ACS Version Accounts Payable

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Accounts Payable

Accounts Payable Overview

The ACS Accounts Payable module is designed to automate the accounts payable process for your organization. The following are just a few of the many features in the Accounts Payable module:

• ACS can process regular, recurring or one-time invoices. The user can set up the parameters (number of payments, etc.) and include one, some, or all recurring invoices in the current check printing.

• You can print reports at any time, showing the status of payables and payable cash requirements.

• You can print checks at any time. Functions are included to handle the issuing or voiding of system-issued or manually-written checks.

• In addition to the automatic printing of checks by due date, ACS also provides a method for suspending or forcing the payment of any invoice, regardless of due date.

• The Account Payable module is interfaced with the ACS General Ledger module so that entries are made automatically.

• Interchangeable checks are available from ACS.

• You can schedule memorized invoices to become due on specific dates.

• The Accounts Payable module interfaces with the Purchase Orders Module. You can create an Accounts Payable invoice from a purchase order in the Purchase Orders module.

• You can generate 1099 forms. If you begin using the Account Payable module after the beginning of the year, you can use the 1099

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Accounts Payable Startup Outline

Before you begin using the Accounts Payable module, follow these startup procedures.

Startup Procedures

1. Enter your site information. You can enter your site information in Admin Utilities>Site/Account Information.

2. Define Accounts Payable Setup. 3. Define the General Ledger Interface. 4. Set up Vendor Types in Define Lists. 5. Set up Invoice Frequencies in Define Lists.

6. Accrual Basis Only: If you are setting up an accrual system, add accrual accounts for each fund in Add/Edit Chart of Accounts in General Ledger.

7. Tracking Discounts Only: If you want to track discounts, add Discounts Taken Accounts for each fund in Add/Edit Chart of Accounts in General Ledger.

8. Fund Accounting Only: If you are setting up fund accounting, define an A/P Accrual Account and a Discounts Account for each fund in General Ledger Define Lists.

9. Add all necessary vendors in Add/Edit Vendors. 10. Optional:

11. Optional: Enter all 1099 totals for each vendor using the 1099 & YTD Adjustments option under the Period End Procedures tab under Manage Records.

Procedures Outline

Daily/weekly procedures: 1. Add any new vendors.

2. Add any new memorized invoices. 3. Schedule memorized invoices as desired. 4. Enter any new invoices.

5. Print the invoice proof list to check the accuracy of invoices entered. 6. Correct invoices, if necessary.

7. Post invoices.

Check printing procedures:

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3. Start the Check Run.

4. Print the Check Proof List to check the accuracy of check information prior to printing.

5. Print Checks and post them to the General Ledger.

6. Post any handwritten checks to the General Ledger or issue printed checks "on the fly" as needed.

7. Create an ACH Transmission file. 8. Print the Check Register report. Month-end procedures:

CAUTION

Backup and keep a copy of your data each month. Be certain not to overwrite the previous month's data so that at the end of the year you have an accurate record of the year's activities (with twelve separate months of data). 1. Enter any remaining invoices for the month. 2. Post remaining invoices for the month. 3. Print all reports that you need.

4. Backup all financial data files. 5. Close out the month.

Year-end procedures:

1. Finish all daily/weekly, month-end, and quarter-end procedures. 2. Back up all financial data files.

3. Print 1099's. Note

In the Accounts Payable module, there is not an option to close the year. Once you close your last month of the current fiscal year, you are working in the new fiscal year.

Customizing Program Defaults

Understanding Accounts Payable Posting Month and Year

The AP posting month and year is defined on the AP Setup tab in Accounts Payable Setup. These dates are the period to which transactions originating from Accounts Payable are posted. You can make the Current AP Month and the Current AP Year different from the G/L Period.

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the general ledger do not reflect these payments until the current month and current year in the General Ledger module matches the date of the Accounts Payable transactions.

Example: Your current AP month is October. The G/L Period is September. You have issued a check in AP for $176.00. The Accounts Payable invoice is posted and paid, but the general ledger balance is not affected. When the G/L Period reaches October, the $176.00 is deducted from the checking account.

Understanding Accounts Payable Setup

Use Accounts Payable Setup to configure default program settings.

Warn on Duplicate Invoice Numbers — Select to receive a warning message when a duplicate invoice number is entered.

Current AP Month — Select the current accounts payable month. Click the down arrow to select a month from the drop-down list.

Current AP Year — Select the current accounts payable year. Click the down arrow to select a year from the drop-down list.

Prompt to void invoices when void check — Select to receive a prompt to void the invoices associated with the check when voiding checks. Print Invoice Detail on Vendor Check Stub — Select to print the invoice account distribution on the vendor's check stub.

Auto Assign Next Vendor Code — If selected, the program

automatically generates the next available vendor number for new vendor entries.

Next Vendor Code — Choose a starting number for your vendor codes by typing it in Next Vendor Code. This number is used to automatically assign a number to the next vendor if Auto Assign Next Vendor Code is selected or if you click Next when adding or editing a vendor record. Print Overflow Checks on Plain Paper — Select to print all overflow distributions on plain paper at the end of the run. Check numbers are not skipped when Print Overflow Checks on Plain Paper is selected. Check Layout Design — Click to access the Check Layout Design feature.

Defining Accounts Payable Setup

Use the Accounts Payable Setup to configure settings in Accounts Payable that make processing transactions easier and quicker. Indicate whether or not you want to receive a warning message when a duplicate invoice number is entered. To define Accounts Payable setup

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3. Click Go .

4. You can choose to receive a warning message when a duplicate invoice number is entered. To select this option, click Warn on Duplicate Invoice Numbers.

