Need help? The Accounts Payable Help Documentation is designed to make your Accounts Payable experience as efficient as possible.

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Need help?

The Accounts Payable Help Documentation is designed to make your Accounts Payable

experience as efficient as possible.

All you have to do to navigate through this document is simply use the toolbars on the left side

of the screen.

Below is a quick review of how you may use the bookmarks to navigate:

Select the category you are interested

in. For further options, select the

button to maximize the list.

Then, simply select the topic you would

like more details on!

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BankTEL Accounts Payable Main Menu

This is the initial screen that the Accounts Payable users will see once they log into the system. On this Main Menu, users will notice that most of the daily tasks that can be accomplished are located on the left side of the menu. Please see the appropriate bookmark on the left side of the screen for more information about each option.

• Vendors – Users can add and edit vendors here.

• Inquiry – This is quick informational tool that can generate invoice and GL history based on specified search criteria.

• Invoices – Users may enter invoices in this screen.

• Invoice Reports – This option will give users access to pending invoice reports. • Process Payments – Users may print checks, process ACH and direct deposits here. • Interface File Work – This option will send the transactions to your core system. • BankTEL Updates Page – Click here to access latest updates on BankTEL’s website. • Log Support Issue Online – Click here to contact support.

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EDIT

BANKTEL

Users must have specific permissions to the options within the Edit menu. The Edit Menu may be accessed by selecting Edit as shown below.

All of the tasks that may be accomplished within this menu are as follows:  BankMaster Setup  G/L Accounts o Adding o Editing o Deleting  Branches o Adding o Editing o Deleting  Cost Center o Adding o Editing o Deleting

 Setup of Product Codes and MISC fields  Allocation Table Setup

 Setup of Vendor Types

 Editing and Deleting Scheduled Transactions  Editing and Deleting Memorized Transactions  Vendor Special

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BANK MASTER

BankTEL’s Bank Master is a location in which bank wide settings reside. While the majority of these settings are password protected to prevent users from mistakenly causing undesired results there are some settings that are accessible to users.

To access BankTEL’s Bank Master simply select the option shown below from the Accounts Payable Main Menu.

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BANK MASTER

The table below will list each tab and the main options available for each tab.

DEMOGRAPHICS • Default Server Path – This path indicates the location in which the BankTEL directory resides. This would either be a UNC or mapped drive. This path should never be altered without first consulting the BankTEL support staff.

• Bank Name / Address – The information entered her will be visible in many locations including reports and 1099s. • Do Not Allow Users to Perform Internet Updates – This option

will prevent all users from performing updates to BankTEL’s Accounts Payable as well the OFAC SDN List. This option will supersede any user specific permissions.

DEFAULTS Many options can be altered from this location. A few of the main options include :

• Descriptions used when posting entries to General Ledger Accounts

• Activation of the ability to scan invoices / contracts • Criteria for the notification of duplicate invoice payments DATABASE SETUP While this tab is not password protected the information contained in it

would normally be setup during the installation process and prior to any changes the BankTEL support staff should be consulted.

DIRECT DEPOSITS • Direct Deposit Receipts – This option allows users to determine if receipts should or should not be printed for all applicable vendors.

• Direct Deposit Negatives – This option indicates if negative invoices being paid via direct deposit are allowed.

• Direct Deposit Description – Users can select what description should be used when posting entries to the deposit account of a vendor / employee being paid via direct deposit.

CHECK CLEARING

(Password Protected) This tab is used to indicate the account that will be used to fund the Expense Checks that are written as well as the account type (general ledger account or DDA (demand deposit).

ACH SETUP

(Password Protected) This tab contain pertinent information for the processing of ACH payments. This includes information that will be included in the ACH NACHA file that is created as well as the entries that are made to the Core System being used.

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BANK MASTER

MISC

(Password Protected) BankTEL’s Accounts Payable has the ability to interface to many different Core Systems. This tab is used to indicate the Core System being used so that the appropriate interface files are created.

OTHER

(Password Protected) The key information in this location is Password Expiration. The number entered in this location indicates the number of days in which a password will remain active.

ACCRUE EXPENSE

(Password Protected) In some situations clients request to have entries post to the General Ledger Accounts prior to the processing of a payment. The configuration for this setup would be stored here.

DD & PRINTING

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GENERAL LEDGER ACCOUNTS

adding / editing / deleting

G

eneral Ledger Accounts

are the first tier of accounting that is used by all clients. Since BankTEL’s Accounts Payable offers users the ability to “customize” data element titles the term “general ledger account” may show differently on each client’s settings.

A

dding

a new general ledger account to BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

E

diting

a general ledger account in BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu. On the screen that

appears simply select the button titled Add New.

From here simply enter the general ledger account id/name and number.

Save the account by selecting the button titled FINISH.

On the screen that appears simply double click the general ledger account to be edited. Please note that only the account Name can be altered.

From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH.

D

eleting

a general ledger account can be done by selecting the option shown above from the Accounts Payable Main Menu.

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GENERAL LEDGER ACCOUNTS

adding

Adding a general ledger account to the BankTEL software is a simple process that can be completed which just a few clicks of the mouse. From the Accounts Payable Main Menu a user can select Edit / General Ledger Account.

The user will be shown a listing of the current general ledger accounts. From here the button titled New can be selected to add a general ledger account.

On the screen that appears the user will want to be sure and enter the account number into the ID field in the same format as the existing general ledger accounts. Meaning that if existing accounts for 7 digits in length then all new accounts should be entered this way as well.

