Purchasing
and Accounts Payable
© 2005, Jenzabar, Inc.
5 Cambridge Center
Cambridge, MA 02142
1.877.535.0222
www.jenzabar.net
This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved.
Trademarks and Attributions
Jenzabar, Jenzabar.com, and all related graphic logos are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and may be trademarks of their respective owners.
Filename: ugpo
Revision History
Revision Date
Comments
March 31, 2005
Standards updates
December 16, 2005
SMO 12807 updates
March 14, 2006
poinvaudit prior year
JENZABAR, INC.
PURCHASING AND ACCOUNTS PAYABLE USER GUIDE TABLE OF CONTENTS
SECTION 1 - GETTING STARTED... 1
Overview... 1
Introduction ... 1
Product Differences ... 1
Purpose of This Guide... 1
Intended Audience... 1
Learning Objectives... 1
How to Use This Guide... 2
Structure of Jenzabar User Guides ... 2
Other Information Resources ... 3
Introduction ... 3
Resource List... 3
Before You Begin Purchasing and Accounts Payable ... 4
Introduction ... 4
Components of the Purchasing and Accounts Payable Product ... 4
Purpose of the Purchasing Application ... 4
Purpose of the Accounts Payable Application ... 4
Purpose of the Receiving Application... 4
Purchasing and Accounts Payable Process ... 5
Status of Purchase Orders and Invoices... 6
Form Types... 7
Prerequisite Tasks... 7
Background Knowledge... 7
Reporting Tools ... 8
Standard ACE Reports ... 8
Conventions Used in This Guide... 9
Introduction ... 9
Style Conventions... 9
Jenzabar-Specific Terms... 10
Keystrokes ... 10
SECTION 2 - USING THE PURCHASING AND ACCOUNTS PAYABLE SCREENS ... 11
Overview... 11
Introduction ... 11
Alphabetical Organization... 11
Screen and Window Differences ... 12
1042s Information Screens (1 and 2) ... 14
Purpose ... 14
Access ... 14
Example... 14
Fields ... 15
Commands ... 17
Accounts Payable - Parameter Screen ... 18
Purpose ... 18
Access ... 18
Example... 18
Fields ... 19
Commands ... 19
Purpose ... 20
Access ... 20
Example... 20
Fields ... 21
Commands ... 22
Accounts Payable Direct Entry Screen ... 23
Purpose ... 23 Access ... 23 Modes ... 23 Example... 23 Fields ... 24 Commands ... 26
Accounts Payable Line Item Entry Screen ... 28
Purpose ... 28
Access ... 28
Example... 28
Fields ... 29
Header Information... 29
Line Item and Account Information... 30
Commands ... 31
Accounts Payable Payee Entry Screen ... 32
Purpose ... 32
Access ... 32
Example... 32
Fields ... 33
Commands ... 33
Accounts Payable Requisition Selection Screen ... 34
Purpose ... 34
Access ... 34
Example... 34
Fields ... 35
Commands ... 35
Accounts Payable Review Screen (Simplified Invoice)... 37
Purpose ... 37 Access ... 37 Example... 37 Fields ... 38 Header Information... 38 Account Information... 39 Commands ... 39
Accounts Payable Review Screen (Line Review) ... 40
Purpose ... 40
Access ... 40
Example... 40
Fields ... 41
Header Information... 41
Line Item Information... 42
Commands ... 43
Assign Buyer - Parameter Screen... 44
Purpose ... 44
Access ... 44
Example... 44
Fields ... 45
Commands ... 45
Purpose ... 46
Access ... 46
Example... 46
Fields ... 47
Commands ... 47
Line Item Account Entry Screen (Accounts Payable) ... 48
Purpose ... 48
Access ... 48
Example... 48
Fields ... 49
Commands ... 49
Line Item Account Entry Screen (Credit Memo)... 51
Purpose ... 51
Access ... 51
Example... 51
Fields ... 52
Commands ... 52
Line Item Account Entry Screen (Purchasing) ... 53
Purpose ... 53
Access ... 53
Example... 53
Fields ... 54
Commands ... 54
Listing of Invoices and Checks for PO Window ... 56
Purpose ... 56
Access ... 56
Example... 56
Fields ... 57
Commands ... 57
Mass Invoice Entry - Incomplete Journals Window ... 58
Purpose ... 58
Access ... 58
Example... 58
Fields ... 59
Commands ... 59
Mass Invoice Entry - Query Results Screen ... 60
Purpose ... 60
Access ... 60
Example... 60
Fields ... 61
Commands ... 62
Mass Invoice Entry Screen... 63
Purpose ... 63 Access ... 63 Example... 63 Fields ... 64 Header Information... 64 Invoice Information ... 64 Invoice Charges... 65 Commands ... 66
Mass Invoice Entry - Subsidiary Window ... 68
Purpose ... 68
Access ... 68
Example... 68
Commands ... 69
Purchase Order Header Entry Screen ... 70
Purpose ... 70 Access ... 70 Modes ... 70 Example... 70 Fields ... 71 Commands ... 73
Purchase Order Line Item Entry Screen ... 76
Purpose ... 76
Access ... 76
Example... 76
Fields ... 77
Header Information... 77
Line Item Information... 78
Commands ... 79
Purchase Order Listing Pop-up Window ... 81
Purpose ... 81
Access ... 81
Example... 81
Fields ... 82
Commands ... 82
Purchase Order Review Screen... 83
Purpose ... 83
Access ... 83
Example... 83
Fields ... 84
Header Information... 84
Line Item Information... 84
Commands ... 85
Purchase - Parameter Screen... 87
Purpose ... 87
Access ... 87
Example... 87
Fields ... 88
Commands ... 88
Purchasing - Requisition Line Item Selection Screen ... 89
Purpose ... 89
Access ... 89
Example... 89
Fields ... 90
Commands ... 90
Purchasing - Requisition Selection Screen ... 92
Purpose ... 92
Access ... 92
Example... 92
Fields ... 93
Commands ... 93
Query Listing Pop-up Window... 95
Purpose ... 95
Access ... 95
Example... 95
Fields ... 95
Commands ... 96
Purpose ... 97
Access ... 97
Screen Fields... 97
Header Information... 97
PO Line Item Information... 98
Commands ... 98
Receiving Header Entry Screen ... 100
Purpose ... 100
Access ... 100
Example... 100
Fields ... 101
Commands ... 101
Receiving - Information Screen ... 103
Purpose ... 103 Access ... 103 Example... 103 Fields ... 103 Header Information... 104 Receiving Information... 104 Commands ... 105
Receiving - Line Item Entry Screen... 106
Purpose ... 106
Access ... 106
Example... 106
Fields ... 106
Header Information... 107
Purchase Order Line Item Information ... 107
Receiving Line Item Information ... 108
Commands ... 108
Receiving - PO Summary Screen ... 109
Purpose ... 109
Access ... 109
Example... 109
Screen Fields... 109
Header Information... 110
Purchase Order Line Item Information ... 110
Commands ... 111
Receiving Review Screen ... 112
Purpose ... 112
Access ... 112
Example... 112
Fields ... 112
Header Information... 113
Received Items Information... 113
Commands ... 114
Requisition Denial Screen ... 115
Fields ... 117
Header Information... 118
Received Items Information... 118
Return Information... 119
Commands ... 119
Returned Goods Review Screen... 120
Purpose ... 120
Access ... 120
Example... 120
Fields ... 120
Header Information... 120
