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The Accounts Payable Invoice Entry screen Options include parameters that can be utilized to improve/customize your processing. This area also includes an option for a screen report of invoice totals, the ability to quick void a check and the ability to remove batch locks from the system.
Options available from the Invoice Entry list area are:
Menu Path: Financial Mngmnt / A/P / Invoices
The Quick Void option allows you to void checks that have been updated based on the information from the original check. The system automatically builds the void invoice.
On the Invoice Entry screen, click the Options (?) button.
Select Quick Void. The Invoice Void check process screen opens.
Select the Bank Cash Acct used for the check you are voiding. The first Bank Cash Acct in the Bank Cash Accounts List displays by default.
In the Bank Cash Acct EEL, begin typing the bank cash account code. A list appears as you begin to type. Select the code from the list.
Click the Bank Cash Acct button. The Bank Cash Accounts List screen opens:
From the Available Cash Accounts list, highlight the code you want to use.
If the code does not exist, and you have sufficient security, you can add a new cash account code. See the Add Bank Cash Account code section of the Accounts Payable Code Setup User’s Guide.
Click the Select button.
NOTE: To view the Bank Cash Account information without having to edit the Bank Cash Account, click the View button.
In the Sequence frame select the Sequence in which you want the checks to appear.
Check Number &endash; the Invoice Checks list sorts in ascending check number order
Payee Key &endash; the Invoice Checks list sorts in ascending alphabetical order
From the Invoice Checks list, highlight the check to be voided/re-issued.
Use the Check Number or Payee Key lookup at the lower left of this list to search for the check you want to void/re-issue.
NOTE: The Lookup label changes based upon the Sequence selected.
Click the Void Check or the Re-Issue button.
Use the Void Check button if the check is not to be re-issued.
Use the Re-Issue button if the check is to be voided and then re-issued.
If the check has not been reconciled, the Quick Void Update Parameters screen opens.
If the check has already been reconciled, the Cleared Check screen opens indicating that the check has cleared and asks if you are sure you want to proceed. Click the Yes button.
The Quick Void Update Parameters screen opens.
Enter a Batch Number. Today’s date is the default.
Enter a Due Date. Today’s date is the default.
NOTE:
If you want to be prompted for new parameters each time, select Prompt for each selection.
If you want to use the same settings each time you void a check, select Use as default(s) for all selections.
Click the OK button.
The selected check moves from the Invoice Checks list to the Checks to be Voided or Voided/Re-issued list.
If you used the Void Chk button, Void appears in the Void/Re-Issued column.
If you used the Re-Issue button, Void/Re-issue appears in the Void/Re-Issued column.
NOTE: Checks can be removed from the Checks to be Voided or Voided/Re-issued list by highlighting the check to be removed and clicking Delete. To remove all checks from the Checks to be Voided or Voided/Re-issued list click Reset. In either option the checks again become available in the Invoice Checks list.
Click the Build Invoice button.
A Question screen opens asking if you are sure you want to build invoices from the selected checks to be voided or voided/re-issued.
Click the Yes button.
A Processing screen displays followed by the Quick Void Update Counters screen.
The Quick Void Update Counters screen opens. In the Invoices Built (by Check Type) frame, the number of Void and Regular (re-issued) checks the process created display.
Click the OK button.
Click the Close button to return to the Invoice entry screen.
After the process is complete the invoices appear in Batch status on the Invoices list on the Invoice Entry screen and must be updated. This is the invoices transaction that will update and reverse the invoices accounting in the accounting master. See the WESPaC Financial Management &endash; Accounts Payable Batch Update User’s Guide for more information.
The Defaults button, displays the Quick Void Update Parameters screen to enable you to set how you want to process future void/re-issue processing.
The Total Count option provides you with a quick and simple query, of the total amount for invoices currently displayed in the Invoices list, broken down by the current status for the type of invoice.
Menu Path: Financial Mngmnt / A/P / Invoices
If necessary, click the Ranges button and select the invoice range(s) for which you wish to view the total count.
On the Invoice Entry screen, click the Options (?) button.
Select Total Count. The Total Count screen opens.
This screen displays the total amounts for invoices displayed in the Invoices list.
To see the Total Count of a particular invoice type, click on the option next to the invoice type you wish to see:
Computer Checks
Manual Checks
Computer and Manual Checks
Void Checks
The count and amounts are displayed by Invoice status.
Click the Close button to return to the Invoice Entry screen.