Once the information is entered the user can select the button titled Finish to complete the addition and then repeat the steps if other accounts should be added.

REIMBURSEMENT EXPENSE TYPE – This section is used in conjunction with the Expense Reimbursements module. Here, users may assign the account that is being created to any of the following expense types: Travel Expenses, Meals/Entertainment, and/or Other Expenses. Accounts that are flagged as Reimbursement Expense Types will appear in the Expense Reports web portal for employees to choose from.

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BRANCHES / CENTERS

adding / editing / deleting

B

ranches / Centers

are a second tier of accounting that is used by all clients. Since BankTEL’s Accounts Payable offers users the ability to “customize” data element titles the term “branch” or “center” may show differently on each client’s settings. Also, be sure as not to confuse branches/centers with a “cost center”. Some core systems refer to branches/centers using the term “cost center” , however, BankTEL’s Accounts Payable does not.

A

dding

a new branch/center to BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

E

diting

a branch/center in BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

On the screen that appears simply select the button titled Add New.

From here simply enter the branch/center id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button

titled FINISH.

On the screen that appears simply double click the branch/center to be edited.

Please note that branch/center ID cannot be altered.

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BRANCHES / CENTERS

adding / editing / deleting

D

eleting

a branch/center can be done by selecting the option shown above from the Accounts Payable Main Menu.

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COST CENTERS / DEPARTMENTS

adding / editing / deleting

C

ost Centers / Departments

are an optional third tier of accounting that is not used by all clients. Since BankTEL’s Accounts Payable offers users the ability to “customize” data element titles the term “cost center” or “department” may show differently on each client’s settings. Also, be sure as not to confuse branches/centers with a “cost center”. Some core systems refer to branches/centers using the term “cost center” , however, BankTEL’s Accounts Payable does not.

A

dding

a new cost center / department to BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

E

diting

a cost center / department in BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

From here simply enter the cost center / department id/name and number. Save the cost

center/department by selecting the button titled FINISH.

On the screen that appears simply double click the cost center / department to be edited.

Please note that cost center / department ID cannot be altered. From here make the necessary changes to the cost

center/department Name and then save these changes by selecting the button titled FINISH.

D

eleting

a cost center / department can be done by selecting the option shown above from the Accounts Payable Main Menu.

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PRODUCT CODES

adding / editing / deleting

P

roduct Codes

are an optional fourth tier of accounting that is not used by all clients. Since BankTEL’s Accounts Payable offers users the ability to “customize” data element titles the term “product code” may show differently on each client’s settings.

A

dding

a new product code to BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

E

diting

a product code in BankTEL’s Accounts Payable can be done by selecting the option shown below from the Accounts Payable Main Menu.

From here simply enter the product code id/name and number. Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. Save the account by selecting the button

titled FINISH.

On the screen that appears simply double click the product code to be edited.

Please note that product code ID cannot be altered.

Also, Default Use Tax information can also be entered for a branch. This can be used to keep users from having to manually enter tax rates each time Use Tax is applied to an invoice. From here make the necessary changes to the account Name and then save these changes by selecting the button titled FINISH.

D

eleting

a product code can be done by selecting the option shown above from the Accounts Payable Main Menu.

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ALLOCATION TABLES

entering / editing / deleting/ using

Allocation tables are a very useful tool that is offered to all BankTEL Accounts Payable clients. The purpose of an allocation table is to allow users to setup a template of how a payment should be “allocated”. This could involve a payment being expensed to multiple branches , general ledger accounts and/or cost centers.

A good example of an allocation table would be a situation in which a client wanted to “allocate” a payment to all branches as seen in the example screen shots in this help topic.

Users could setup an allocation able to allocate a percentage of payments to each existing branch.

In order to do this select the option titled Allocation Tables located beneath Edit on the menu bar on the Accounts Payable Main Menu.

This option will show a listing of all Allocation Tables that have been setup. To create a report of these allocation tables simply click the button titled REPORT.

To setup a new Allocation Table select the button titled New or double click on an existing Allocation Table to make changes

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ALLOCATION TABLES

entering / editing / deleting/ using

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ALLOCATION TABLES

entering / editing / deleting/ using

In the example provided an Allocation Table has been setup to allocate an even percentage of a payment to each branch.

Please note that percentages are not required to be even. The total percentage of allocations must simply equal 100%.

Allocation Tables can be setup to “allocate” expenses to multiples branches, general ledger accounts and/or cost centers.

To flag an Allocation Table as Inactive , which prevents the allocation table from being used, simply select the checkbox titled Table Is Inactive.

Once all maintenance is complete select the button titled Finish to save all changes/additions.

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ALLOCATION TABLES

entering / editing / deleting/ using

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VENDOR TYPES

adding / editing / deleting

V

endor Types

are used to group vendors using user-defined “types”. BankTEL’s Accounts Payable offers the ability to run various reports that can be sorted / filtered by these “types”.

A

dding

a new Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu.

E

diting

a Vendor Type can be done by selecting the option shown below from the Accounts Payable Main Menu.

On the screen that appears simply select the button titled New. From here enter the unique ID that will allow users to identify the vendor type as well as a Name to describe the vendor type.

Please note that once a Vendor Type is saved the ID cannot be altered. However, the Name can be changed at any time.

Click the button titled SAVE to add the new

Vendor Type.

On the screen that appears a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which changes should be made to.

From here simply make the appropriate changes to the Vendor Type Name. Please note that the Vendor Type ID cannot be altered. Click the button titled SAVE to save the changes that were made.