5. Select the current month for accounts payable. Click the down arrow to select a month in the drop-down list.

6. Select the current year for accounts payable. Click the down arrow to select a year in the drop-down list.

7. When you void a check, you can choose to receive a prompt to void invoices associated with the check. To select this option, clickPrompt to void invoices when void check.

8. You can choose to print the invoice account distribution on the vendor's check stub. To select this option, click Print Invoice Detail on Vendor Check Stub.

9. Click OK.

Understanding the Default Calculation Method

By default, ACS calculates year-to-date (YTD) totals based upon the following (which you can change if necessary by entering different dates):

• If you are operating on a fiscal year, totals are calculated beginning from the first day of the fiscal year (MM/01/20XX) to the last day of the current month in Accounts Payable.

• If you are operating on a calendar year, totals are calculated beginning from the first day of the calendar year (01/01/20XX) to the last day of the current month in Accounts Payable.

• By default, all 1099 amounts are calculated beginning from the first day of the calendar year (01/01/20XX) to the last day of the current month in Accounts Payable.

Understanding Fund Accounting

Fund accounting properties

If you have different funds set up in General Ledger, you can select the Enable Fund Accounting option on the G/L Interface tab in General Ledger Setup. When Enable Fund Accounting is selected, the following is true:

• Default checking accounts that display are based upon the checking account for each fund. Default checking accounts are set up in the General Ledger module in Define Lists>Add/Edit Funds.

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• If you select the Track Discounts Taken option, discounts for account distributions are placed in the appropriate Discount account that is defined for each fund.

Note

If you do not have funds set up in General Ledger, ACS Technologies recommends that you do not select the Enable Fund

Accounting option. Instead, define the default Accounts Payable Checking Account, Accrual Account, and Discounts Taken Account on the G/L Interface tab in General Ledger Setup.

Fund accounting invoice distribution

When distributing an invoice to different funds, ACS displays the checking account for each expense account (as defined by which fund the account is assigned to). You can distribute to different funds, as long as the checking accounts are assigned to the same bank account.

Defining the General Ledger Interface

The G/L Interface tab in Accounts Payable Setup is used to configure

Accounts Payable on an accrual or cash basis and to define the default settings which are used to interface with General Ledger.

If you choose to operate on an accrual basis, you must select the Track Discounts Taken option and identify a default accrual transaction source. However, if you choose to operate on a cash basis, setting up a Discounts Taken account is optional.

If you select the Enable Fund Accounting option, the following fields are disabled:

• Default A/P Checking Account

• Default Accrual Account

• Default Discounts Taken Account To define the general ledger interface

1. Under Advanced Tools, click the Settings tab. 2. In the drop-down list, select Accounts Payable. 3. Click Go .

4. Click the G/L Interface tab. 5. Select an Accounts Payable Mode.

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8. Enter a Default A/P Checking Account. Click Lookup to select an account in the Account Lookup window.

9. For accrual basis accounting only: Select a Default Accrual Source. Click the down arrow to select a transaction source in the drop-down list.

10. For accrual basis accounting only: Enter a Default Accrual

Account. Click Lookup button to select an account in the Account Lookup window.

11. To maintain discounts in a separate account, select the Track Discounts Taken option.

12. Enter a Default Discounts Taken Account. Click Lookup to select an account in the account Lookup window.

13. Click OK.

Defining Vendor Types

Managing Vendor Lists

You can change or remove an item in any of the lists you defined for use in the vendor file. However, keep in mind that Vendor Type is the only list that is unique to vendors. All of the other lists are also used in the other Financial Suite modules.

When you make a change to the Other lists, the change affects any record with the item assigned to it. For example, you add an address type named Business, and you assign this address type to contacts in the Accounts Receivable module. You decide to change the description of Business to Street for use in your vendor records. All of the contacts in Accounts Receivable with an address type of Business also change to Street.

Adding a Vendor Type

The vendor type allows you to categorize vendors by description. For example, you can use the description of Utility for all utility companies that you use, such as phone, water, electricity, and natural gas. Once you assign the vendor type to vendors, you can group vendors by type in the vendor list to help you find vendors easier.

To add a vendor type

1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select Accounts Payable.

3. Click Go .

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5. Click Add.

6. Enter a description for the type of vendor.

7. Optional: Select the Active check box to display the appropriate status. The available statuses are:

• Active

• Not active

8. Optional: To add another vendor type, select Add Another. 9. Click OK.

10. Optional: To print a Vendor Type List report, click Print.

Updating a Vendor Type

When editing a vendor type, the vendor records are updated also. If you change the type status to inactive, the vendor type remains attached to any vendor to which it is assigned.

To change a vendor type

1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select, Accounts Payable.

3. Click Go .

4. Under Available Lists, select Vendor Types.

5. Select the vendor type that you want to update, and click Edit. 6. Enter the revised information, and click OK.

Deleting a Vendor Type

If a vendor type is assigned to vendors, ACS alerts you that the type is assigned to vendors and issues a prompt to clear the type from all vendors. You can select to continue or cancel at that time.

To delete a vendor type

1. Under Advanced Tools, click the Define Lists tab. 2. In the list, select Accounts Payable.

3. Click Go .

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Adding Vendors

Adding New Vendors

Vendors are companies or individuals with whom you do business. Some vendors may provide a service for you, such as lawn care or payroll processing. Other vendors may provide supplies for you such as office equipment or robes for the choir. Your utility companies are vendors as well. Make it a habit to enter anyone in the Vendor file that you pay for services rendered.