The Data Retention on Add feature allows the user to establish default field settings. These defaults are used to complete the respective field during the invoice entry process. These fields can be set to fill with the data from the last invoice entered or with preset default information.
NOTE: All fields for data retention are tied to the user’s security login and can therefore be set differently for each individual user.
Menu Path: Financial Mngmnt / A/P / Invoices
On the Invoice Entry screen, click the Options (?) button.
Select Data Retention on Add. The Data Retention on Add screen opens.
You have two methods to set a field for retention:
Click the Retain check box next to the corresponding field to retain. With the Retain box checked, the system completes the information for the corresponding field on the invoice based upon the last invoice entered. The Default Value fields are not available.
Uncheck the Retain check box next to the corresponding field for which to set a default value. Set a Default Value for a field if you want the same value entered on the corresponding field every time you enter an invoice.
If neither is selected, the corresponding fields on the invoice are blank.
You can use either the Retain or Default Value for each field, but not both. You can have a mixture of settings.
For example, set neither the Retain nor Default Value for Vendor if the Vendor changes with each invoice. If you use the same Cash Account for all invoices, set a Default Value. If you want to have the Invoice Date retained from invoice to invoice during the day, check the Retain check box next to Invoice Date.
The Lookup buttons are only available when the Default Value option is used. Use the Lookup buttons to search for the corresponding value you want to assign to the field.
The following fields are available for Data Retention:
Vendor
PO Number
Invoice File Layout &endash; Select the options for the default layout. Each is a separate setting.
Cash Accounts
Invoice
Invoice Description
Invoice Date:
Current date to use the system date
Blank to leave the field blank during invoice entry.
Due Date:
Current date to use the system date
Blank to leave the field blank during invoice entry
Batch &endash; This is a free form field that allows the user to define a specific batch number to be used on all Invoices.
Acct/Stub &endash; Select Yes to have the invoice accounting information print on the check stub.
Site &endash; Used for determining the default compensating tax rate for invoices.
Check Type &endash; From the drop down list, select a default check type.
Adjustments &endash; is a free form field that allows you to enter a default adjustment amount.
Discounts &endash; is a free form field that allows you to enter a discount amount.
Fiscal Year &endash; Use the drop down list to select Current year or Next year.
Click the OK button to return to the Invoice Entry screen. The settings are be used the next time you add invoices.
The Add Invoice Parameters option lists a number of additional user default setup parameters to aid in the invoice entry process. Setting these parameters will allow you to further customize your entry process.
Menu Path: Financial Mngmnt / A/P / Invoices
On the Invoice Entry screen, click Options (?).
Select Add Invoice Parameters. The Invoice Parameters screen opens.
For the following settings, from the drop down list, select Yes or No:
Require response if PO not on file &endash; Select Yes, to display a message Purchase Order # not found. Is this Purchase Order for documentation only? if the purchase order number you enter in the PO # field on the invoice is not on file.
Check PO year against invoice fiscal year &endash; Select Yes, to display a message The selected PO’s fiscal year does not match the fiscal year on the invoice if the year for the purchase order and invoice do not match. This does not prevent processing of the invoice.
List only line items for payment &endash; Select Yes, if you are tracking detail (paying by line item). Select Yes to show only the items that are available for payment when you enter an invoice. Items that have been fully invoiced do not appear.
Auto Create Account Distribution on Add &endash; Select Yes if you want the system automatically generates the accounting for the invoice based on the purchase order selected. If you are using the PO Receiving module, set this to No. Account distributions are brought from the receiving record.
Include PO Detail Line Items &endash; Select Yes if you wish to include purchase order detail line items.
Default for ’PO LIQUIDATION’ &endash; This field sets the default for the PO Liquidation field on the purchase order referenced on the invoice. Select Part liquidation or Full liquidation. The PO Liquidation field uses the selected status as the default.
Click the OK button to return to the Invoice Entry screen. The settings are used the next time you add invoices.
The Change Lock Status option allows the user to remove batch locks that are created due to improperly exiting the Accounts Payable process (for example,. system lock, power failure, and etc.).
The locks occur to notify the user of a problem within their system and or processing. Locks prevent you from updating transactions that fall within the sources and batch ranges indicated on this screen.
When you receive a message The following batch range cannot be updated, batches within this range are currently in use. You must clear the message by running the Change Lock Status option.
See the Change Lock Status reference guide for more information.
Version 0101.04.07.0 &endash; 010234 PL 060904