D

eleting

a Vendor Type can be done by selecting the option shown above from the Accounts Payable Main Menu.

On the screen that appears, a listing of existing Vendor Types will be shown. Simply double click the Vendor Type in which you wish to delete.

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MEMORIZED TRANSACTIONS

Main Menu

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MEMORIZED TRANSACTIONS

adding

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MEMORIZED TRANSACTIONS

editing

To edit a Memorized Transaction simply enter the Invoice Entry screen and enter the vendor’s name that Memorized Transaction was setup under.

As you can see on the image above once the vendor’s name is entered the Memorized Transactions for that vendor can be viewed by clicking the tab labeled Memorized.

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MEMORIZED TRANSACTIONS

deleting

Deleting a Memorized Transaction is quick and easy. Simply select the menu option shown below from the Accounts Payable Main Menu.

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SCHEDULED TRANSACTIONS

Main Menu

Scheduled Transactions are a very useful tool provided by Accounts Payable. Scheduled Transactions are used in situations in which a vendor is paid the exact same payment on a recurring basis. The term “exact” is used because Scheduled Transactions are used for payments in which there should not be a need to adjust the payment

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SCHEDULED TRANSACTIONS

adding

To setup a Scheduled Transaction simply enter an invoice into BankTEL’s Accounts Payable as normal. However, prior to saving the invoice simply click the button labeled Scheduled Transaction.

The user will then be prompted to fill out the pertinent information related to the Scheduled Transaction.

Once this information is entered simply click the button titled Saved and the Scheduled Transaction will be setup as a “recurring payment” in the BankTEL Accounts Payable software.

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SCHEDULED TRANSACTIONS

adding

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SCHEDULED TRANSACTIONS

editing

To edit a Scheduled Transaction simply enter the Invoice Entry screen and select the tab titled Scheduled. Using the mouse left click and then right click the Scheduled Transaction that should be edited. The options to either Apply or Edit the Scheduled Transaction will be shown.

To Edit the Scheduled Transaction click the option titled Edit. The information pertaining to the Scheduled Transaction will be shown on the screen. Any necessary changes to the invoice can be made. These changes would include items such as Invoice Number, Description. Etc. Once these changes are made, click the button titled Save Scheduled.

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SCHEDULED TRANSACTIONS

deleting

A Scheduled Transaction can be deleted with just a few clicks of the mouse. To remove a Scheduled Transaction simply click the menu option shown below.

A list of existing Scheduled Transactions will be shown. Using the mouse left click and then right click the Scheduled Transaction to be deleted.

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VENDORS

merging

Prior to merging a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to segregate the vendor’s associated history. All traces of this vendor will be removed from the Accounts Payable system.

To merge a vendor(s) from the Accounts Payable system select the Vendor Merge option as shown below.

The Vendor Merge screen will be shown. Here the user will see their vendors listed in two different sections (a top and bottom section). The top section should be used to select the vendor(s) that will be removed and have their history merged into the single vendor selected in the bottom section.

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VENDORS

deleting

Prior to deleting a vendor(s) in the Accounts Payable system the user will want to be sure that this task should be completed. Once a vendor(s) is deleted there is no way to recovery the vendor or the associated history. All information will be removed from the Accounts Payable system.

If the vendor(s) should be “merged” with another vendor then please see the Q & A section below for information regarding the process of “merging” vendors.

To delete a vendor(s) from the Accounts Payable system select the Vendor Delete option as shown below.

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PAYMENTS

voiding

BankTEL’s Accounts Payable offers users the ability to void Check, ACH and Direct Deposit payments using a very simple routine.

This can be done by selecting the option to Void Payments as seen below.

Once this selection is made users will be able to view outstanding payments.

By default the list of outstanding checks will be shown.

To view outstanding ACH or Direct Deposit payments the users can select the option payment type drop down list at the top of the screen.

In order to void a payment a user must only check the Void checkbox beside each applicable payment.

The button titled Report can be selected to create a report of the selected payments prior to actually voiding the payments.

Once all selections have been verified the user must only select the button titled FINISH to complete the void procedure.

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PAYMENTS

voiding

After the void has been completed, the transactions from the void have been created. Anytime transactions are created, the Interface File Work option should be selected by the end of the day.

The options on the screen above are defined below:

 ADD TO PENDING TX’S FOR REPRINTING - This option can be used when voiding payments and there is a need to add the invoice back to Pending Transactions for reprinting/reprocessing. This is a very valuable option that can be used in situations such as a check being lost in the mail or a payment being entered to an incorrect vendor.

 RECLAIM FUNDS BY ACH DRAFT – This option should only be used if voiding ACH transactions. This option will create the transactions that will reverse the ACH payment. If you wish to use this option, please contact BankTEL support for more information.

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PAYMENTS

manual checks

BankTEL’s Accounts Payable offers users the ability to enter what are referred to as Manual Checks in order to record payments that were made using a means other than BankTEL’s Accounts Payable.

An example of these payments would be a situation in which someone “manually” typed a check at a branch location or by some type of automatic draft.

When Manual Checks are entered entries to the general ledger as well as the expense check clearing account are made however no type of document (paper or electronic) is created. This is because Manual Checks are built around the logic that the payment has already taken place prior to the Manual Check being entered.

In order to enter a manual check a user can simply select the option titled Manual Check beneath the option Activities located on the menu bar on the Accounts Payable Main Menu.

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PAYMENTS

manual checks

Manual Checks should be entered just as normal invoices are entered.