Prior to entering vendors, you need to set up your vendor types in Define Lists. If you need help with setting up the vendor types, see Adding a Vendor Type. If an individual has a record in ACS, you can select the individual's name in the Global Name List to quickly add the vendor record type. Using the record in the Global Name List speeds up your data entry by copying personal

information, such as address, phone number, e-mail address, and social security number. Besides saving you a great deal of time entering duplicate information, it prevents you from inadvertently adding a duplicate record. Once the vendor record is created, you can add any additional information to each tab that is necessary to complete the record.

If a vendor is not an individual, make sure to select the Company check box in the Name Information area. Enter the company name in the Last Name field, and leave the First Name and Middle fields blank. When searching for vendors, search in the Last Name field to include all vendors.

In General Ledger Setup, the format of the display name is defined. All names throughout the Financial Suite display in the defined format. This includes reports, both preview and print, and ACS grids. If you want to change the way a particular name displays, select the Retain check box in the Name

Information area and enter the name in the new format. To add a vendor

1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Vendors. 3. Click Go .

4. Click Add.

5. Enter information in the appropriate fields under Name Information. For more information on these fields, see Understanding Name Information.

6. Enter the information in the appropriate fields on each tab. For information on each tab, see Getting an Overview of the Add Vendor Window.

7. Click OK.

To add a vendor from the global name list

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3. Click Go . 4. Click Add.

5. In the Last Name field, click Lookup and select a record in the Global Name List.

6. Click OK.

7. Enter the information in the appropriate fields on each tab. For more information about each tab, see Getting an Overview of the Add Vendor Window.

8. Click OK.

Adding Vendors While Entering An Invoice

In the Accounts Payable module, you can add vendors while entering invoices. To add a vendor while entering an invoice

1. In the Accounts Payable Add Invoice window, click Lookup in the Vendor Code field.

2. Click Add.

3. Beginning with step #5, follow the steps in the topic named Adding Vendors.

Managing Vendor Information

You can print, change, or delete vendor information at any time. You can change which address is global, and which is the primary, or mailing address. You can add a new phone number or e-mail address for the vendor or a contact. You can delete a contact and add a new one. On the accounts tab, you can change the general ledger account number for the vendor, or change the setting for the memo. If the vendor decides to use the Automated Clearing House (ACH) for receiving payment, you can add the ACH information on the Payment tab. All of these actions are part of updating a vendor's record even though you are adding new information to an existing record.

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Updating a Vendor Record

If you change the 1099 option for a vendor with invoices in ACS, a message displays when you click OK. You must choose one of the following:

Yes — changes the 1099 flag on all invoices for the vendor to match the new 1099 setting

No — leaves the 1099 setting unchanged

Cancel — cancels the changes you entered on the vendor's record To change vendor record

1. Under Manage Records, click in the Enter Name field, and enter the company name or the individual's last name.

2. Press ENTER.

3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple records exist for the individual, select the correct record type in the list, then click OK.

4. Click any tab and enter the revised information. 5. Click OK.

Editing Vendors While Adding an Invoice

In Accounts Payable, you can edit vendors while entering invoices. To edit a vendor while entering an invoice

1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click Go .

4. Click Add/Edit Invoices. 5. Click Add.

6. In the Vendor Code field, click Lookup . 7. Select the vendor and click Edit.

8. Enter the necessary information. 9. Click OK.

Deleting or Deactivating a Vendor

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To delete or deactivate a vendor record

1. Under Manage Records, click the Records tab. 2. In the drop-down list, select Add/Edit Vendors. 3. Click Go .

4. Select the vendor's record that you want to delete or deactivate. 5. If deactivating the record, click Edit. If deleting the record, go to step

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6. Under Name Information, clear the Active check box. This is the last step for deactivating a vendor record.

7. Click Delete.

8. Click Yes to the confirmation message.

Customizing Vendor Information

Importing Information

When editing a vendor record, you can import information from ACS's People, Organizations, or Headmaster applications.

To import information for an existing vendor

1. Under Manage Records, on the Records tab, select Add/Edit Vendors.

2. Press ENTER.

3. Locate the appropriate vendor and click Edit.

4. In the Name Information section, click Import, andfollow the on-screen instructions.

Note

Once a vendor's information has been imported, the Import link in the vendor window changes to Clear Refresh Link. If clicked, Accounts Payable will no longer update name and address

information for the vendor from the import program.

Profile Information

Adding Vendor Profile Information

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The vendor's contact information displays on the Profile tab so you can access this information quickly.

To add profile information

1. Under Manage Records, click in the Enter Name field and enter the company name or the individual's last name.

2. Press ENTER.

4. Click the Profile tab.

5. Enter the vendor information. For information on these fields, see Getting an Overview of the Vendor Profile Tab.

6. Click OK.

Updating Profile Information

You can change the vendor information on the profile tab in the vendor's record at any time.

To change the profile information

2. Press ENTER.

4. Click the Profile tab.

5. Enter the revised information, and click OK.

Addresses

Adding Addresses

You can add as many addresses to a record as you need and assign an address type to help differentiate between multiple addresses. However, if the individual has more than one record type in ACS, you need to add the address only once. Each address displays on all record types for the individual.

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To add an address

1. Under Manage Records, in the Enter Name field, enter the company name or individual's last name.

2. Press ENTER.

3. If necessary, select the correct record in the Find Individual window, then click Use Selected. If multiple record types exist for the individual, select the correct record type in the list, then click OK. 4. Click the Addresses tab.

5. Click Add.

6. In the Address Type list, select a description for the address you are entering.

7. If you want to make this the global address for the individual's record, select the Global check box.

8. Enter the address information in the appropriate fields. For

information on these fields, see Understanding Address Information. 9. Click OK.

