i.e. VENDOR or CUSTVEND (in the case of being both a Customer AND a vendor)
     • Company sub tab for Default Currency with which you do business with this Vendor
     • Vendor sub tab for Attributes, such as: Vendor Payment Terms, Discount Days / Discount %, Vendor Credit Limit, Default Payment Account to pay vendor from, Vendor Tax Applicable Code, Voucher Approver 1 / 2, Default Expense Account and Segment, your Account / Customer Number with this Vendor, the Check Memo Text to add to your Check payment, 1099 Flag and Number, ACH Routing Number and Account Number, Swift Code, and IBAN
3. Define and / or review the Default Site Location for where to remit your payments to this Vendor
   • Identify the Site record where to remit the payment and ensure to fill out at a minimum:
     • Default Payee checkbox (checked).  Note:  select only one Default Site per Vendor record), and
     • Main Contact name (pre-requisite: Contact record exists)

1:23

Create a Manual Voucher

Create a Manual Voucher (used if a Vendor needs to be paid, but a Purchase Order was not created)

1. Open a Customer record of Type VENDOR or CUSTVEND and open the Voucher tab
2. Click the ADD button on the Vouchers grid.  A New Voucher form will open
3. Complete all fields for which you have information
4. Add a VendInvoice No.
5. Open the Line Items tab and click on the Find Product sub tab in the lower grid.  Note:  Q and A Type Items are not available when creating a Manual Voucher
6. Select Items to add to the Voucher by highlighting Items in the Find Product grid and clicking the Add to Voucher button
7. On the Details sub tab, confirm the Cost is correct (edit if needed)
8. If the Account field is blank, a GL Account will need to be selected by clicking drilling into this field.  Alternatively, an Expense Account may be assigned on the Customer record > Cust/Vend tab > Vendor sub tab
9.  Save
10. Go to Extended Menu > Post Voucher or Post Voucher and Release For Payment

2:18

Create a Voucher for Received PO Items

1. Go to Workflow > Accounts Payable > Received POs to Voucher bucket OR Accounting > Accounts Payable > Work Queues > PO Voucher Q > Received POs to Voucher bucket.  Note: Alternatively, POs may be opened independently and a Voucher may be created following steps 3-7 below
2. Drill into a PO from the P.O.’s To Be Vouchered grid.  The PO will open
3. From the Extended Menu of the PO, select Create Vendor Voucher.  An Items to Voucher window will open
4. Highlight the Items for which you wish to create a Voucher and click the Save button.  A Voucher of Invoice Type “Voucher” will open
5. Click the EDIT button and fill in any missing data, such as the VendInvoice No.
6. On the Line Items tab, enter the Vendor Order Reference Number if desired
7. Save the form

On the PO, the Voucher will be referenced and on the Voucher, the PO will be referenced

Note: POs will only drop off the POs to be Vouchered Queue when all Items on the PO have been vouchered

2:33

Create Vouchers for Recurring POs

Voucher Recurring POs

1. Go to Workflow > Accounts Payable > Generate Recurring Vouchers bucket OR Accounting > Accounts Payable > Bill Recurring POs.  The Bill Recurring POs Queue will open
2. Click the Process button
3. Confirm this action by clicking the OK button.  Vouchers will be created for all Recurring POs that are in Confirmed Status and the Un-Released Vouchers Queue window will automatically open
4. If Auto-Release box was checked on the Recurring Purchase Order, this window may be closed – the Vouchers have already been posted and released
5. If the Auto-Release box was not checked on the Recurring Purchase Order, Vouchers may be released by selecting the option on the Extended Menu

1:43

Post and Release Voucher for Payment

Post and Release Voucher for Payment:

1. Workflow > NO CATEGORY > Accounts Payable > Un-Posted / Un-Released Vouchers bucket OR Accounting > Accounts Payable > Work Queues > Un-Released Voucher Q
2.  From the Un-Released Voucher Queue grid, highlight the Voucher that you would like to post and / release for payment
3. From the Extended Menu, select “Post Selected,” “Release Selected,” or “Post and Release Selected.”  Note, if your system requires Voucher approval, the Voucher must be approved and posted before being released for payment.  The Extended Menu also includes an option to Approve / Rescind Approval
4. Click OK
5. After posting and releasing, Vouchers will move to either the Direct Payment Queue, or the Print Checks Queue

Optional: Approve Posted Voucher Before Release for Payment

2:06

Approve a Posted Voucher Before Release for Payment

Approve Posted Voucher

1. Set Approver on Customer record – this will flow through to Purchase Orders, and then to Vouchers created from those Purchase Orders
2. If no Purchase Order is created, the Approver field contents will flow directly to the Voucher
3. Note: you may set one or two Approvers, but if you set two, they must both approve payment

When a Voucher is posted, the Approver will receive an email advising that there is a Voucher awaiting approval.  This Voucher may be found by the Approver in Workflow > Accounts Payable > Un-Posted / Un-Released Vouchers bucket.  Vouchers may not be released for payment until the Approver(s) have approved the Voucher.  Approver may highlight the Voucher in the grid and select Approve (or Rescind Approval) from the grid Extended Menu or approve the Voucher directly from the Voucher.