Once all Manual Checks have been entered the button titled Post Checks should be selected to process the manual check payments. This will create general ledger and expense check clearing entries for the payments entered. These entries will be posted to the core system once an Interface is completed.

Manual Checks can edited by selecting the tab titled Pending. Using the mouse simply left click and then right click a payment. This will allow the user to select the option titled Edit to alter information for a Manual Check.

Please see the Entering Invoices Help Topic under the INVOICES MAIN MENU Help Topic for further information on the meaning on each of the fields in the entry screen.

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ENTERING CLEARED CHECKS

BankTEL’s Accounts Payable offers users the ability to “enter cleared checks” so that these checks no longer show on the Outstanding Check Report.

However, please note that this does NOT remove these checks from the any check reconciliation program being used as a part of user’s “core vendor/system”. Also, please make note that BankTEL’s Accounts Payable has the ability to a check reconciliation file for manual or automatic upload to many “core” systems. To find out if this is possible with the “core” system currently being used please contact BankTEL’s support staff.

To “enter cleared checks” into BankTEL’s Accounts Payable simply select the option shown below from the Accounts Payable Main Menu.

The screen shown below will appear.

For example purposes a date range of outstanding checks has already been selected. This was done by using the date range selection fields. Another available option is to use a check number range.

As seen in the screen shot below users can also filter checks by the following:

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ENTERING CLEARED CHECKS

To flag a check(s) as being “cleared” simply select the checkbox beside the check.

To un-flag a check(s) as being “cleared” unselect the checkbox beside the check.

After all selections have been made select the button titled Save to update the status of the check(s).

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OFAC

scanning vendors / updates

BankTEL’s OFAC (Office of Foreign Assets Control) SDN (Specially Designated Nationals) scanning module is an optional piece of BankTEL’s Accounts Payable that can be used to scan vendors against the SDN list as vendors are added. This tool can also be used to scan entries into the vendor listing against the SDN list at any time a user chooses to do so.

Usage of the BankTEL OFAC SDN scanning module is user friendly and can be accessed with only a few clicks of the mouse.

Users can scan a single vendor by selecting the option titled Scan OFAC when adding or editing a vendor.

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OFAC

scanning vendors / updates

Whether a single vendor or an entities entire vendor list is being scanned the scanning of the information against the SDN list will begin automatically once a selection is made.

Vendors will be scanned using an algorithm designed by BankTEL.

The percentage of matching criteria found will displayed on the column titled as % match.

The SDN ID seen is a unique identifier associated with SDN Name. This is designated by OFAC.

The percentage at which a scan takes place can be seen at the top of the screen. The default percentage is 85% but can be changed by using the instructions provided later in this help topic.

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OFAC

scanning vendors / updates

To create a listing of the SDN information in Excel simply select the button titled REPORT.

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OFAC

scanning vendors / updates

A report of the scanning results can be created by selecting the button titled REPORT. This will generate a listing of the scanning results in Excel.

Users can also use the menu options located beneath the option titled File on the menu bar to view previous scans that have taken place. A listing of the scans can be created in Excel by selecting the button titled REPORT.

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OFAC

scanning vendors / updates

To complete miscellaneous task such as reviewing the SDN list or viewing the scanning algorithm used by BankTEL’s OFAC SDN scanning module simply selecting Activities / OFAC SDN Scanning / Open OFAC Application from the menu bar located on the Accounts Payable Main Menu.

Once open BankTEL OFAC SDN scanning module can be used to complete many task as seen below.

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OFAC

scanning vendors / updates

Simply change the percentage of match to a desired percentage.

Users can also elect to “Ignore single word names unless exact match”. Selecting this option would mean , for example, that if the name Chris was scanned it would not produce a match against the SDN name Christopher since the two names do not match exactly.

Users can also view the scanning algorithm used by BankTEL’s OFAC SDN scanning module as well as examples by selecting the menu bar option titled Notes.

The button titled Scan Database can be used to scan vendor list located in other companies that are setup in

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OFAC

scanning vendors / updates

Updates to the OFAC SDN list are released sporadically by the U.S. Department of Treasury and are available to users automatically upon logging into BankTEL’s Accounts Payable.

If the appropriate permissions have been granted to user’s User ID then the option to Install updates will be enabled and a user need only to select this option to download the latest version of the OFAC SDN list.

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YEAR END

1099 printing and electronic filing

While BankTEL’s Accounts Payable does offer users the ability to print and file electronically 1099-MISC forms these options are not as widely used as in years past.

This is due to the fact that BankTEL offers a high percentage of clients the option of interfacing 1099-MISC information into their “core vendor/system”.

Please, contact BankTEL’s Support Staff to find out if this is possible.

However, if the printing of 1099 forms is desired then simply click the option shown below from the Accounts Payable Main Menu. Please note that preprinted 1099_MISC forms are needed and these can be purchased at most office supply stores as well as a variety of other vendors.

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YEAR END

1099 printing and electronic filing

Verification of these figures can be completed by using the report titled Vendor LYR / YTD PURCHASES. This report can be seen by selecting the option for Vendor reports as seen below. From here users will have the ability to run the Vendor LYR / YTD PURCHASES report. This report will show information such as:

• Vendor LYR (Last Year Taxable) amounts

• Vendor 1099 Status (applicable or not applicable)

Users should verify that all applicable 1099 vendors are flagged as such.