Updating Address Information

You can change or remove the address information for a vendor or an individual at any time. You can also change the primary or mailing address whenever necessary.

To change the address information for an individual or vendor

2. Press ENTER.

4. Click the Addresses tab.

5. Select the address that you want to change, and click Edit. 6. Click in the address field and enter the revised information. 7. Click OK.

8. Repeat steps 5–7 for each address that you want to change.

Deleting an Address

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To delete an address

2. Press ENTER.

5. Select the address that you want to remove, then click Delete. 6. Click Yes to the confirmation message.

ZIP Codes

Adding a ZIP Code

Use this procedure to add a ZIP Code when you are adding a vendor in the Accounts Payable module or adding a customer in the Accounts Receivable module.

To add a ZIP Code

1. In the ZIP Code field, click Lookup . 2. Click Add.

3. Enter the city.

4. Enter the two-letter state abbreviation. 5. Enter the ZIP Code.

6. If you are not entering a United States ZIP Code, clear the USA ZIP option.

7. Enter the country. If you do not clear the USA ZIP option, the Country option is not available.

8. Click OK.

ZIP Code Lookup

To search for a ZIP code 1. Click Lookup .

2. Click in the field that you want to search.

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Phone Numbers

Adding Phone Numbers

You can add as many phone numbers to a record as you need and assign a type to each one to help differentiate between multiple phone numbers. However, if the individual has more than one record type in ACS (for example, vendor, customer, contact, or employee), you need to add a phone number only once. Each one displays on all record types for the individual.

To add a phone number

1. Under Manage Records, in the Enter Name field, enter the company name or the individual's last name.

2. Press ENTER.

4. Click the Phones/E-mail tab. 5. Under Phones, click Add.

6. In the Phone Type list, select a description for the phone number you are entering.

7. Enter the phone number information. For information on these fields, see Understanding Phone Fields.

8. Click OK.

Updating Phones/E-mail Information

You can change a phone number or e-mail address on a vendor's or individual's record at any time. You can also change the primary phone number and e-mail address for the record.

To change a phone number or e-mail address

2. Press ENTER.

4. Click the Phones/E-mail tab.

5. Select the phone number or e-mail address that you want to change, then click Edit.

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Deleting a Phone Number or E-mail Address

You can remove a phone number or e-mail address from a vendor's or individual's record at any time.

To delete a phone number or an e-mail address

2. Press ENTER.

5. Select the phone number or e-mail address that you want to remove, then click Delete.

E-mail Addresses

Adding E-mail Addresses

You can add as many e-mail addresses to a record as you need and assign a type to each one to help differentiate between multiple e-mail addresses. However, if the individual has more than one record type in ACS (for example, vendor, customer, contact, or employee), you only need to add an e-mail address once. Each one displays on all record types for the individual.

To add e-mail addresses

2. Press ENTER.

4. Click the Phones/E-mail tab. 5. Under E-mail Addresses, click Add.

6. In the E-mail Type list, select a description for the e-mail address you are entering.

7. Enter the e-mail address information. For information on these fields, see Understanding E-mail Address Fields.

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Setting the Primary or Mailing Address

You can select one primary and one mailing address for each vendor. The primary address and the mailing address can be the same, or they can be different. You can set one as the street address and set the other as the post office box. You can also select which address type to print on reports and labels.

To set the primary or mailing address

2. Press ENTER.

5. Under Active Addresses, make the following selections:

• Click in the Primary list and select a description.

• Click in the Mailing list and select a description. 8. Click OK.

Updating Phones/E-mail Information

You can change a phone number or e-mail address on a vendor's or individual's record at any time. You can also change the primary phone number and e-mail address for the record.

To change a phone number or e-mail address

2. Press ENTER.

5. Select the phone number or e-mail address that you want to change, then click Edit.

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Deleting a Phone Number or E-mail Address

You can remove a phone number or e-mail address from a vendor's or individual's record at any time.

To delete a phone number or an e-mail address

2. Press ENTER.

5. Select the phone number or e-mail address that you want to remove, then click Delete.

Expense Account Information

Adding Expense Account Information

You can save time when you are entering invoices by assigning a general ledger expense account to a vendor's record. When you select the vendor for an invoice, the expense account is automatically assigned to the invoice. If necessary, you can change the expense account on the invoice.

To add expense account information

2. Press ENTER.

4. Click the Accounts tab.

5. Enter the expense account information. For information on these fields, see Getting an Overview of the Accounts Tab.

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Updating Expense Account Information

You can change the expense account assigned to a vendor at any time. Some reasons to change the expense account are:

• You decided to charge expenses for the vendor to a different account

• You discovered the wrong account was assigned to the vendor. To change the expense account information

1. Under Manage Records, click in the Enter Name field, and enter the company name, or the individual's last name.

2. Press ENTER.

4. Click the Accounts tab.

Comments

Adding Comments

You can add comments to a vendor's record and assign a description to indicate the comment type. You can also designate a comment as the key comment for the record. If you include comments in the ACS grid, the key comment displays. To add comments to a record

2. Press ENTER.

4. Click the Comments tab. 5. Click Add.

6. Enter the comment information. For information on these fields, see Understanding Comment Fields.

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Updating Comments

You can update a comment for a vendor or an individual at any time. You can also change which comment is the key comment.

To change a comment

2. Press ENTER.

4. Click the Comments tab.

5. Select a comment, and click Edit.

Contacts

Adding Contacts

You can add contacts to the vendor's or employee's record and select a

description for the contact type. There is no limit to the number of contacts you can add to a vendor or individual. The first contact you add is considered the primary contact for both vendors and individuals. For employees, the first contact you add is also considered the emergency contact. For information on setting these fields, see Setting the Primary and Emergency Contacts.