3:41

Print Checks

Print Checks

From the Checks to Print Queue:

1. Navigate to either Workflow Menu > Accounts Payable > Checks to Print bucket OR Accounting Menu > Accounts Payable > Print Checks.  The Checks to Print Queue will open in a new window
2. Use the filter fields to limit returned results.  Note the Next Check No field and the Bank Balance
3. Highlight the Check(s) you would like to print and from the Print icon menu, select “Print Selected Checks”
4. The Select a Date window will open.  Select a Check Date and click Okay.  The Print Options window will open
5. Choose your Print Form, Print Destination and Print Format.  Click the Print button
6. The Check(s) will print including the Invoice Number(s), Invoice Date and Check Amount
7. A confirmation window will open asking if the Check printed correctly.  Select Yes or No.  If you select No, an Adjust Check Run window will open.   You may use the fields on this form to make any corrections to data that may have caused the Check(s) to print incorrectly.  Make any necessary adjustments and click the Save button
8. Once correct printing has been confirmed, the Voucher will be removed from the Checks to Print Queue.  The Next Check No and Bank Balance fields will auto-update

From a Voucher:

1. Open a Voucher
2. Click on the Print icon and select Print Check from the menu.  The Check form will open
3. You may edit the Date, Company or Site by clicking in the fields, and you may edit they Pay Amount directly in the Vouchers grid
4. Click the Print button.  The Print Options window will open
5. Choose your Print Form, Print Destination and Print Format.  Click the Print button
6. The Check(s) will print including the Invoice Number(s), Invoice Date and Check Amount
7. A confirmation window will open asking if the Check printed correctly.  Select Yes or No.  If you select No, an Adjust Check Run window will open.   You may use the fields on this form to make any corrections to data that may have caused the Check(s) to print incorrectly.  Make any necessary adjustments and click the Save button
8. Once correct printing has been confirmed, the Paid Amount and Balance Outstanding fields on the Voucher will auto-update

2:45

Post Direct Payment for a Voucher

Post Direct Payment for a Voucher

From the Direct Payment Queue:

• Note: Only Vouchers with a payment method other than blank or ‘Check’ will appear in the Direct Payment Queue

1. Navigate to Workflow Menu > Accounts Payable > Direct Payments bucket OR Accounting Menu > Accounts Payable > Direct Payments.  The Direct Payments Queue will open
2. Use the Filters tab to narrow search results as needed
3. Highlight the Voucher you would like to pay directly and from the Extended Menu, select Pay Selected
4. A confirmation window will open.  Confirm or cancel
5. A Select a Check Date window will open.  Select a Date and click the Okay button
6. A Reference Number window will open.  Enter a Reference Number for the Voucher and click OK
7. The processed Voucher will no longer appear in the Direct Payment Queue

From the Voucher:

1. Open a Voucher
2. From the Extended Menu, select the Post Direct Payment option.  Note:  this option will not be selectable if the Voucher Payment Method field is blank or ‘Check’
3. In the Payment Date window that appears, choose a Payment Date and click the Okay button
4. In the Payment Amount window that appears, edit the Payment amount if needed and click the Submit button
5. In the Direct Payment Comments window that appears, enter a Ref No and Payment Type and then click the Post Payment button
6. On the Voucher AP Journal tab, you may drill into the DIRECTPAY line to see the Journal Entries confirming the Direct Payment

0:37

Post Employee Expense Claim Items

Post Employee Expense Claims

1. Navigate to Expenses Review Queue (File > Expenses > Review Queue tab).  Note: you must have permission to approve / post Expenses in order for this tab to be visible
2. Use the form filters to narrow your Expense Review grid results
3. Highlight the Expense line(s) you wish to post and from the Extended Menu, select Post Selected Items
4.  A Date selection window will open.  If you wish, edit the Date and click the Okay button
5. Both the Debit and Credit for the Expense are automatically written to the GL Journal

2:28

Voucher Reimbursable Expense Claim Items

Pay Reimbursable Expense Claims – Expenses that require reimbursement will need to be posted and vouchered

Post Expense

1. Navigate to Expenses Review Queue (File > Expenses > Review Queue tab).  Note: you must have permission to approve / post Expenses in order for this tab to be visible
2. Use the form filters to narrow your Expense Review grid results
3. Highlight the Expense line(s) you wish to post and from the Extended Menu, select Post Selected Items
4.  A Date selection window will open.  If you wish, edit the Date and click the Okay button
5. Both the Debit and Credit for the Expense are automatically written to the GL Journal