Received Items Information... 121
Commands ... 121
SECTION 3 - PROCESSING PURCHASE ORDERS ... 123
Overview... 123
Introduction ... 123
Decentralizing the Purchasing Process ... 123
Automated Purchase Order Approval ... 123
Before You Begin ... 123
The Process ... 124
Commands to Use... 124
Assigning Buyers for Requisitions... 126
Introduction ... 126
How to Assign Buyers for Requisitions ... 126
Creating a Purchase Order Using a Requisition ... 127
Introduction ... 127
How to Create a Purchase Order Using a Requisition... 127
Creating a Purchase Order Using Build PO... 130
Introduction ... 130
Before You Begin ... 130
How to Create a Purchase Order Using Build PO ... 130
Issuing a Change Order ... 133
Introduction ... 133
Before You Begin ... 133
Example 1: Change Order Processing with a Single Invoice... 134
Explanation of Example 1... 134
Example 2: Change Order Processing with Multiple Invoices ... 135
Explanation of Example 2... 136
How to Issue a Change Order... 136
SECTION 4 - PROCESSING INVOICES... 139
Overview... 139
Introduction ... 139
Before You Begin ... 139
Automated Invoice Approval... 139
Process... 140
Command to Use... 140
Adding an Invoice Against a Purchase Order ... 141
Introduction ... 141
How to Add an Invoice Against a Purchase Order... 141
Adding an Invoice for Partial Payment Against a Purchase Order ... 143
Introduction ... 143
How to Add an Invoice for Partial Payment Against a Purchase Order ... 143
Introduction ... 146
How to Add a Direct Invoice ... 146
Adding a Simplified Invoice ... 149
Introduction ... 149
How to Add a Simplified Invoice ... 149
Recording a Credit Memo ... 151
Introduction ... 151
How to Record a Credit Memo ... 151
Processing a Check Request ... 152
Introduction ... 152
How to Process a Check Request... 152
Changing the Payee Address on Invoices Against Purchase Orders... 154
Introduction ... 154
How to Change the Payee on Invoices Against Purchase Orders... 154
Relieving an Encumbrance ... 155
Introduction ... 155
How to Relieve an Encumbrance on an Invoice Against a Purchase Order... 155
SECTION 5 - PROCESSING MASS INVOICES ... 157
Overview... 157
Introduction ... 157
Before You Begin ... 157
Process... 157
Commands to Use... 157
Querying and Selecting Mass Invoice Information... 158
Introduction ... 158
How to Query and Select Mass Invoice Information ... 158
Adding Mass Invoice Information ... 159
Introduction ... 159
How to Add Mass Invoice Information... 159
SECTION 6 - PROCESSING RECEIVED ITEMS ... 161
Overview... 161
Introduction ... 161
Before You Begin ... 161
Process... 161
Command to Use... 161
Recording Receiving Information ... 162
Introduction ... 162
How to Record Receiving Information... 162
Adding Receiving Information to Existing Receiving Records ... 164
Introduction ... 164
How to Record Receiving Information to an Existing Receiving Record ... 164
Recording the Return of Received Items ... 166
Introduction ... 166
How to Record Returned Items Information ... 166
SECTION 7 - MAINTAINING YOUR ACCOUNTS PAYABLE DATA WITH PO/INVOICE AUDIT... 169
Introduction ... 169
Purpose ... 169
PO/Invoice Audit Program - Report Only Mode ... 169
PO/Invoice Audit - Update Mode ... 169
PO/Invoice Audit Program Process... 170
Running the PO/Invoice Audit Program ... 171
How to Run the PO/Invoice Audit Program ... 171
Sample PO/Invoice Audit Report... 172
PO/Invoice Audit Program-Audit Checks and Solutions ... 173
Introduction ... 173 Audit Check 1 ... 173 Audit Check 2 ... 174 Audit Check 3 ... 174 Audit Check 4 ... 174 Audit Check 5 ... 175 Audit Check 6 ... 175 Audit Check 7 ... 175 Audit Check 8 ... 176 Audit Check 9 ... 176 Audit Check 10 ... 178 Audit Check 11 ... 179 Audit Check 12 ... 180 Audit Check 13 ... 180 Audit Check 14 ... 181 Audit Check 15 ... 183 Audit Check 16 ... 184 Audit Check 17 ... 186 Audit Check 18 ... 186 Audit Check 19 ... 187 Audit Check 20 ... 188 Audit Check 21 ... 189 Audit Check 22 ... 191 Audit Check 23 ... 192
SECTION 8 – PRODUCING 1099 FORMS AND TAPES ... 193
Overview... 193
Introduction ... 193
1099 Form Types Supported... 193
Menu Options for Producing 1099s... 193
Special Considerations for 1099-R Processing ... 195
Introduction ... 195
The 1099-R Process... 195
Before You Begin ... 195
Preparing for 1099 Processing... 197
Before You Begin ... 197
Setup Issues ... 197
1099 Box Setup ... 197
Initializing, Editing, and Updating 1099 Records... 199
Introduction ... 199
Selection Process... 199
Mail ... 199
Preparing 1099 Forms in Batch or by ID ... 200
Introduction ... 200
Mail from the Prepare Forms Process... 200
Interpreting the Mail Message ... 201
Printing 1099 Forms in Batch or by ID ... 202
Introduction ... 202
Printing 1099s... 202
Creating Tapes and Diskettes ... 203
Before You Begin ... 203
Mail from the Prepare Tape Process... 203
Interpreting and Using the Mail Message... 204
Write Tape Process ... 204
Verifying Tapes... 204
Rerunning a "Write Tape" Process... 204
Preparing the Tape Label (Form 5064) ... 205
Corrected 1099 Forms... 205
Corrected 1099 Tapes... 206
SECTION 9 - PRODUCING 1042S FORMS AND TAPES ... 207
Overview... 207
Introduction ... 207
Purpose of the 1042S Form ... 207
Before You Begin ... 207
Menu Options for Producing the 1042S ... 210
Producing the 1042S Form... 210
Producing the 1042S Tape... 210
SECTION 10 - USING THE PURCHASING AND ACCOUNTS PAYABLE REPORTS ... 213
Overview... 213
Introduction ... 213
How to Generate and Print Reports ... 213
Reports for Purchasing and Accounts Payable... 214
Report [A-M] Reports... 214
Report [N-Z] Reports ... 216
SECTION 11 - RESPONDING TO SYSTEM MESSAGES ... 221
Overview... 221
Introduction ... 221
Four Types of Messages ... 221
Descriptions of Message Types ... 221
Electronic Mail Messages... 222
Warning and Error Messages... 223
Messages from Purchasing and Accounts Payable... 223
Errors from Form Preparation Processes ... 223
Errors from the Prepare Forms Process ... 224
Foreign Tax Warning Message from the Prepare Forms Process... 224
Error Messages from the Tape Preparation Process... 224
Write Tape Errors ... 225
SECTION 1 - GETTING STARTED
Overview
Introduction
The Jenzabar Purchasing and Accounts Payable product allows you to enter and maintain information about items your institution has ordered, paid for, and received. This product includes the following three applications:
• Purchasing • Accounts Payable • Receiving
In addition, the Purchasing application includes a program for the Assign Buyer feature.