To add contacts

2. Press ENTER.

4. Click the Contacts tab. 5. Click Add.

6. Enter the name information for the contact. For information on these fields, see Understanding Name Information.

7. In the Type list, select a description for the contact person. 8. Click a tab, then click Add. Enter the information for each tab. For

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Setting the Primary Contact

ACS marks the first contact you enter for a vendor or individual as the primary contact. Although you can have only one primary contact for each record, you select which contact is the primary contact. This is the contact that prints on most reports.

To set the primary contact

2. Press ENTER.

4. Click the Contacts tab.

5. In the PrimaryContact list, select a contact. 6. Click OK.

Updating Contact Information

You can change contact information on a vendor or an individual at any time. You can also change the primary contact whenever necessary.

To change contact information

1. Under Manage Records, in the Enter Name field, enter the company name, or the last name of the individual.

2. Press ENTER.

5. Select the contact that you want to update, and click Edit. If you want to update the phone number only, select the contact. Under Phones, select the phone number, then click Edit.

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Deleting a Contact

You can delete a contact at any time. If you delete the primary contact, the next contact listed becomes the primary contact. If no other contact exists for the record, the record does not display or print on Contact List reports, and no contacts display or print on Master List reports.

To delete a contact

1. Under Manage Records, in the Enter Name field, enter the name of the company, or the last name of the individual.

2. Press ENTER.

5. Select the contact that you want to remove, then click Delete. 6. Click Yes to the confirmation message.

Payment Type Information

Adding Payment Type Information

You can add the payment information for a vendor on the Payment Type tab of the vendor's record.

To add payment type information

2. Press ENTER.

4. Click the Payment Type tab.

5. Select the payment type for the vendor. If you select ACH, click Update Account Information. Otherwise, skip to step # 7. For more information on the Payment Type tab, see Getting an Overview of the Payment Type Tab.

6. Click Add, then enter the information in the appropriate fields. For more information on the bank account fields, see Understanding the Add Bank Account Window.

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Entering Direct Payment Information for a Specific Vendor

If a vendor chooses to have their payments sent directly to a bank account rather than receiving a check, you can enter direct payment information on the vendor's record. The vendor must provide you with the following information:

• Type of account (checking, savings, money market)

• Account number

• Bank transit number

To enter direct payment information for a specific vendor

1. Under Manage Records, in the Enter Name field, enter the name of the company or the individual's last name.

2. Press ENTER.

5. Select ACH, then click Update Account Information.

6. Enter the information in the appropriate fields. For more information on these fields, see Understanding the Add Bank Account Window. 7. Click OK.

Updating Payment Type Information

You can change the payment type information on a vendor's record at any time. To change the payment type information

1. Under Manage Records, in the Enter Name field, enter the company name, or the individual's last name.

2. Press ENTER.

Invoices

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Memorizing A Previously Entered Invoice

You can memorize an invoice that is already in ACS. To memorize a previously entered invoice

4. Click Add/Edit Invoices.

5. Click the View bar above the invoice listing to define the invoice display.

6. Select the invoice to memorize. 7. Click Memorize.

8. Click Yes to memorize the invoice.

9. Enter a Memorized Transaction Description. 10. Select a payment Frequency.

11. Choose one of the following payment options:

• If you want to pay this invoice indefinitely, select the Continuous Payments option.

• If this invoice has a set number of payments, enter the number of payments. For example, enter 60 for the number of

payments on a 5 year van loan. 12. Click OK.

Note

If you select Continuous Payments, the Number of Payments option is not available. If you choose to enter a number of payments, the invoice is not available for selection in ACS when the number of payments reaches the amount of times specified.

Entering Vendor and Payment Information on a Memorized Invoice

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becomes number 12341 when the invoice is generated. The second time the invoice is generated, the invoice number becomes 12342. If you do not select the Warn on Duplicate Invoice Numbers option in Accounts Payable Setup, the invoice number on the memorized invoice remains the same each time it is generated.

By default, if there are multiple invoices for the same vendor when payments are generated, all invoice amounts are combined into one sum. The vendor receives one check for the total amount. When you select the Pay Separate option, ACS prints a separate check for each invoice.

To enter vendor and payment information 1. Select a vendor.

2. Enter an invoice description.

3. Enter an invoice number. Click Next to assign the next available invoice number for the selected vendor.

4. To assign the same invoice number each time you generate the memorized invoice for payment, select the Retain option.

5. Enter an invoice frequency. Click the down arrow to select a frequency in the drop-down list.

6. Select one of the following payment options:

• If you want to pay this invoice indefinitely, select Continuous Payments.

• Enter the number of payments due on this invoice. 7. To print a separate check for this invoice, select the Pay Separate

option.

8. To include the invoice amount on the vendor's 1099, select the 1099option.

9. Enter the following amounts:

• Invoice Amt— Enter the amount of the invoice.

• Invoice Term— Enter any discount offered to your organization by the vendor.

• Partial Amt—To pay an amount less than the full invoice amount, enter the partial payment amount.

10. In the Memo field, enter any information that you want to print in the memo field of the check for this invoice.

Editing a Memorized Invoice from the Invoice Calendar

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4. Click Memorized Invoices. 5. Click Invoice Calendar.

6. Under Memorized Invoices, select the invoice you want to edit. 7. Click Edit Memorized.

8. Make the necessary changes. 9. Click OK.

10. Click Yes.

Scheduling Invoices

Scheduling Memorized Invoices

A scheduled invoice differs from a memorized invoice in that it is due on a specific date. When you create a non-scheduled memorized invoice, you set the invoice payment frequency (monthly, weekly, daily), but you do not assign a specific date that the invoice is due. With a scheduled invoice, you define the date the invoice is due and the frequency it is paid.

