Accounts Payable MODULE USER S GUIDE

Transcription

1 Accounts Payable MODULE USER S GUIDE

2 INTEGRATED SOFTWARE SERIES Accounts Payable MODULE USER S GUIDE

3 Version 3.1 Copyright , Interactive Financial Solutions, Inc. All Rights Reserved. Integrated Software Series Accounts Payable Module User s Guide. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The contents of this manual are furnished for informational use only, are subject to change without notice, and are provided without any express, statutory, or implied warranties. Interactive Financial Solutions, Inc. assumes no responsibility for any errors or inaccuracies that may appear in this manual. The example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are for demonstration purposes only and are not intended to refer to any actual organization. Integrated Software Series is a copyright, Solana is a trademark of, and MRDD Solutions and the MRDD Solutions logo are registered trademarks of Interactive Financial Solutions, Inc. Other product and company names mentioned herein may be the trademarks of their respective owners.

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5 Summary of Changes What s New? This preface summarizes the changes made to the Accounts Payable Module since the last edition of the Accounts Payable Module User s Guide was released. Confirmation Message Added When sending 1099 counts and files to Solana for processing, a confirmation message now appears. 5

6 SUMMARY OF CHANGES Confirmation Message Added 6

7 Contents Summary of Changes... 5 What s New?... 5 Confirmation Message Added... 5 Using This Guide What s in This Preface? Objectives Intended Audience Conventions Sample Screens Software Tips Related Publications Questions or Comments on This Guide Solana Support By Web (Preferred Method) By By Telephone Chapter 1: Introduction Accounts Payable Concepts Accounts Payable Control Account Cash Requirements Debit Memo Default Vendor General Ledger Module Integration Invoice Batches Memorized Invoices Past Due Aging Recurring Invoices Accounts Payable Module Menu and Submenus Main Menu Reports Submenu Utilities Submenu Setup Submenu The Accounts Payable Process Chapter 2: Vendors Vendors Overview Adding Vendors

8 CONTENTS Adding a Default Vendor Adding Vendors Viewing Vendors and Vendor History Modifying Vendors Deleting Vendors Creating a Vendor Listing What s Next? Chapter 3: Invoices Invoice Overview Entering Invoices Adding Regular Invoices Adding an Invoices Using a Recalled Invoice Adding Recurring Invoices Importing Invoices Viewing Invoices Memorizing Invoices Deleting Memorized Invoices Modifying Invoices Deleting Invoices Deleting an Individual Invoice Deleting Multiple Invoices Creating an Invoices Listing Chapter 4: Pay Vendors Paying Vendors Overview Selecting Invoices By Batch Selecting Invoices By Vendor Selecting Invoices Using Auto Select Chapter 5: Processing AP Money Transactions Processing Money Transactions Overview Approving AP Money Transactions Printing Multi Page Stubs Printing AP Checks Creating Electronic File Transfers Printing the Check Register Chapter 6: Invoice Matchup Invoice Matchup Overview Adding Invoice Matchups

9 CONTENTS Matching Up Invoices Matching Up a Debit Memo Finding Invoice Matchups Deleting an Invoice Matchup Creating an Invoice Matchups Listing Chapter 7: Accounts Payable Reports Running Invoice Reports Cash Requirements Report Past Due Aging Report Running Vendor Transaction Reports Invoices and Payments Reports Summary Report Running Vendor Distribution Reports Chapter 8: Utilities Exporting 1099s Submitting a Quote to Solana Creating the Export File Rolling Back Money Transactions Importing Credit Card Transactions Creating Import Templates Chapter 9: Module Setup Setting Up Options Setting Up Terms Adding Terms Viewing and Modifying Terms Deleting Terms Creating a Terms Listing Setting Up Check Layouts Adding Check Layouts Viewing Check Layouts Modifying Check Layouts Deleting Check Layouts Previewing Check Layouts Saving a Check Layout to File Loading a Check Layout from File Setting Up Credit Cards Adding New Credit Cards Modifying Credit Cards

10 CONTENTS Deleting Credit Cards Setting Up Custom Lists Appendix A: Frequently Asked Questions Entering Debit Memos Reversing Invoices in a Closed Accounting Period Deleting Invoice Error Message Roll Back Money Transactions Vs. Voiding a Check Reprinting Checks/Recreating EFTs Voiding Checks Importing Credit Card Transactions Adjusting the Balance of the AP Control Account Setting Up Vendors for 1099s Creating Separate Checks for a Vendor Deleting a Vendor Error Printing Multi Page Stubs Amount Cannot Be Less Than Zero Error Saving an Invoice Error Accounting Period Errors Index