Product Differences
This guide contains information for using all the features for the Purchasing and Accounts Payable product. Your institution may or may not have all the features documented in this guide.
Purpose of This Guide
This guide serves as a learning tool and a reference guide for adding and updating purchasing, accounts payable and receiving information.
Intended Audience
This guide is for use by menu users who perform data entry operations in the purchasing office, the accounting office, and the receiving area. Menu users include the person responsible for Purchasing and Accounts Payable, administrative assistants, and operators.
Learning Objectives
Using this guide, you will be able to:
• Process the assignment of buyers for approved requisitions.
• Process various types of purchase orders and change orders, including creating and terminating them.
• Process various types of accounts payable entries, including applying invoices against purchase orders, inputting direct invoices, creating credit memos and processing check requests.
• Process various types of receiving entries, including handling the receipt and return of goods. • Use PO/Invoice Audit to maintain accounts payable records and balances throughout your
How to Use This Guide
If you are not familiar with how your institution maintains its purchasing, accounts payable and receiving information, read this guide for detailed information about how to use the applications. If you are familiar with how your institution maintains this information, and need specific
information in a particular area, use the Table of Contents and the Index to locate the pages you need.
If you are using a character-based version instead of the GUI version of Jenzabar CX, the screen mode name is listed in the upper left corner of your screen. Refer to the mode name in the Index to locate the screen title used in the GUI version and in the Screens Section of this guide.
Structure of Jenzabar User Guides
Jenzabar user guides contain the following sections: • Section 1 - An overview of general information
• Section 2 - A reference of the application’s screens, fields, and commands • Section 3 - 6 - Detailed procedures for using the application
• Section 7 - A procedure for producing reports and report reference information • Section 8 - A reference of application error and warning messages
Other Information Resources
Introduction
This user guide contains information about the screens, options, and procedures that are specific to Purchasing and Accounts Payable. However, some of these may be used in other Jenzabar CX products. Documentation for these common features appears in the manuals or guides to which they most specifically relate.
Resource List
The following provides references to other Jenzabar documentation for certain functions, screens, and options that are not described in this user guide.
For more information about: See:
Approval screens and procedures Requisitioning User Guide Assigning Buyer screens and procedures Requisitioning User Guide Check Writing screens and procedures Check Writing User Guide
Common windows Getting Started User Guide
Communications management Communications Management User Guide
Detail windows Getting Started User Guide
Jenzabar CX menus Getting Started User Guide
Jenzabar CX universal commands: Help
ID-type Query Scroll
Table Lookup
Getting Started User Guide
Journal Reports General Ledger Technical Manual
PERFORM screens:
Common commands General description Ring menus
Getting Started User Guide
Program screens:
Common commands General description Toolbars
Getting Started User Guide
Purchasing and Accounts Payable screen flow diagram
RPA Technical Manual Purchasing and Accounts Payable tables and
table maintenance
RPA Technical Manual Requisitioning screens and procedures Requisitioning User Guide
Query tools (including Accounting and Budget) Getting Started User Guide and General Ledger User Guide
QuickMate Installing QuickMate and QuickMate online
help
Reporting tools Getting Started User Guide
Before You Begin Purchasing and Accounts Payable
Introduction
This section provides the following:
• General information about the Purchasing and Accounts Payable product • A summary of the Purchasing and Accounts Payable process
• A checklist of information you need to know and tasks you need to perform before using Purchasing and Accounts Payable
• A description of Jenzabar reporting features
• Background knowledge you must possess to use Purchasing and Accounts Payable
Components of the Purchasing and Accounts Payable Product
The Purchasing and Accounts Payable product contains the following application programs: • Purchasing
• Accounts Payable • Receiving
• Purchase Order Invoice Audit
Purpose of the Purchasing Application
The Purchasing application contains the following two programs: • Assign Buyer
• Purchase
The primary functions of the Purchasing application include: • Assigning buyers by station number for approved requisitions • Combining requisitioned items into a purchase order
• Encumbering the related accounts for the cost of the merchandise
Purpose of the Accounts Payable Application
There are two primary functions of the Accounts Payable application: • Entering Invoices
• Submitting invoices for payment
You use Accounts Payable to match purchase order items to those received, to match an invoice to the received items, and to schedule the payment. If desired, you can use Accounts Payable to create a Fixed Asset record for use in the Fixed Assets product.
Purpose of the Receiving Application
There are two primary functions of the Receiving application:
• Recording the return of received items
Purchasing and Accounts Payable Process
The following lists and describes the overall process involved in using the Purchasing and Accounts Payable product.