To schedule a memorized invoice

6. Select the Month and Year to schedule the invoice. You can view the calendar year using the navigational buttons below:

• Click to scroll backward through the months prior to the current month.

• Click to scroll forward through the months beyond the current month.

7. Under Schedule Options, select the invoice payment frequency in the Frequency list.

8. Optional: Under Memorized Invoices, select one of the following options:

• Select Scheduled to view and change the payment dates of previously scheduled invoices.

• Select Non-Scheduled to view only non-scheduled, memorized invoices.

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9. To schedule an invoice, select an invoice under Memorized Invoices and drag it to the appropriate date on the calendar.

10. Continue scheduling invoices.

Adjusting the Number of Payments

If you did not select the Continuous Payments? option when you created a memorized invoice, you indicated a designated number of payments until the invoice is paid. You can edit both the number of payments assigned and the number of payments already paid from the invoice calendar.

To adjust the payment option from the invoice calendar 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click Go .

6. Under Memorized Invoices, select the invoice that you want to change.

7. Click in the #Pmts (Number of Payments) field, and enter the number of scheduled payments.

8. Press ENTER.

9. Click in the #Made (Number of Payments Made) field, and enter the number of payments made.

10. Press ENTER.

Changing the Scheduled Invoice Due Date

To change the scheduled date of a single scheduled invoice to another date within the same month, click and drag the red dot beside the scheduled date on the calendar and drop it over a different date.

A blue dot indicates that more that one invoice is due on a date. The amount that displays beside the dot reflects the combined total of all invoices due on the same date. You cannot change the scheduled date of multiple invoices by dragging the blue dot.

To change the due dates of multiple scheduled invoices, follow steps 1–5 in the following procedure.

To change the scheduled invoice due date

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3. Click Go .

6. In the Memorized Invoices area, select the scheduled date (Sch. Date) field for the invoice.

7. Enter the new date. Click the down arrow to select a date in the calendar.

8. Press ENTER.

Removing the Scheduled Date from an Invoice

To remove the scheduled date from an invoice

6. Use one of the following methods to remove the scheduled date:

• In the Memorized Invoices area, click the SchDate (Scheduled Date) field and press DELETE.

• In the Memorized Invoices area, click the SchDate

(Scheduled Date) field. Click the down arrow and select Clear in the calendar.

• If multiple invoices are due on the same date, select the date in the invoices calendar. In the list of invoices, select the invoice that you want to remove from that date and drag it to the Memorized Invoices area.

Editing a Scheduled Invoice

Note

Editing the frequency option is different from assigning a different frequency option to the invoice. When you assign a new frequency to an invoice, you simply swap one payment frequency for another. When you edit a frequency option, you are redefining the option. The changes are applied globally to any invoice using the newly defined frequency. To edit a scheduled invoice

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2. In the drop-down list, select Accounts Payable Invoices. 3. Click Go .

6. Optional: Under Schedule Options, assign a different invoice frequency to the invoice. Click the down arrow to select a frequency in the drop-down list.

7. Optional: Edit the Frequency Option. 8. Optional: Adjust the Payment Option.

9. Optional: Change the Scheduled Invoice Due Date. 10. Optional: Unschedule the invoice.

11. Optional: View and edit the original invoice information. 12. Make other changes as necessary.

Creating Memorized Invoices

Understanding Invoice Frequencies

An Invoice Frequency option is selected when memorizing an invoice or when scheduling a memorized invoice. Assigning a frequency option to an invoice allows the user to track how often the invoice is paid.

You can select one of the predefined frequencies, or you can create additional frequencies. In most cases, user-defined frequencies are a variation of an existing invoice frequency. The following is a list of the predefined frequencies:

• Annual — once per year

• Bi-Monthly — every two months

• Bi-Weekly — every two weeks

• Daily — every day

• Monthly — once every month

• Quarterly — once every quarter

• Semi-Annual — twice a year

• Semi-Monthly — twice a month

• Weekly — every week

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invoices due the second week in the month, and so on. Although the schedule option (monthly) and the frequency (once per month) of newly created invoice frequencies are identical to the ACS-defined Monthly frequency, making these small distinctions in the name of the frequency will help you to identify when the invoice is due at a glance.

Example 2: Your exterminator comes every three months. Create a frequency option where the schedule option is "monthly" and the frequency is "three."

Adding Memorized Invoices

Regular memorized invoices

You can memorize invoices that are entered frequently so you do not have to enter them multiple times. Think of a memorized invoice as a template or a master copy of the invoice. Use it over and over to create invoices for recurring bills. This will save you the trouble of having to enter the statistical information each time the invoice is due. Instead, when the invoice is due, open the

memorized copy and create a new invoice from the memorized version. Because it is the master copy, the memorized invoice does not have an invoice number. To create a new invoice, you will only need to add an invoice number and make any other minor changes.

Invoices such as bank notes, office equipment service contracts, and software support contracts are examples of the kinds of invoices you might memorize. These invoices do not usually vary in amounts; therefore, it is more efficient to memorize them. Many users also find it helpful to memorize invoices that do vary in amount when the bill is a recurring one. For instance, an invoice for a utility bill varies in amount, but could be memorized to save time since the amount is the only part of the invoice that changes.

Scheduled memorized invoices

A Scheduled invoice is a type of memorized invoice which has been assigned a specific due date. In addition to selecting the payment frequency of the invoice, the user also selects the date that the invoice is paid.