Users should also verify pertinent vendor 1099 information by using the report titled Vendor 1099 / IRS Information. This report can be selected from the same area as the Vendor LYR / YTD PURCHASES report. Users should verify information such as:

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YEAR END

1099 printing and electronic filing

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YEAR END

1099 printing and electronic filing

From here users can elect to print a 1099 for all vendors listed by selecting the button titled Print All. They can also “pick and choose” which vendors to print a 1099 for by selecting a vendor , holding down the CTRL key on their keyboard and then selecting any other vendors to print a 1099 for. After all vendors have been selected they can then select the button titled Print Selected, to print the 1099s.

The button titled Report can be used to create a report of the vendor’s shown.

Please note that the steps shown above are normally completed for the vendor’s copy only. Most clients then use BankTEL’s Accounts Payable to create a file for uploading to the IRS FIRE (Filing Information Returns Electronically) SYSTEM. The steps shown below will explain how this file can be created. However, if the FIRE SYSTEM will not be used for reporting 1099s to the IRS then simply repeat the steps shown above to print 1099s for reporting to the IRS.

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YEAR END

1099 printing and electronic filing

The screen shown below will be seen.

The five digit Control Number is required. This would be the IRS Reporting Number (or TCC) provided by the IRS.

To create the file simply select the button titled Build File.

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YEAR END

year end yearly closeout

Prior to the first processing of payments for each year users will be prompted to close out the year in BankTEL’s Accounts Payable.

This task is not optional and must be completed. However, closing out the year is very simple to do.

Upon attempting to pay invoices for the first time in the current year users will be shown the prompt seen below.

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Reports

Main Menu

BankTEL’s Accounts Payable offers a vast array of reports that can be created by users at any time. While BankTEL’s Accounts Payable gives users the ability to create “predefined” reports it also allows users to create customized reports that can be recreated with just a few clicks of the mouse.

The drop down list shown below gives a listing of the “predefined” reports available in BankTEL’s Accounts Payable. Each of these reports can be customized by the user to match their specific needs.

This drop down list can be accessed by selecting the menu option titled Reports from the menu bar located on the BankTEL Accounts Payable Main Menu.

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REPORTS

vendors

When the Vendors report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created.

The screenshot below shows a listing of the predefined reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single “X” beneath the header titled Modified.

A report can be created by simply double clicking on the report in the available list.

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REPORTS

vendors

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REPORTS vendor management

When the Vendor Management report option is selected users will be prompted to select one of the available built in reports or to view a customized report that has been previously been created.

The screenshot below shows a listing of the built in reports as well as an additional customized/modified report that has been setup for example purposes. Customized/modified reports are identified by a single “X” beneath the header titled Modified.

A report can be seen by simply double clicking on the report in the available list.

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REPORTS vendor management

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REPORTS

vendor contracts

When the Vendor Contracts report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously created.

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REPORTS

vendor contracts

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REPORTS

invoices (pending)

When the Invoices (Pending) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

Once a report is selected the report layout will be seen as shown below. Please note that data fields seen for each report will vary. However, the available data fields for each report are the same.

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REPORTS

invoices (paid/voided)

When the Invoices (Paid/Voided) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

Notice that the options pertaining only to “pending” invoices are disabled. This includes options such as Pending Invoices , Selected To Pay, etc.

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REPORTS

invoices (all)

When the Invoices (All) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

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REPORTS

payments(checks/direct deposits/ACH)

When the Payments(checks/direct deposits/ACH) report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

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REPORTS

g/l history

When the G/L (General Ledger) History report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

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REPORTS

use tax reports

When the Use Tax report option is selected users will be prompted to select one of the available predefined reports or to view a customized report that has been previously been created.

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REPORTS

chart of accounts

When the Chart of Accounts report option is selected users will immediately be shown a listing of general ledger accounts.

The View drop down can be used to create a listing of other items including Centers/Branches.

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REPORTS

login history

The Login History Report can be used to view each user’s login attempt to BankTEL’s Accounts Payable. This is for successful as well as unsuccessful logins.

This report can also be used to view when accounts are LOCKED as well as UNLOCKED. This is dependant upon a client using BankTEL’s Accounts Payable user lockout option (See: Glossary : Login Attempts before account is

locked ).

The report can be sorted by Date as well as user and can be filtered to include logins for any particular date range.

The report can also be filtered by Login Success or Lockout by using the filter checkbox options.

The information can be seen on the screen by selecting the button titled Report.

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REPORTS

how to use

Most reports in BankTEL’s Accounts Payable can be “modified/customized” in order to include only the information desired by the user.

However, if no modifications are desired to a selected report then a user can simply “run” a report by selecting the menu bar option titled Create/Refresh Report shown below.

If modifications are desired this can be done by selecting the menu bar option titled Modify Report located on each report. This option can be seen below.

Selecting this option will produce a popup menu that allows users to modify the report in many ways. This can be done by using the three tabs seen below. While the informational fields available on each report will vary the options available will not.

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REPORTS

how to use

The second tab titled Sort/Options can be used to select fields in which the report should be sorted by. The ranking of the sort fields selected rank from top to bottom. This means that the field selected in Sort Field 2 will be sorted within the field selected in Sort Field 1.

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REPORTS

how to use

SUBTOTAL DESCRIPTION COLUMN When subtotals are included in a report this selection indicates which column in which the subtotals will be produced beneath.

SORT FIELD Use these selections to sort a report. The ranking of the sort fields selected rank from top to bottom.

REVERSE ORDER By default all reports are sorted in ascending order (lowest to highest). By selecting this option reports will be sorted in descending order (highest to lowest).