The process shown below is an example and is not intended as policy guidance. Your institution's Purchasing and Accounts Payable process may vary.
1. The Purchasing Manager:
• Reviews approved requisitions to determine appropriate vendors for each • Optionally assigns buyers to the approved requisitions by station number 2. The Buyer:
• Assigns approved items from the requisition to a purchase order • Issues the purchase order to the selected vendor
3. The System:
• Creates an encumbrance for each account
• Creates a Receiving record for each item and account 4. The Receiving Clerk:
• Verifies received items were ordered
• Enters confirming information into the Receiving record 5. The Accounts Payable Clerk:
• Matches the invoice to the purchase order item • Submits the invoice for payment
6. The system:
• Generates a check to pay the invoice, based on the invoice due date • Updates the general ledger accounts
Status of Purchase Orders and Invoices
Jenzabar CX tracks where a document is in the process flow of a purchase order or invoice by its status code. The following diagram shows how status codes change as the document flows through the process. Below the diagram is an explanation of the different status codes.
N - New is the status code for a newly created document and for a denied document. • A document can be modified and submitted while its status is N.
• If a document is denied during the approval process, the system will change the status back to N so that the user can make modifications and re-submit it for approval. You should delete the document if it is not going to be re-submitted.
Note: You cannot query a document that has been deleted.
S - Submitted is the status code for a document when processing is complete.
• If a document requires no approval, the system changes the status from N to S when you select the Submit command.
• If a document requires approval, you are notified by e-mail when the document reaches final approval. At that time you must Query the document and select the Submit command. The system then changes the document status from A to S.
I - In process is the status code for a document when it is in the approval process. When you select the Submit command for a document that requires approval, the system will change the status from N to I.
A - Approved is the status code for a document that needed approval and was approved by all approvers. When the last approver marks the document as approved, the system changes the status from I to A.
Approved Denied Submit Document No approval required N S I N
A Query and Submit
C - Closed is the status code for a purchase order after the encumbrance has been relieved.
Other Status Codes
There are different status codes for deleted documents:
T - A Terminated status is assigned when you Delete a submitted purchase order. This document can be queried and reviewed.
V - A Void status is assigned when you Delete a submitted invoice. This document can be queried and reviewed.
X - A status code of X is assigned when you Delete a new purchase order or invoice. This document cannot be queried and reviewed by the end user, but the system maintains the associated records “behind the scenes”.
R - A Replaced status is assigned for the purpose of maintaining an audit trail when you
Backout an invoice or create a Change Order for a purchase order. These document
records are stored “behind the scenes”.
Form Types
There are four basic form types in the Purchasing application. These form types are as follows: • Blanket Purchase Orders (PB)
• Invoices (PI)
• Open Purchase Orders (PO) • Purchase Orders (PP)
The selection of the purchase order type affects the following: • Which fields are active on the current screen
• The sequence for the numbering of purchase orders
Prerequisite Tasks
Use the following checklist to ensure that you have reviewed all required tasks before you begin using Purchasing and Accounts Payable.
• Identify the specific account numbers you will use when processing purchase orders. • Determine which buyers are assigned to process requisitions into purchase orders.
Background Knowledge
To use Purchasing and Accounts Payable effectively and efficiently, you must have specific background knowledge about your computer and your institution's purchasing, accounts payable and receiving policies and procedures. The following lists and describes the necessary
background information you should know.
Jenzabar CX
Know how to use the following: • CX menu
• CX screens, command lines, ring menus, and comment lines • CX universal commands, including:
− ID-type − Query − Scroll
− Table Lookup
Authorized personnel
Know answers to the following questions:
• Who is authorized to change Purchasing and Accounts Payable information? • Who is authorized to access online Purchasing and Accounts Payable information?
Purchasing and Accounts Payable policies and procedures
Know answers to the following questions: • What is the fiscal period end date?
• Who is authorized to approve purchase orders?
Important dates
Know when the following occur:
• Beginning and end of the fiscal period
• Posting dates for both purchasing and accounts payable
Reporting Tools
Jenzabar provides several solutions to serve Purchasing and Accounts Payable reporting needs. In addition to standard reports located on the Purchasing and Accounts Payable menus, your institution can create customized ACE reports for your unique reporting needs.
Standard ACE Reports
The standard reports located in the Solution menu system. You can access and run ACE reports from the menus to which they relate. In some cases, when a large number of reports exists, they may reside on more than one Reports menu. For example, standard Purchasing and Accounts Payable reports appear on both the Accounts Payable/Receiving: Reports [A-M] and Reports [N-Z] menus.
The initial screen that appears when you select a report prompts you to enter any required parameters for producing it. For example, to produce the Credit Memo Activity report, you enter beginning and ending dates.
Note: For more information on running ACE reports, see Using the Purchasing and Accounts
Conventions Used in This Guide
Introduction
Jenzabar has established a set of conventions to help you use this guide. The conventions presented below are not exhaustive, but they include the more frequently-used styles and terms.
Style Conventions
Jenzabar guides observe the following style conventions.
Boldface type
Represents text that you type into the system (e.g., "Type UNDG") and command names or keys you use to execute a command or function (e.g., Finish, <Enter>).
Bulleted lists
Show items not ranked or without a sequential performance.
CAUTION:
Indicates a caution or warning of a potential risk or condition. <Enter>
Represents the Enter, Return, Line Feed, or ↵ key on your keyboard.
Italic type
Is used in any of these ways:
• To represent a new or key term • To add emphasis to a word
• To cross-reference a section of text
• To represent a variable for which you substitute another variable (e.g., substitute filename with an appropriate filename)
<Key name>
Represents a key that you must press.
Note:
Indicates a note, tip, hint, or additional information.
Numbered lists
Show ranking of items or sequence of performance.
Parentheses
When used around a field name, indicate the field is unlabeled. The field description includes the location of the field.
Quotation marks
Represent information written in this guide exactly as it appears on the screen.
Jenzabar-Specific Terms
Some terms used in this guide may be unfamiliar to you, either because they are terms you have not used before or because Jenzabar has assigned a slightly different meaning to a familiar term. The following list identifies and explains the most common Jenzabar-specific terms:
Application
A group of one or more software programs that enables you to perform a particular procedure, such as entering information.
Data
Specific information you enter into fields on a particular data entry screen.
Enter
To type information on a keyboard and execute by either of the following actions: • Pressing the <Enter> key
• Clicking on the OK button • Selecting Finish
F key
Any of the function keys located on your keyboard (e.g., <F1>).