Example: Your church van payment of $315.87 is due on the 15th of every month. You schedule a monthly payment of $315.87 to be paid on the 10th of the month. Schedule the invoice earlier than the actual payment due date to make sure the payment arrives on time.

Caution

A Scheduled Invoice does not automatically generate a standard invoice when the invoice is due. Scheduling the invoice assists you in your record keeping by allowing you to view the invoices, payment amounts, and due dates from the invoice calendar. However, you still have to create an invoice in time for the invoice due date.

To add a memorized invoice

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4. Click Memorized Invoices. 5. Click Add.

6. Enter Vendor and Payment and Information. 7. Enter Disbursement Information.

8. Click OK. 9. Click Yes.

Entering Disbursement Information

If you did not select the Projects In Use option in General Ledger Transaction Setup, the Proj field is not available.

If you selected the 1099 option when you entered invoice and amount

information, the distribution amount is included in the vendor's YTD purchases total.

Comments print on the check stub, along with the associated expense account and distribution amount.

To enter disbursement information

1. In the Exp Acct (Expense Account) field, press ENTER to accept the default expense code for the selected vendor. If no expense account is assigned, or you want to change the general ledger account, click Lookup to select an account in account Lookup window.

2. In the Chk Acct (Checking Account) field, press ENTER to accept the default checking account code for the selected vendor. If no checking account is assigned, or you want to change the checking account, click Lookup to select an account in the account Lookup window. 3. To distribute the invoice amount to one expense account, press TAB.

To distribute the invoice amount to multiple accounts, enter the amount to distribute to the current account and press TAB. After you finish adding information related to this account, press enter to add a new line. Select a new account to disburse some portion or the remaining portion of the invoice.

4. In the Proj field, enter or select a project code. 5. In the Comments field, enter a comment.

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Editing a Memorized Invoice

To edit a memorized invoice

4. Click Memorized Invoices.

5. Optional: Select a Frequency Filter. For example, if you want to see only invoices with a monthly payment frequency, select Monthly. 6. To customize the invoices view, select Memorized, Scheduled, or All. 7. Select the invoice that you want to edit and click Edit.

8. Make the necessary changes. 9. Click OK.

Deleting a Memorized Invoice

To delete a memorized (scheduled or non-scheduled) invoice 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click Go .

5. Optional: Select a Frequency Filter. For example, if you want to see only invoices with a monthly payment frequency, select Monthly. 6. To customize the view of invoices, select Memorized, Scheduled, or

All.

7. Select the invoice that you want to delete. 8. Click Delete.

9. Click Yes.

Viewing a Memorized Invoice

You can view a selected memorized invoice from the View Memorized Invoice screen. You can continue viewing other memorized invoices from View Memorized Invoice without having to return to Add/Edit Memorized Invoices.

To view a memorized invoice

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5. Optional: To sort the invoices, click the column header to sort. 6. Select the invoice you want to view.

7. Click View.

8. To view the first and last invoices in the list, click and . 9. To scroll through the list one invoice at a time, click and .

Entering Invoices

Understanding Partial Payment

A partial payment amount is an amount due on an invoice which is a portion of the total disbursement of the invoice. For example, you may wish to suspend one or more disbursements of an invoice if the vendor’s obligation has not been met.

The partial payment amount is either the portion you are paying, or the portion left due on the invoice, depending on when you are viewing the invoice.

Adding An Invoice

Many users find it helpful to enter invoices as they are received. Adopting this practice significantly increases your efficiency.

The information entered in the Memo field prints in the memo section of your checks.

To add an invoice

4. Click Add/Edit Invoices. 5. Click Add.

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7. From Post Month/Year, press ENTER to accept the current posting period. Click the up and down arrows in the Month and Year date boxes to select a different posting period.

8. Enter the Invoice number and amount information. 9. Optional: Enter a Memo or description of the invoice. 10. Press TAB.

10. Enter invoice disbursement information. 11. Click OK.

12. Click Yes.

Entering Disbursement Information

In the Distribution section, determine the number of expense and checking accounts you want to use.

If you assigned an expense account to the vendor, ACS populates the expense account field (Exp Acct) with the account code. You can change the account code in the distribution line. Click Lookup to select an account in the account Lookup window.

If you selected the Enable Fund Accounting option in Accounts Payable Setup, ACS populates the checking account field (Chk Acct) with the account code for the fund. You can change the account code in the distribution. Click Lookup to select an account in the Account Lookup window. If you enter a checking account from a different fund, a crossing funds message displays. The Proj option is not available unless you selected Projects In Use in the General Ledger Transaction Setup.

Comments print on the check stub, along with the associated expense account and the distribution amount. Comments also print on several Accounts Payable reports and are also displayed on the Inquiry window when you view Accounts Payable information.

1. Press ENTER to accept the default expense account (Exp Acct) assigned to the vendor. Click Lookup to select a different account in the Account Lookup window.

2. Press ENTER to accept the default checking account (Chk Acct) assigned to the bank. Click Lookup to select a different account in the Account Lookup window.

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account to disburse some portion or the remaining portion of the invoice.

4. Optional: In the Proj field, enter or select a General Ledger project code.

5. Optional: Enter a comment.

6. Optional: For each distribution line, select or clear the 1099 option as needed.

7. Optional: To suspend payment on a line item amount, clear the Pay check box.

Creating an Invoice from a Purchase Order

Before creating an invoice from a purchase order, you must "receive" and post the purchase order in the Purchase Orders module.

To create an invoice from a purchase order

4. Click Create From PO.

5. Select the purchase orders for which you want to create invoices. 6. Click Create Invoices.

7. Click Yes to create the invoice.

Deleting Invoice Distributions

Use these instructions to delete invoice distributions when editing regular and memorized invoices in Accounts Payable.