SUB TOTAL When a sort field is selected checking this box will create a subtotal for that field each time the sort field changes.

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REPORTS

how to use

REPORT TYPE When summary is selected this indicates that the report should only create a summary record for each sort field selected. If no sort fields are selected then only a total count for each record in the report will be shown.

When detail is selected this indicates that the report should be created and include detailed information for each record.

REPORT NAME The report name is included in the report header. If the default name is not desired a user can simply alter it here.

REPORT TITLE By default no Report Title is included. If a user wishes to include a Report Title they can key it here. This information will be seen in the report header.

PRINT HEADER Be default this option will be selected.

However, if a user desires not to have a header included on a report this option can be

unselected.

PRINT FOOTER Be default this option will be selected. However, if a user desires not to have a footer included on a report this option can be unselected.

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REPORTS

how to use

Using the operator dropdown (equal to , greater than, etc.) a user can select how the fields should be compared for filtering/querying.

When a field and operator are selected the button titled Add Filter should be selected to add the filter/query. Multiple filter/queries can be selected.

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REPORTS

how to use

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REPORTS

how to use

Once a modifications have been made to a report these changes can be incorporated by simply exiting the

Modification popup. Shown above and then selecting to Create/Refresh the report as shown in the example below.

Selecting this option will load the information onto the screen. At this point a user has many options.

• If modifications were made to the report and it is desired to have these changes saved in the form of a new report that can be accessed at a later time this can be done by selecting the option titled Save Modified Report as shown in the example below.

When the report is saved users have the ability to title the report as needed. These reports can then be recreated at a later date by selecting them from the report list. When modified reports are created they are associated with the category of report in which they were created. This simply means that if a modified report was created under Vendors then this modified report would only show when Vendors is selected in the future.

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REPORTS

how to use

In the second example, shown below the user would be prompted with a list of vendor reports and the modified report created would be noted with an “X” in the column titled Modified. Please note that multiple modified reports can be created.

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REPORTS

how to use

• Another option would be to Print/Export the report for easier viewing. This can be done by selecting the menu bar option titled Print/Export Report as shown below.

Once this option is selected a user will be shown a print preview of the report. An example of this is shown below.

A listing of the available options is shown below as well as details of the options.

PRINT Allows a user to print a paper copy of the report.

EXPORT/SAVE Allows a user to export a copy of the report to any of the following file types :

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REPORTS

how to use

• HTML • XML • TAB

PAGE SETUP Allows a user to edit items such as : • Page Margins

• Orientation (Landscape / Portrait) PRINT SCALING Allows a user to alter the view of the report to

the following : • Original • Percentage • Fit To Page

ZOOM Allows a user to zoom in or out on the report that has been created.

• Users can also continue to modify the report.

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VENDOR MANAGEMENT SETUP

If using BankTEL’s Enhanced Vendor Management Setup users have the ability to setup configurations that determine the following:

• When users are notified of contract dates as they begin / end.

• When users are notified of contract dates as they begin / end after a user has elected to ignore notification.

• The importance of each available risk that can be associated with a vendor. These risks are used in determining the Overall Risk of a vendor (none, low, moderate, or high).

To alter these configurations select the option shown below from the Accounts Payable Main Menu.

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EMAIL SETUP

In BankTEL’s Accounts Payable email notification can be sent for any of the following task:

• Payments being made via Direct Deposit. Email notification of the payment can be sent to a vendor. • Payments being made via ACH. Email notification of the payment can be sent to a vendor.

• Notification of invoices requiring approval. Email notification can be sent to approval officers.

(Only available when using BankTEL’s Invoice Approval. Contact BankTEL Support for pricing)

• Notification of contracts expiring , starting , coming up for renewal, etc.. Email notification can be sent to the Notification User as these dates arrive / pass.

(Only available when using BankTEL’s Enhanced Vendor Management. Contact BankTEL Support for pricing)

To configure email notification in BankTEL’s Accounts Payable simply select the menu bar option shown below from the Accounts Payable Menu.

The screen shown below will appear allowing a user to setup configurations as needed.

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EMAIL SETUP

If Microsoft Outlook will be used to send emails from BankTEL’s Accounts Payable select YES in the option labeled Use MS Outlook.

If SMTP (Simple Mail Transfer Protocol) will be used then select No for this option and assign any applicable configurations mentioned below.

Email Server will need to be populated with either the IP (Internet Protocol) address or the name of the SMTP server. The UserID and Password fields will also need to be populated with a valid user name and password if this is required by SMTP configurations setup on the user’s network.

A brief explanation of each remaining fields is given below.

EMAIL FROM When emails are received they appear to have been sent from the email address entered in this location. EMAIL REPLY TO The email address entered here will receive any replies

to emails that are sent from BankTEL’s Accounts Payable.

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EMAIL SETUP

(Carbon Copied) on all outgoing email from BankTEL’s Accounts Payable.

EMAIL BCC Any email address keyed into this field will be BCCed (Blind Carbon Copied) on all outgoing emails from BankTEL’s Accounts Payable.

DISCLAIMER The information keyed into this area will appears as the disclaimer on all outgoing emails from BankTEL’s Accounts Payable

SERVER PORT If a port other than the default for SMTP (port 25) is to be used then it should be keyed here.

SERVER TIMEOUT This is the amount of time that BankTEL’s Accounts Payable will wait for data from the server when making a request. This value is represented in milliseconds (Ex: 1000 milliseconds = 1 second)

USER ESMTP If set to YES then BankTEL’s Accounts Payable will attempt to login use the EHLO command on the mail server.