Hot key
The capitalized and highlighted letter of a command on a ring menu.
ID
The number assigned to each student or organization associated with your institution (e.g., 12345).
Parameter
A variable in the system that is given a constant value for a specific application (e.g., a date can be a parameter for producing a report).
Select
To execute a command by any of the following actions: • Performing the keystrokes
• Pressing the hot key
• Highlighting the command or option and pressing <Enter> • Clicking the mouse
System
The comprehensive suite of Jenzabar products that make up CX.
Keystrokes
SECTION 2 - USING THE PURCHASING AND ACCOUNTS PAYABLE
SCREENS
Overview
Introduction
This section shows each screen and window you use in Purchasing and Accounts Payable and provides explanations for each of their fields. This section also provides a reference of the commands and options you use to perform procedures in Purchasing and Accounts Payable. Included in this section are screens used in the five programs in this product:
• Accounts Payable • Assign Buyer • Mass Invoice Entry • Purchasing • Receiving
Refer to this section when you have questions about a specific field or command, or when you are completing the procedures in this guide.
Alphabetical Organization
The screens and field names in this section appear alphabetically, so you can locate them quickly. Because the screens in this product relate to different applications, the following listing identifies the screens by application.
Note: The Assign Buyer program uses several Requisition screens. Refer to Using
Requisitioning for information about the following screens: • Requisition Summary Entry screen
• Requisition Header Entry screen • Requisition Line Item Entry screen • Line Item Account Entry screen
1042s Processing
• 1042s Information screen (screen 1) • 1042s Information screen (screen 2)
Accounts Payable
• Accounts Payable - Parameter screen • Accounts Payable Credit Memo screen • Accounts Payable Direct Entry screen • Accounts Payable Line Item Entry screen • Accounts Payable Payee Entry screen
• Line Item Account Entry screen (Accounts Payable and Credit Memo) • Listing of Invoices and Checks for PO window
• Purchase Order Listing Pop-up window • Query Listing Pop-up window
Assign Buyer
• Assign Buyer - Parameter screen • Assign Requisition to Buyer screen
Mass Invoice Entry
• Mass Invoice Entry - Incomplete Journals window • Mass Invoice Entry - Query Results screen • Mass Invoice Entry - Subsidiary window • Mass Invoice Entry screen
Purchasing
• Line Item Account Entry screen • Purchase - Parameter screen
• Purchase Order Header Entry screen • Purchase Order Line Item Entry screen • Purchase Order Review screen
• Purchasing - Requisition Line Item Selection screen • Purchasing - Requisition Selection screen
• Query Listing Pop-up window • Requisition Denial screen
Receiving
• Query Listing Pop-up window
• Receiving Entry - Review of Received Items Against PO Item screen • Receiving - Information screen
• Receiving - Line Item Entry screen • Receiving - PO Summary screen • Receiving Header Entry screen • Receiving Review screen • Return screen
• Returned Goods Review screen
Screen and Window Differences
Lookup option where space permits. If your institution changes these screens and windows to meet its specific needs, then your screens and windows will differ from those shown in this section. Your screens and windows will also look different if you use CX in character-based format.
Notes:
• The screen titles and examples in this section reflect the GUI version of CX. If you are using the GUI version, the screen title appears on a title bar at the top of the screen and the mode is in the upper right corner of the screen.
1042s Information Screens (1 and 2)
Purpose
The 1042s Information screens enables you to enter data required to produce 1042s forms for foreign students.
Access
Access the 1042s Information screen (screen 1) by selecting the Edit 1042-S Data option from the 1042 -S menu, and then selecting Finish. The 1042 - S menu exists on the Accounts Payable/Receiving menu.
Screen 2 is accessed by selecting Screen from Screen 1.
Example
Fields
The following is a list of fields that appear on the 1042s Information screens, and their descriptions.
Most of the fields on the screens relate to IRS regulations. For more detailed explanations of the fields that are specific to the IRS, refer to the instructions for the 1042S form, available on the IRS website.
Amount Repaid
The amount overwithheld from a recipient that you repaid, assuming you intend to reimburse yourself by reducing, by the amount of tax actually repaid, the amount of any deposit made for a payment period in the calendar year following the calendar year of withholding.
Awaiting Form W-8 (Y/N)
A Y/N flag indicating whether the recipient is expecting to receive any of the W-8 forms.
Corrected (N/Y)
A Y/N flag indicating whether the form is new (N) or a correction to a previous form (Y).
Exempt Code
Used when the Tax Rate is 0.0%, a two-character numeric code indicating the authorization for that rate. The code must be valid in the 1042S Exemption table. The IRS’s instructions for the form contain a list of the codes.
Fed Tax Withheld
The total amount of U.S. Federal tax actually withheld, either by your institution or by another withholding agent.
Gross Income
The gross amount paid to or on behalf of the recipient during the year, including withheld tax.
ID Number of Payee
The ID number of the individual for whom you are preparing the form.
Inc. Code
Net Income
The difference between Gross Income and Withholding Allowance.
NQI Addr 1 and 2
The address of the NQI, if one exists.
NQI City
The residence city of the NQI, if one exists.
NQI Ctry Code
A two-character alphabetic code for the country in which the NQI (if one exists) declares legal residence. The code must be one of the values from the IRS’s instructions for the form.
NQI Name
The name of the NQI, if one exists.
NQI St/Zip
The residence state and ZIP code of the NQI, if one exists.
NQI TIN
The taxpayer identification number of the NQI, if one exists.
Payer Name
The person for whom the withholding agent acts as a paying agent. Required only if from the withholding agent shown in boxes 9 and 10 of the form.
Payer TIN
The taxpayer identification number of the person for whom the withholding agent acts as a paying agent.
Pro-Rata Basis (Y/N)
A Y/N flag indicating whether the withholding agent has agreed that an NQI may provide information allocating a payment to its account holders, and that the NQI has failed to allocate more than 10% of the payment according to IRS regulations.
Recipient Account Number
Optionally, an account number assigned by you to the recipient.
Recipient Code
A two-character numeric code indicating the type of recipient. The code must be valid in the 1-42S Recipient table. The IRS’s instructions for the form contains a list of the codes.
Recipient Type
A code indicating the type of identification number provided. Valid values are: • E - an EIN
• Q - a QI-EIN
• S - A social security number
Recipient U.S. TIN
The recipient’s taxpayer identification number.