Voucher Expense

1. On the Review Queue tab, use the form filters to limit grid results to Unpaid but Posted items
2. Select the desired Expense(s) and from the Extended Menu, select Voucher Selected Items.  A new Unposted Voucher will be created based on the Expense claim.  The Voucher Number will now be listed in the appropriate column in the Expense Review grid
3. Open the Voucher that requires reimbursement
4. Click on the Payee / User tab – confirm that the Payee field has been auto-populated with the Payee’s name
5. On the Header tab, put the form in EDIT mode
6. Click the checkmark next to the VendInvoice No. field.  The field will auto-populate with today’s date
7. Save the form, and from the form Extended Menu select Post Voucher.  All associated Journal Entries will appear on the AP Journal tab
8. From the form Extended Menu, select Release for Payment.  Note: Post and Release for Payment may also be completed in a single step by selecting Post and Release for Payment in step 7

5:22

Prepay Vendor in Advance for a Purchase

Follow this procedure if you need to prepay a Vendor in advance, or record a Vendor Deposit for a purchase

1. On a Customer record, open the POs tab
2. Click the ADD button to create a new Purchase Order.  A New Purchase Order window will open
3. Complete any fields for which you have information including the Vendor Order Reference Number
4. Click on the Line Items tab > Find Products sub tab.  Search for the Product for which you would like to create a Deposit.  Highlight the Product and click the Add to PO button
5. Search for and add the Vendor Deposit Master.  Do this twice and make sure one line is positive and one is negative by editing the Cost
6. Save the PO
7. Click on the Process button and Confirm the PO in the window that appears.  Depending on your system setup, you may need to Approve the PO as well
8. Click on the Process button and Receive the PO.  The Receive Purchase Order window will open
9. Change the Q/Rec (Quantity Received) of the positive Vendor Deposit to 1 and receive it by clicking Tab on your keyboard and then SAVE
10. Refresh the Line Items grid and note the Rcv Date (Received Date) has updated
11. Highlight the positive Vendor Deposit line and from the form Extended Menu, select Create Vendor Voucher.  An Items to Voucher window will open
12. Highlight the Item you wish to voucher and click the Save button.  A Voucher will be created
13. Put the form in Edit mode and complete the VendInvoice No. field (and any other fields as necessary)
14. Save the Voucher
15. From the Voucher Extended Menu, select Post Voucher and Release For Payment
16. If the Payment Method is CHECK, from the Print icon, select Print Check and follow instructions from Print Checks Procedure above

Set up a Vendor Prepaid Expense on a Voucher

2:32

Set Up a Vendor Prepaid Expense on a Voucher

Set Up a Vendor Prepaid Expense on a Voucher

1. On a Customer record, click on the Vouchers tab.  Click on the Add button.  A New Voucher form will open
2. Complete any fields for which you have information including Payment Method and the mandatory VendInvoice No. field
3. On the Line Items tab > Find Product sub tab, search for the Prepaid Insurance Master.  Highlight the Item in the Parts grid and click the Add to Voucher button
4. Enter the Cost directly in the Line Items grid
5. On the Line Items > Detail subtab, change the Account to the PREPAID EXPENSES Account
6. On the Line Items > Prepaid Expense subtab, select a Begin Date and End Date
7. Save the Voucher form
8. From the Extended Menu, select Post Voucher and Release For Payment.  Review transactions on the AP Journal tab

Recognize Monthly Pre-Paid Expenses

2:26

Recognize Monthly Pre-Paid Expenses

Recognize Monthly Pre-Paid Expenses

1. On a Posted Voucher that has been set up for a Prepaid Expense, review the AP Journal tab.  There should already be a Payment listed in the Grid
2. Navigate to Accounting Menu > Month End > Post Prepaid Expense.  A Post Prepaid Expense window will open.  Note that the Post Date defaults to the end of the current month.  Click the OK button
3. On the Posted Voucher, refresh the AP Journal tab to view the Prepaid Expense positive and negative lines
4. On the Voucher > Line Items tab > Prepaid Expense sub tab, note the Prepaid Exp Period number has auto-populated
5. To verify entries, go to Live Data Menu > Accounting > Prepaid Expense Journal Entries.  Select your data set using the Filters tab.  Note: you may also view entries on the Live Data Menu > Accounting > Prepaid Expense Listing

3:06

Find and View AR, AP, GL Journal Entries

Accounting > General Ledger > View GL Journal

1. Go to Main Menu > Accounting > General Ledger > View GL
2. Click the Filterws tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time Period
4. Drill into entry to see further details

Accounting > Accounts Receivable > View AR Journal

1. Accounting > Accounts Receivable > Find AR Journal
2. Click the Filters tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time Period
4. Drill into entry to see further details

Accounting > Accounts Payable > View AP Journal

1. Accounting > Accounts Payable > Find Journal
2. Click the Filters tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time Period
4.         Drill into entry to see further details

0:39

View AP Quick View, Reports, Live Data

View AP Quick Views, Reports and Live Data Locations

• Quick Views:
  • Accounting Menu > Accounts Payable > Quick Views
  • Accounting Menu > Quick Views

   

• Reports:
  • Accounting Menu > Accounts Payable > Reports
  • Accounting Menu > Reports

   

• Live Data:
  • Live Data Menu > Accounting > AP