USE SSL If SSL (Secure Socket Layer) is to be used then YES should be selected here. This specifies as to whether to negotiate and use SLL for communication or

communicate plain text.

SLL is not commonly used. If set to YES and the mail server is not expecting SSL then a timeout error will be received.

Also please note that if this option is set to YES then the Server Port will most likely need to set to a port other than 25 (the default used by SMTP). This is due to the fact that most secure mail servers use a port other than 25.

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APPROVAL PROCESS

Please note that Approval Process’s should only be setup when using BankTEL’s Invoice Approval. This is an additional module that when purchased works in coordination with BankTEL’s Accounts Payable.

When flagging invoices for approval users have the ability to require an invoice to be flagged by a single Approval Officer or they can setup an Approval Process that will require an invoice to be approved by multiple Approval Officers.

An Approval Process can be setup by selecting the menu bar option shown below on the Accounts Payable Main Menu.

This option will display all current Approval Processes as well as allow users to edit , delete or add to the current list.

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APPROVAL PROCESS

If multiple Approval Officers are required to approve an invoice prior to payment then they should be listed in the order in which the approval process should take place. The Rule should be set to REQUIRED.

Rules can also be set to require approval by a certain Approval Officer when an invoice includes particular information. This includes invoices that are for a certain amount or invoices that include allocations to a certain General Ledger Account, Branch/Center or Cost Center. These Rules can be setup by using the Rule drop down and also the Comparison (Comp.) drop drown. The Comparison drop down includes all operators such as :

> Greater Than < Less Than = Equal To <> Not Equal To

>= Greater Than or Equal To <= Less Than or Equal To

Please note that the ID for an Approval Process cannot be altered once an Approval Process is saved.

The button titled Delete can be used to remove an existing Approval Process.

Allow Admin Override can be used to allow a “level” of the Approval Process to be approved not by the User selected but by an Approval Admin.

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USERS/APPROVAL OFFICERS

Main Menu

Adding, editing or deleting a User/Approval Officer in BankTEL’s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse.

Please note Approval Officers are only applicable when using BankTEL’s Invoice Approval Module if previously purchased.

Prior to editing or adding a User/Approval Officer it should first be determined what permissions that a User/Approval Officer should be given.

A listing of available permissions can be seen below.

 USER NAME (ID) – This Field always defaults to caps and can be a maximum of 10 characters. There is no minimum length

 EMAIL ADDRESS – This field is optional. However, the email address is necessary for approval officers and employees submitting Expense Reports. It is good practice to enter the email address when setting up a new user.

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USERS/APPROVAL OFFICERS

Main Menu

 MISC. INACTIVE USER – This flag will deactivate the user account and keep the user account information available for future use.

 MISC. ADMINISTRATOR - This permission allows a user to have unlimited authority to all options in BankTEL’s Accounts Payable. Multiple “administrators” are allowed.

 CHANGE OTHER USERS INVOICES – This permission will allow the user to update invoices that have been submitted by other users.

 INTERNET UPDATES - This permission will allow the user to install the automatic updates that are pushed out. This will include any Accounts Payable and OFAC updates.

 APPROVAL OFFICER – If flagged as an Approval Officer users will then have access to BankTEL’s Invoice Approval Module. This is only applicable if BankTEL’s Invoice Approval Module has been purchased.  APPROVAL ADMIN - If flagged as an Approval Admin users will have the ability to approve , place on hold

or decline all invoices in BankTEL’s Accounts Payable. They will be able to change the status not only of invoices flagged for their approval but also invoices flagged for approval by other Approval Officers. This is only applicable if BankTEL’s Invoice Approval Module has been purchased.

 APPROVAL LIMIT - If an Approval Officer should only be allowed to approve invoices for certain dollar amounts this amount should be entered here. This is only applicable if BankTEL’s Invoice Approval Module has been purchased.

 ASSOCIATED VENDOR (EXPENSE REIMBURSEMENT) - The selection here determines what vendor will be associated with any reimbursements entered by the user. Meaning the vendor that will be paid when the reimbursement is turned into an invoice in BankTEL’s Accounts Payable system. This should normally be a vendor that represents the user (employee). If no vendor is associated with the user then no vendor will be shown in the vendor drop down when the reimbursement is turned into an invoice in BankTEL’s Accounts Payable system.

 ASSOCIATED APPROVER (EXPENSE REIMBURSEMENT) - The selection here determines what approver or approval process must approve an employee’s reimbursement request prior to this request being turned into an invoice in BankTEL’s Accounts Payable system. If no approver or approval process is associated with the user the invoice can still be approved by selecting an approver or approval process when the invoice is turned into an invoice in BankTEL’s Accounts Payable system.

ASSOCIATED APPROVER (PURCHASE ORDERS) - The selection here determines what approver or approval process must approve any purchase orders created by the user. If no approver or approval process is associated with the user all purchase orders created by the user would not require approval.

 EDIT USERS - This permission allows users to setup / edit or delete user profiles. This also allows a user to edit their own permissions.

 EDIT ALLOCATION TABLES -This permission allows users to setup / edit or delete Allocation Tables. To learn more about Allocation Tables. View the help topic concerning Allocation Tables.

 EDIT BANK - This permission allows users to edit bank wide settings which will affect all users.  EDIT DATA ENTRY ITEMS - This permission allows users to edit the titles of data entry items such as

Centers/Branches and General Ledger Accounts. It also gives the ability to remove usage of these items.  EDIT G/L ACCOUNTS - This permission allows users to edit / delete or add General Ledger Accounts in

BankTEL’s Accounts Payable.