Reporting Calendar Year
The calendar year for which you are preparing 1042s forms.
Resident Code
A two-character alphabetic code for the country in which the recipient declares legal residence for tax purposes. The code must be one of the values from the IRS’s instructions for the form.
Resident Country
The name of the country in which the recipient declares legal residence for tax purposes.
The name of the state for which tax was withheld.
State Payer’s Tax No.
The Tax ID number for the individual who paid the state tax.
State Tax Withheld
The amount of tax withheld for the state.
Tax Rate
The rate of withholding that applies to the income in Box 2 or Box 4, as appropriate.
Withhold Allow
The withholding allowance amount from line H of the Personal Allowances Worksheet of Form W-4.
Commands
Accounts Payable - Parameter Screen
Purpose
The Accounts Payable - Parameter screen enables you to define the parameters you want to use in the Accounts Payable application.
Access
Access the Accounts Payable - Parameter screen by selecting the Invoice Entry option from the Accounts Payable/Receiving menu, then selecting Finish.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable - Parameter screen.
Payables Subsidiary
The subsidiary code associated with the purchase order. The most common subsidiary to use with purchase orders is A/P; however, your institution can use other subsidiaries if desired.
Posting Date
The date to be used to post the account in the general ledger. The default value is the current date; however, you can enter a future date in the format mm/dd/yyyy.
Note: If you enter a different date, the fiscal calendar must be open for the month to be posted. Printer
The name of the printer to be used for printing purchase orders.
Requisition Sort Order
The order in which you want the requisitions to appear on the screen. Valid values are: • COMM (Commodity code)
• ITEM (Item name) • NEED (Need By date)
• RUSH (Rush and Need By date) • VEND (Vendor)
Note: The Jenzabar coordinator can add additional sorts if necessary. Station
The station number of the person entering the purchase order.
Note: A value of zero (0) allows you to enter the number manually. A non-zero value allows the
system to generate the purchase order number automatically.
Commands
The following is a list of the commands that appear on the Accounts Payable - Parameter screen command line and their purposes. Remember, you can use a specific command only when that command appears on the current command line.
Cancel
Ends the application session and returns you to the menu.
Finish
Accounts Payable Credit Memo Screen
Purpose
The Accounts Payable Credit Memo screen enables you to enter information to credit an amount back to an account that was overcharged or charged for goods that were not received. You can also use the screen to retrieve and update existing credit memos.
The screen exists in two modes: • Credit Memo Header • Query Credit Memo
Access
Access the Accounts Payable Credit Memo screen as follows:
• Access the screen in Credit Memo Header mode by selecting Credit Memo on the Accounts Payable Direct Entry screen.
• Access the screen in Query Credit Memo mode by selecting Credit Memo Query on the Accounts Payable Direct Entry screen.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Credit Memo screen.
1099
The code indicating the type of 1099 form to be used.
Note: You can use Table Lookup to locate valid values for this field. Comment
The comment field for comments or remarks about this credit memo.
Cr Memo Amt
The invoice amount to be credited.
Cr Memo Date
The invoice date for this credit memo.
Credit Memo #
The number that identifies this credit memo.
Credit Memo Description
A description of the credit memo used for posting to the general and subsidiary ledgers and viewable within Budget Review. The default description comes from the Credit Memo # field.
Entered
The date the invoice was added.
Form A/P #
The document reference form type and number.
Form/PO #
The form type and number for the purchase order associated with this credit memo.
Note: You can locate this information using Table Lookup. Name
The vendor name for the Payee ID.
Note: You can perform a query to locate this information. Payee ID
The identification number of the payee for this invoice.
Status
The status codes for the invoice.
Terms
The payment terms for the invoice.
Year
Commands
The following is a list of commands you can execute from the Accounts Payable Credit Memo screen and their purposes.
These commands are available in Credit Memo Header mode only, Query Credit Memo mode only, or in both modes. You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.
Account Info
Enables you to access the Line Item Account Entry screen to view or enter information for the account to be credited.
Cancel/Close
Exits the screen and returns you to the Accounts Payable Direct Entry screen without saving any changes.
List
Displays the list of all the credit memos that meet your search criteria.
Next
Displays the next credit memo that meets your search criteria.
Payee Info
Enables you to access the Accounts Payable Payee Entry screen where you can query for a specific ID or name and review address information for the payee.
Previous
Displays the previous credit memo that met your search criteria.
Query
Enables you to locate selected credit memo information in the database, according to your specific search criteria.
Remove
Deletes the selected credit memo from the database, reverses the transactions associated with the credit memo, and changes the credit memo’s status from S (submitted) to V (void).
Submit
Accounts Payable Direct Entry Screen
Purpose
The Accounts Payable Direct Entry screen enables you to add invoice information in one of two ways, depending on the command you select:
• Add Invoice indicates that the invoice is to be associated with a purchase order • Add Direct Invoice indicates that the invoice is not associated with a purchase order If you select Add Fast Invoice, you can enter an invoice with or without an associated purchase order; this command enables you to enter simplified invoices in which you do not enter line items, but instead enter only the account number(s) to which you want to charge the invoice.
Access
Access the Accounts Payable Direct Entry screen by selecting Finish on the Accounts Payable - Parameter Screen.
Modes
The Accounts Payable Direct Entry screen is used in several different modes by the Accounts Payable program. These modes include:
• Inv Header • Query Invoice • Update Invoice • Add Invoice • Add Fast Invoice
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Direct Entry screen.
1099
The code indicating the type of 1099 form to be used.
Note: When you enter payee information, the system automatically sets the 1099 code, based
on information in your institution’s Vendor table. You can override the code if desired.
Check No
The number of the check used to pay the invoice against the PO.
Comment
A field where you can enter comments or remarks about the invoice.
Note: The comment field is a binary large object (BLOB) field that can contain a variable amount
of text. You use your institution’s text editor to edit text in a BLOB field. If you use the vi text editor, and you move the cursor to the comment field and enter “!”, the vi file appears in Command mode.
Default Account
The suggested number of the account to which purchased items should be charged. The account or portion of an account number entered in this field is defaulted to the account field on the Line Item Screen to reduce key strokes. You can leave this Default Account field blank or if it is populated, you can override this value on the Line Item Screen.
You can also change the Default Account as many times as needed to reduce the number of keystrokes. For example, if you put in the default of account A, then enter 5 line items for account A, you can change the default account to account B, then continue to add line items for account B.