Note

When the invoice amount is decreased, the balance on the invoice changes from zero to a negative amount. To clear the negative balance, you must delete a distribution line, or cancel the edit transaction.

To delete invoice distributions

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5. Highlight the invoice that you want to change, and click Edit. 6. In the Invoice Amt field, enter the new invoice total and press

ENTER.

7. Press ENTER to advance the pointer, or use the mouse to highlight the general ledger account number to delete.

8. Press and hold the CTRL key, then press DELETE. 9. Click OK.

10. If you need to delete more than one invoice distribution, repeat steps 7–9.

11. Click OK. 12. Click Yes.

Disbursing to Multiple Accounts

The Accounts Payable module allows you to easily distribute amounts to more than one expense account. The following are examples of invoices that are distributed to multiple accounts.

Example 1

Vendor: Computer Dimensions, Inc.

Item Description Amount Owed

Forms and Supplies $500.00

Software Support, August $76.00

The invoice is disbursed as follows:

Example 2

You can distribute portions of the invoice so disbursement amounts are included as part of the 1099 for this vendor. In this example, the 1099 option is not selected for travel expenses.

Vendor: William Arnette

Speaking Fee $1,000.00

Traveling Expenses $25.00

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Example 3

You can pay portions of the invoice while suspending payment on the remaining disbursements. In this example, the vendor has not completed the Drainage Installation. The Pay option is not selected for Drainage Installation thereby suspending the distribution until the terms of the contract have been met.

Vendor: MD Construction

Educational Building Framing $2,600.00

Landscaping $230.00

Drainage Installation $100.00

The invoice is disbursed as follows:

Entering Disbursement Information

If you did not select the Projects In Use option in General Ledger Transaction Setup, the Proj field is not available.

If you selected the 1099 option when you entered invoice and amount

information, the distribution amount is included in the vendor's YTD purchases total.

Comments print on the check stub, along with the associated expense account and distribution amount.

1. In the Exp Acct (Expense Account) field, press ENTER to accept the default expense code for the selected vendor. If no expense account is assigned, or you want to change the general ledger account, click Lookup to select an account in account Lookup window.

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amount to distribute to the current account and press TAB. After you finish adding information related to this account, press enter to add a new line. Select a new account to disburse some portion or the remaining portion of the invoice.

4. In the Proj field, enter or select a project code. 5. In the Comments field, enter a comment.

6. To exclude an amount from the 1099 at year-end, double-click in the 1099 field to clear the check box.

Editing an Invoice

The fields you can change on an invoice are determined by the invoice status. To edit an invoice

4. Click Add/Edit Invoices.

5. Select the invoice that you want to change. 6. Click Edit.

7. Make the necessary revisions. 8. Click OK to continue. 9. Click Close.

Editing an Invoice from the Pay Invoices Window

To edit an invoice from the Pay Invoices window 1. Under Manage Records, click the Transactions tab. 2. In the drop-down list, select Accounts Payable Invoices. 3. Click Go .

4. Click Pay Invoices.

5. Optional: Right-click in the Invoices Grid to suspend or reinstate an invoice, or to pay a partial amount of an invoice.

6. Select the invoice that you want to edit and double-click. 7. Make the necessary changes.

ACS Version Accounts Payable

Table Of Contents

Accounts Payable

Accounts Payable Overview

Accounts Payable Startup Outline

Procedures Outline

Customizing Program Defaults

Understanding Accounts Payable Posting Month and Year

Understanding Accounts Payable Setup

Defining Accounts Payable Setup

Understanding the Default Calculation Method

Understanding Fund Accounting

Defining the General Ledger Interface

Defining Vendor Types

Managing Vendor Lists

Adding a Vendor Type

Updating a Vendor Type

Deleting a Vendor Type

Adding Vendors

Adding New Vendors

Adding Vendors While Entering An Invoice

Managing Vendor Information

Updating a Vendor Record

Editing Vendors While Adding an Invoice

Deleting or Deactivating a Vendor

Customizing Vendor Information

Importing Information

Profile Information

Adding Vendor Profile Information

Updating Profile Information

Addresses

Adding Addresses

Updating Address Information

Deleting an Address

ZIP Codes

Adding a ZIP Code

ZIP Code Lookup

Phone Numbers

Adding Phone Numbers

Updating Phones/E-mail Information

Deleting a Phone Number or E-mail Address

E-mail Addresses

Adding E-mail Addresses

Setting the Primary or Mailing Address

Updating Phones/E-mail Information

Deleting a Phone Number or E-mail Address

Expense Account Information

Adding Expense Account Information

Updating Expense Account Information

Comments

Adding Comments

Updating Comments

Contacts

Adding Contacts

Setting the Primary Contact

Updating Contact Information

Deleting a Contact

Payment Type Information

Adding Payment Type Information

Entering Direct Payment Information for a Specific Vendor

Updating Payment Type Information

Invoices

Memorizing A Previously Entered Invoice

Entering Vendor and Payment Information on a Memorized Invoice

Editing a Memorized Invoice from the Invoice Calendar

Scheduling Invoices

Scheduling Memorized Invoices

Adjusting the Number of Payments

Changing the Scheduled Invoice Due Date

Removing the Scheduled Date from an Invoice

Editing a Scheduled Invoice

Creating Memorized Invoices

Understanding Invoice Frequencies

Adding Memorized Invoices

Entering Disbursement Information

Editing a Memorized Invoice

Deleting a Memorized Invoice

Viewing a Memorized Invoice

Entering Invoices

Understanding Partial Payment