 EDIT VENDORS - This permission allows users to edit / delete / add or merge vendors in BankTEL’s Accounts Payable.

 EDIT G/L CENTERS- This permission allows users to edit / delete or add Centers/ Branches in BankTEL’s Accounts Payable.

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USERS/APPROVAL OFFICERS

Main Menu

 ENTER INVOICES - This permission allows users to enter invoices of all payment types (Check/ACH/Direct Deposit) into BankTEL’s Accounts Payable.

 PROCESS CHECKS/DIRECT DEPOSITS - This permission allows users to process the payment of invoices that are being paid using via check or direct deposit.

 ENTER MANUAL CHECKS - This permission allows users to enter and process manual checks payments. View the help topic concerning Manual Checks to learn more.

 CHECK RECON - This permission allows user to Enter Cleared Checks into BankTEL’s Accounts Payable. This allows user to add or remove checks from the outstanding check report. View the help topic concerning Entering of Cleared Checks to learn more.

 INTERFACE SETUP - This permission allows users to edit settings that control how entries post to the core system/vendor. Incorrect alterations to this setup can result in the non-posting of entries.

 INTERFACE - This permission allows user to interface transactions from BankTEL’s Accounts Payable to the core system/vendor.

 RESET/CLEAR GL FILE - This permission allows users to reset previously created transactions to the current day’s date if needed. This option would only be used in a situation in which a user needed to resend transactions from a prior date that had not posted. These transactions would be sent as a whole (an entire days work/check run) and not individually.

 VOID PAYMENTS - This permission allows user to void payments including those made by Check / ACH / Direct Deposit.

 PROCESS ACH PAYMENTS - This permission allows users to process the payment of invoices that are being paid via ACH.

 YEAR END - This permission gives users access to task such as: o Printing of 1099-MISC’s

o Printing of W9 Request in mass o Creating of the 1099 IRS FIRE File

o Updating Vendor YTD (year to date) or LYR (last year) purchases from historical transactions in mass

 REPORTS - This permission allows users to run , view and print/export all reports in BankTEL’s Accounts Payable.

 EDIT G/L DEPTS - This permission allows users to edit / delete or add Departments/Cost Centers in BankTEL’s Accounts Payable.

 SPECIAL - This permission is only necessary in a situation in which a client uses specialty programs. An example of a specialty program would be the interfacing of information to Moneygram/Travelers. Usage of these programs would have been discussed during the software installation if applicable.

 POST ACCRUED PAYABLES - This permission allows users to run an option in BankTEL’s Accounts Payable that is referred to as “Post Accrued Payables”. This option is rarely used by clients. The purpose of “Post Accrued Payables” is to allow a client to post entries to General Ledger Expense Accounts prior to the cutting of Expense Checks and the processing of Direct Deposits.

 OFAC SCANNING - This permission allows users to scan vendors against the OFAC SDN list. View the help topic concerning OFAC SDN Scanning to learn more.

 REBUILD G/L FILE - This permission allows users to “rebuild” entries from a prior day in order to interface these transactions. Be aware that incorrect usage of this option can result in the “double posting” of transactions.

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USERS/APPROVAL OFFICERS

Main Menu

 EXPENSE REPORTS - This user permission allows a user to access BankTEL Systems Expense Report Managment module and enter reimbursements. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems.

 MANAGEMENT REPORTS - This user permission allows a user to access BankTEL Systems Management Reports module and create reports. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems.

 PURCHASE ORDERS - This user permission allows a user to access BankTEL Systems Purchase Order module. If this permission is disabled then you have not purchased this module. For more information on this product contact BankTEL Systems.

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USERS / APPROVAL OFFICERS

adding

Adding a new User/Approval Officer to BankTEL’s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse.

To add a new User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users.

This option will show a listing of current Users/Approval Officers and will also allow a user to create a report listing of current users by selecting the button titled Report.

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USERS / APPROVAL OFFICERS

adding

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USERS / APPROVAL OFFICERS

editing

Editing a User/Approval Officer in BankTEL’s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse.

To edit a User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users.

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USERS / APPROVAL OFFICERS

editing

To edit a User/Approval Officer in BankTEL’s Accounts Payable double click the User/Approval Officer to be edited.

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USERS / APPROVAL OFFICERS

deleting

Deleting a User/Approval Officer in BankTEL’s Accounts Payable is a simple task that can be completed with only a few clicks of the mouse.

To delete a User/Approval Officer select the option titled Configure from the menu bar located on the Accounts Payable Main Menu. From here select Edit Users.

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USERS / APPROVAL OFFICERS

deleting

To delete a User/Approval Officer in BankTEL’s Accounts Payable double click the User/Approval Officer to be deleted.

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VENDORS

Main Menu

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VENDORS

Adding

Adding a vendor to the BankTEL software is a simple process that can be completed in one of two ways. Users normally don’t know about new vendors until the invoice arrives. This means that vendors are typically added as invoices are being entered into Accounts Payable and that is how this documentation will guide you through the process. Vendors can also be added by selecting the option titled Vendors from the Accounts Payable Main Menu.

To add a new vendor to Accounts Payable the user can simply type in the vendors name as they normally would. Accounts Payable will recognize that this vendor does not exist and will display the vendor’s name in red. The new vendor can be added to the system by clicking the menu option titled New Vendor.