Disc Taken
A Y/N field indicating whether the vendor discount was taken on payment of the invoice.
The date payment on the invoice is due.
Entered
The date indicating when the invoice was entered.
Form A/P #
Two fields showing the document reference code identifying the type of invoice and the document number. The valid form type code is IV (Payable Invoice).
Note: The type of invoice is a display-only field, and the document number is in an entry field in
the Query mode.
Form /PO #
A field identifying the purchase order form type and number applied to this invoice. Valid Purchase Order form types are:
• PP (Purchase Order Type) • PI (Invoice Type)
• PB (Blanket Purchase Order) • PO (Open Purchase Order Type)
Note: When querying on a purchase order form type, you can blank out the defaulted type and
query on all types of purchase orders at the same time.
Hold
A Y/N field indicating whether payment of the invoice should be held.
Invoice #
The invoice number for an invoice that is entered directly.
Invoice Amount
The amount of the invoice.
Invoice Date
The invoice date.
Invoice Description
A description of the invoice used for posting to the general and subsidiary ledgers and viewable within Budget Review. The default description comes from the Invoice # field.
Line Amt
The total of all line items on the invoice.
Name
The name of the vendor.
One Check
A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check.
Payee ID
The ID of the payee/vendor for this invoice.
Pre Paid PO
Indicates whether or not the invoice has been prepaid.
Status
The status of the invoice. Valid codes are: • A (Approved)
• N (New) • S (Submitted) • V (Void)
Note: When you backout an invoice, the program creates a snapshot of the original document
with a status of R (Replaced) that is maintained for an audit trail. This status is not seen by the user, but is seen only from behind the scenes.
Terms
The payment terms for the invoice.
Note: You can use Table Lookup to verify valid values in this field. Year
The year to which the invoice applies.
Commands
The following is a list of commands you can execute from the Accounts Payable Direct Entry screen and their purposes.
You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.
Account Info
Displays activity and balance information in the subsidiary account.
Add Account
Enables you to add dollar and account information to an invoice. This command is only available if the queried invoice was added through the simplified invoice method.
Add Direct Invoice
Enables you to create a new invoice directly without a purchase order.
Add Invoice
Enables you to create a new invoice based on a purchase order.
Add Items
Enables you to add line items to the invoice when the invoice status is N.
Backout
Enables you to set the invoice status from S to N so you can update it.
Budget Review
Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail.
Note: For information about using the Budget Review program to query and review budget
information, see Using General Ledger or Using Financial Budgeting.
Cancel
Abandons your query.
Check Requests
Enables you to process a check request.
Close
Exits the screen and returns you to the previous screen.
Credit Memo
Credit Memo Query
Enables you to query for an existing credit memo.
Copy
Enables you to copy information from an existing invoice to a new invoice. This command copies all information except the invoice number. You can then update the copy as required.
Note: Use the Copy command when you are applying invoices against a single blanket
purchase order, or any time many similarities exist between an existing invoice and a new invoice.
Delete
Enables you to delete a credit memo.
Exit
Enables you to exit the application and return to the menu.
Finish
In Query mode, executes the query based on the search criteria you have entered.
Initialize
Enables you to access the Accounts Payable - Parameter screen.
List
Displays a list of the invoices that match your search criteria on a pop-up window.
Next
Enables you to view the next invoice when multiple invoices have been queried.
Payee Info
In Update mode, enables you to access the Accounts Payable Payee Entry screen where you can enter name and address information for the payee.
Previous
Enables you to view the previous invoice when multiple invoices have been queried.
Query
Enables you to retrieve selected invoice information from the database.
Remove Invoice
Removes the invoice from the system.
Review Invoice
Enables you to review the invoice line items.
Submit
Enables you to submit the invoice for processing.
Update
Accounts Payable Line Item Entry Screen
Purpose
The Accounts Payable Line Item Entry screen displays invoice information, including the detail for the line item information. You use this screen to enter or update line item information on an invoice.
Access
Access the Accounts Payable Line Item Entry screen as follows:
1. From the Accounts Payable Direct Entry screen, query to locate an invoice. 2. Select Review.
3. Mark an item to review. 4. Select View Items.
Note: You can also access the screen by selecting Add/Mod Items on the Accounts Payable
Review screen.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Line Item Entry screen.
Header Information
The following list contains descriptions of fields that appear on the top section of the Accounts Payable Line Item Entry screen.
1099
A code indicating the type of 1099 form to be used.
A/P ID
Fields showing the document reference code identifying the type of invoice and the document number. The valid form type code is IV (Payable Invoice).
Close PO
A Y/N field indicating whether you want to close the purchase order. If Y, the total amount of the encumbrance will be relieved.
Comment
Any comments or remarks about the invoice.
Disc Taken
A field indicating whether the vendor discount was taken on payment of the invoice.
Due Date
The date the invoice is due.
Entered
The date invoice was entered.
Form/PO #
The Purchase Order form type and number applied to this invoice. Valid Purchase Order form types include:
• PP (Purchase Order Type) • PI (Invoice Type)
• PB (Blanket Purchase Order) • PO (Open Purchase Order Type)
Hold
A Y/N field indicating whether payment of the invoice should be held.
Invoice #
The invoice number for an invoice that is entered directly.
Invoice Amount
The amount of the invoice.
Invoice Date
The invoice date.
Line Amount
The total amount invoiced for line items not assigned to a Purchase Order.
Note: This field appears in place of the PO Amount field when the Form/PO # field does not
contain values.
The name of the vendor who should be paid for the item.
One Check
A Y/N field that indicates whether you want to pay the invoice on a separate check, or combine it with other invoices to the vendor. Y indicates that you want to pay the invoice with a separate check.
Payee ID
The ID of the payee/vendor for this invoice.
PO Amount
A field showing the total amount invoiced against the Purchase Order.
Note: This field appears only when the Form/PO # field contains values. Pre Paid PO
A Y/N field indicating whether the purchase order has been prepaid.
Status
The status of the invoice.
Terms
The payment terms for the invoice.
Year
The fiscal year to which the invoice applies.
Line Item and Account Information
The following list contains descriptions of fields that appear on the bottom section of the Accounts Payable Line Item Entry screen.
Account
The account number to be charged for this item.
Ast
The type of restriction applied to the account. Valid values are: • U (Unrestricted)
• T (Temporarily restricted) • P (Permanently restricted)
Bal
A code identifying the balance code for this Subsidiary record.