11 Using This Guide What s in This Preface? Objectives This introduction describes how to properly and efficiently use this manual. This introduction tells you about: The purpose of this manual Who should use this manual How to use this manual Conventions used in this manual Related publications How to report questions or comments on this guide Who to contact for support Use this manual to: Learn about Accounts Payable Module concepts Set up and manage vendors Create invoices Select invoices for payment Print checks and/or create electronic file transfer (EFT) file Customize the Accounts Payable Module Run accounts payable reports Use accounts payable utilities Intended Audience This guide assumes: Basic accounting knowledge Familiarity with personal computers and Microsoft Windows 11

12 USING THIS GUIDE Conventions Conventions We use these conventions in this manual: In this manual, we show: Variable text that you type Like this: database_name Literal text that you type iss2000.exe /m1 dialog boxes, field names, processing buttons and menus Keys that you press on the keyboard Important information to understand to use the software successfully Information that is useful to note Best practices and useful hints Related services and solutions that Solana offers. For details, contact or (419) , Option 8. Login dialog box F2! Note Tip Did You Know? Sample Screens This manual contains sample screens that help verify that you have reached the correct step. Not all screens will be identical to what you see on your display. The degree of variance between a sample screen and your display depends on the rights and permissions you have access to and the version of the software you are running. Software Tips For help while you are using the software, press F1 to bring up ISS Help. Throughout the software, you will notice that the labels of certain fields are red. The red color indicates that the field is required and must be filled in to save the information in that dialog box. If a required field is not filled in, you will receive an error message when you try to save. You will also notice that many menu commands and buttons have a letter that is underlined. This letter indicates the keyboard shortcut for that function. On a menu, simply press the letter to activate the feature. In a dialog box, press ALT along with the underlined letter to activate the feature. 12

13 USING THIS GUIDE Related Publications Related Publications For more information on: ISS shortcuts and navigation Support policy Printing and saving reports Common utilities Rights and permissions SM users and groups Software updates Chart of accounts GL money transactions Voiding transactions Journal entries Refer to: Getting Started User s Guide* System Manager Module User s Guide* General Ledger Module User s Guide* *You can download an Acrobat (PDF) file of this publication from the Solana Support Web site ( Once you register for an account and log in to the site, you will see a link to Documentation on the left. Questions or Comments on This Guide Solana welcomes your comments on its documentation. We want to know what you think about our guides and how we can make them better. If you find a problem with this guide or have any suggestions on how we can make this guide more useful to you, please submit a support request using our Web based support request form and select Documentation as the Module/Service. See Solana Support on page

14 USING THIS GUIDE Solana Support Solana Support You receive unlimited technical support through the terms of your yearly Maintenance and Support Agreement. You can issue a new support request by any one of the methods listed below. See Refer to the Getting Started User s Guide for additional details on our support policy. Tip Press F1 to bring up ISS Help or log in to the Solana Support Website and review the documentation, training materials and white papers found there. You may find the solution to your issue. By Web (Preferred Method) 1. Go to the following Web address: 2. Click the Support Request link in the orange navigation bar on the right. 3. Fill out the electronic request form completely. 4. When you are finished, click Submit. By 1. Fill out the Word version of the Support Request Form completely. 2. Enter the information from the form into the body of the message or attach the form along with any supporting materials to the message. 3. Send the message to support@solanapro.com. By Telephone 1. Fill out the Word version of the Support Request Form completely. 2. Call one of the following numbers: (419) , Option 7 (Primary) (206) (Backup) You will hear an automated greeting. 3. Follow the automated instructions to submit your voice mail support request. 14

15 1 Introduction The Accounts Payable (AP) Module provides the tools necessary to track vendors, pay bills and allocate costs to the appropriate accounts, subaccounts and cost centers. Multiple payment methods and reports are incorporated into the module giving you the flexibility you need. Timesaving features such as memorized and recurring invoices are standard. Each invoice has the potential for unlimited distribution across accounts, subaccounts, and cost centers. In this chapter, you will learn about these topics: Accounts Payable Concepts Accounts Payable Module Menu and Submenus The Accounts Payable Process 15