Bal Prd
A code identifying the balance period for this Subsidiary record.
Detail
A field into which you enter instructions or comments about the specific line item.
Discount
The total dollar amount of the discount applied to the selected line item.
FA
A Y/N field indicating whether the item should become a fixed asset.
Freight
The total freight costs associated with the selected line item.
Item
The system-generated number associated with the line item on the invoice.
Item Code
The part number of the item as required by the vendor.
Item Description
The description of the item.
Item Name
The name of the item.
Percent
The percent of the line item to be applied to this account.
Price
The amount of the total cost of the line item.
Quantity
The number of units requested. Depending on the setup at your institution, you can express this as a whole number or a decimal (e.g., if you request 2.5 cases or 17 wastebaskets, 2.5 and 17 are the correct quantities).
Subs/Id
The ID number of the person or company associated with the Subsidiary record.
Tot
The total code for the information in this Subsidiary record.
Tot Prd
A code identifying the total period for this Subsidiary record.
Total Cost
The total cost of the specific line item (e.g., 2 cases @ $7.9450 has a Total Cost of $15.89).
Unit Price
The price of each unit of the line item (e.g., $7.9450 per case).
Units
The grouping size of the line item (e.g., cases, gross, or each).
Commands
The following is a list of commands you can execute from the Accounts Payable Direct Entry screen and their purposes.
You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.
Account Info
Enables you to enter account information required to charge this invoice to multiple accounts.
Cancel
Displays the previous screen without saving any information or executing a command.
Finish
Saves the information you entered, and displays the previous screen.
Recv vs. PO
Displays the Receiving records for a specified line item.
Save/Next
Accounts Payable Payee Entry Screen
Purpose
The Accounts Payable Payee Entry screen enables you to update or search for address information for the payee/vendor for the selected invoice.
Access
Access the Accounts Payable Payee Entry screen by selecting Payee Info on the Accounts Payable Direct Entry screen in Update Invoice mode.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Payee Entry screen.
Alt Addr
The alternate address code for the payee for this invoice.
City
The city for the payee for this invoice.
Ctry
The country code for the payee for this invoice.
Name
The full name of the payee for this invoice.
Payee ID
The ID number for the payee for this invoice.
State
The state code for the payee for this invoice.
Street
The street address for the payee for this invoice.
Zip
The zip code for the payee for this invoice.
Commands
The following is a list of commands you can execute from the Accounts Payable Payee Entry screen and their purposes.
You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.
Cancel
Displays the previous screen without saving any information or executing a command.
Name Query
Accounts Payable Requisition Selection Screen
Purpose
The Accounts Payable Requisition Selection screen enables you to select a check requisition from a listing of approved requisitions (regardless of the fiscal year in which they originated) and submit it for payment.
Access
Access the Accounts Payable Requisition Selection screen by selecting the Check Request command on the Accounts Payable Direct Entry screen.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Requisition Selection screen.
Fiscal Year
The fiscal year to which the invoice applies.
Frm
The form code identifying the type of requisition.
Need by
The date when the requisition payment is needed.
Payee
The ID number and name of the person or organization being paid.
Requisition
The requisition number.
Row...of...
The row of the item you have selected, and the total number of rows.
Rush
A Y/N field indicating whether the check is needed on a rush basis.
Sel
The system-generated letter associated with the requisition.
Selection Field [ ]
A one-character selection field that indicates whether you have selected a requisition. Valid codes include the following:
• Blank You have not selected the requisition. • * You have selected the requisition.
Year
The fiscal year in which the requisition originated.
Commands
The following is a list of commands you can execute from the Accounts Payable Check Requisition Selection screen and their purposes.
You can use a specific command only when it appears on the current command line, toolbar, menu, or when it is black (not dimmed) on the list that appears when you select Commands from the menu bar.
Back
Enables you to view the previous page of check requests when there are more than 18 requisitions to be processed.
Budget Review
Enables you to access the Budget Review program and review budget information for the specified account. You can view budget information for selected accounts, account statuses, years, and accounting periods, including varying levels of detail.
Note: For information about using the Budget Review program to query and review budget
information, see Using General Ledger or Using Financial Budgeting.
Close
Create Invoice
Enables you to create an invoice for the selected requisition(s).
Deny Req’s
Enables you to deny the selected requisition(s).
Forward
Accounts Payable Review Screen (Simplified Invoice)
Purpose
The Accounts Payable Review screen for Simplified Invoice processing enables you to add, review, and update account information for the selected invoice. When using this screen, you can simply enter an invoice number and the account(s) to which to charge the cost of the items on the invoice, and submit the invoice for processing without entering any line item or purchase order information. If desired, however, you can enter a purchase order when using Simplified Invoice processing.
When you are initially adding accounts, you can also submit the invoice for processing from this screen.
Access
Access the Accounts Payable Review screen (Simplified Invoice) as follows, starting at the Accounts Payable/Receiving menu:
1. Select Invoice Entry.
2. Set the parameters as desired.
3. Select Query to locate the desired invoice. Note that this invoice must have previously been
entered using the Fast Invoice command. 4. Select Review Invoice.
Example
Fields
The following is a list of fields and their descriptions that appear on the Accounts Payable Review screen (Simplified Invoice).
Header Information
The following list contains descriptions of fields that appear on the top section of the Accounts Payable Review screen (Simplified Invoice).
1099
A code indicating the type of 1099 form to be used.
Check No
The number of the check issued to pay the invoice.
Close PO?
A Y/N field indicating whether to close the purchase order when the invoice is submitted. If Y, the system will relieve the encumbrance associated with the purchase order regardless of the amount of the invoice.
Comment
A field showing any comments or remarks about the invoice.
Disc Taken
A Y/N field indicating whether the vendor discount was taken on payment of the invoice.
Due Date
The date the invoice is due for check processing.
Entered
The date the invoice was entered.
Form A/P #
Fields showing the document reference code identifying the type of invoice and the document number. Valid form type codes are:
• VK (Check Invoice) • IV (Payable Invoice)
Form/PO #
The Purchase Order form type and number applied to this invoice. Valid purchase order form types include:
• PP (Purchase Order Type) • PI (Invoice Type)
• PB (Blanket Purchase Order) • PO (Open Purchase Order Type)
Hold
A Y/N field indicating whether payment of the invoice should be held.
Invoice #
An invoice number for an invoice that is entered directly.
Invoice Amount
The amount of the invoice.
Invoice Date