16 1 INTRODUCTION Accounts Payable Concepts Accounts Payable Concepts Accounts Payable Control Account The Accounts Payable or AP control account is a summary account that reflects the total outstanding amount owed to all vendors. The balance of the AP control account must equal the total of all open invoices, which is obtained from the individual balances of each invoice that has been distributed to various subsidiary general ledger (GL) expense accounts. Once paid, the amount of the invoice moves from the AP control account to a GL money account. Note You cannot make an entry to the AP Control account through a general journal entry. All entries must be made through the Accounts Payable module. Cash Requirements A cash requirement is the total amount of money needed to pay all the invoices as of a certain date. Debit Memo A debit memo is entered in the same way as any other invoice. The only difference is that in the Invoice Amount box, you enter a negative number instead of a positive number and enter negative numbers in the distribution entries. Note To enter a negative number, first enter the number and then the minus ( ) sign. Default Vendor The default vendor has common vendor information saved to it such as the AP control account, terms, payment types, etc. The default vendor information is already filled in for each new vendor you add to use as a starting point to save time. 16

17 1 INTRODUCTION Accounts Payable Concepts General Ledger Module Integration The Accounts Payable Module integrates directly with the General Ledger Module. The table below gives an overview of the various accounts payable activities and how each affects the General Ledger. This Activity Invoice Entry (upon clicking Save) Posts to the General Ledger: Debits On the post date entered in the invoice to the account(s) and cost center(s) from the transaction detail Credits On the post date entered in the invoice to the AP Control Account of the invoice* Pay Vendors (upon clicking Pay) On the check date entered to the AP Control Account of the invoice* On the check date entered to the money account selected Process Money Transactions once EFT file created or checks confirmed as printing ok. Reference numbered added to the transactions created during Pay Vendors Void AP Check Delete AP Invoice (If the accounting period is open and no money transactions have ever been processed for it.) Money account selected in GL Money Transactions dialog box On the post date set in the invoice, the AP Control account by deleting the entry. AP Control Account of the invoice* The AP invoice transaction is still recorded and set back to an Open status ready to be paid. On the post date entered in the invoice to the account(s) and cost center(s) from the transaction detail by deleting the entry. Reverse AP Invoice (Debit Memo) (If accounting period is closed or money transactions have been processed for it) On the post date entered to the AP Control Account of the invoice On post date set in reversing invoice, the accounts and cost centers from the transaction detail of the invoice (these should be the same as the original invoice) Invoice Match Up AP Control account entered in the invoice on matchup date AP Control account entered in the invoice on matchup date 17

18 1 INTRODUCTION Accounts Payable Concepts Invoice Batches The Accounts Payable module allows you to assign a batch number to each invoice. Using batch numbers allows you to group invoices so that you can view all the invoices in a batch easily, pay only the invoices in a certain batch, as well as roll back all invoices in a certain batch, if needed. For example, you could assign a batch number to categories of invoices, a date range of invoices, or to a specific user entering invoices. Memorized Invoices You can memorize an invoice that is similar in nature, such as an electric bill, to use as a starting point the next time you enter an invoice for that vendor. You can recall and edit the memorized invoice amount and all other information to save time. Past Due Aging The past due aging report shows the invoices that are over due as of a certain date. Recurring Invoices A recurring invoice is an invoice that always has same vendor, amount and distributions, such as a cable bill. You can setup a recurring invoice so that you only have to input the information once and can then use it over and over. 18

19 1 INTRODUCTION Accounts Payable Module Menu and Submenus Accounts Payable Module Menu and Submenus Main Menu On the Module menu, point to Accounts Payable to access the submenus, features and functions of the Accounts Payable module. Reports Submenu 19

20 1 INTRODUCTION Accounts Payable Module Menu and Submenus Utilities Submenu Setup Submenu 20

21 1 INTRODUCTION The Accounts Payable Process The Accounts Payable Process Setup terms, options, credit cards and check layouts See Chapter 9, Module Setup on page 135. Once set up is complete, you will only need to do this step if something changes. You can also modify some settings as you enter invoices. Enter Vendors See Chapter 2, Vendors on page 23. You can also add and modify vendors as you enter invoices. Enter Invoices Select Invoices for Payment See Entering Invoices on page 40. See Chapter 4, Pay Vendors on page 67. Import Credit Card Transactions Edit Invoices See Importing Credit Card Transactions on page 129. See Modifying Invoices on page 58. Approve Invoices* *You only need to complete this step, if required. See Approving AP Money Transactions on page 84. Check for and Print Multi page Stubs See Printing Multi Page Stubs on page 87. Print Checks and/or Create EFT File See Printing AP Checks on page 88 or Creating Electronic File Transfers on page 91. Mail Checks and/or Submit EFT File to Bank 21

22 1 INTRODUCTION The Accounts Payable Process 22

23 2 Vendors In this chapter, you will learn about these topics: Vendors Overview Adding Vendors Viewing Vendors and Vendor History Modifying Vendors Deleting Vendors Creating a Vendor Listing 23

24 2 VENDORS Vendors Overview Vendors Overview The Accounts Payable (AP) Module lets you maintain one complete list of vendor information. Your users will appreciate one place to go for all your vendor information. You will manage your vendors through the Vendors dialog box. To access the Vendors dialog box, on the Module menu, point to Accounts Payable and click Vendors. Adding Vendors Before adding a vendor, you may need to set up these items: Terms (See Setting Up Terms on page 143) AP Account* GL Expense Accounts* Phone Number Descriptions* Descriptions* * Refer to the General Ledger Module User s Guide for details on setting up these items. Adding a Default Vendor Set up a default vendor to save common information, such as the AP control account and terms. When you add a new vendor these fields will already be filled in with the defaults. To setup a default vendor: 1. On the Module menu, point to Accounts Payable and click Vendors. 24

25 2 VENDORS Adding Vendors 2. Click Add from the Vendors dialog box. 3. Enter 12 Z s (ZZZZZZZZZZZZ) in the Code box. 4. Enter Default Vendor in both the Full Name and Sort Name boxes. 5. Enter any common information into the appropriate tabs and fields. Refer to Step 3 below through Step 10 below of Adding Vendors on page 25 for details. Tip Normally the default terms and the AP account are the only items set up for the default vendor. These fields are required to be set for credit card vendors, if you want to import credit card transactions. 6. When you are finished, click Save. 7. Click Close to exit the window. Adding Vendors The information you enter and save for each vendor will populate various fields in the Invoice dialog box when you create a new invoice for that vendor. Tip You can also add a vendor as you are entering invoices by pressing F7. To add a new vendor: 1. On the Module menu, point to Accounts Payable and click Vendors. 25

26 2 VENDORS Adding Vendors 2. Click Add from the Vendors dialog box. Note If you set up a default vendor (see Adding a Default Vendor on page 24), any default information will already be filled in for you. You can modify the default information, as needed. 3. Enter the appropriate information as required on the Main tab. In this field: Code* Enter or select: An abbreviation or code to associate with that vendor. Full Name* Sort Name* The full name of the vendor as it appears on invoices. The vendor s name as you want it to appear in alphabetical lists. For example, if the vendor is a person, you may want it to appear in lists as last name, first name. When you move to the Sort Name box from the Full Name box, you will see: Click Yes, to flip the sort order or No to leave it the same. 26

27 2 VENDORS Adding Vendors In this field: Address 1 and Address 2 City, State, Zip Code Enter or select: The address of the vendor. The city, state and zip code of the vendor (where payment will be remitted). * This field is required. 4. Click the Contact tab. 5. Enter the appropriate information as required. In this field: Enter or select: Contact Name Up to two contact names for the vendor. Contact Title The job title of the associated contact. 27

28 2 VENDORS Adding Vendors In this field: Phone Number Addresses Enter or select: Up to three vendor phone descriptions, such as phone, fax or cell, and the associated numbers. Tip You can add or modify phone descriptions by pressing F7 (to add) or highlight the entry and press F8 to modify (if you have the permissions to do so). Refer to the General Ledger Module User s Guide for details. Up to three vendor descriptions, such as work or home, and the associated addresses. Tip You can add or modify descriptions by pressing F7 (to add) or highlight the entry and press F8 to modify (if you have the permissions to do so). Refer to the General Ledger Module User s Guide for details. 6. Click the Other tab. 7. Enter the appropriate information as required. In this field: Active Enter or select: To allow invoices to be created for this vendor. If the Active box is not selected, the vendor cannot be used when a new invoice is created. However, the vendor will still be in listings and history. Account Number The account number assigned to you by the vendor. 28

29 2 VENDORS Adding Vendors In this field: Federal ID Default Terms Default AP Account Default GL Account Default 1099 Form Enter or select: The vendor s federal tax ID. The default payment terms for the vendor, such as upon receipt or within 30 days. You can add or modify terms during data entry by pressing F7 (to add) or F8 (to modify) (if you have permissions to do so). Refer to Setting Up Terms on page 143 for more information about adding or modifying the items in the Terms list. Note Default terms are required for credit card vendors if you want to import credit card transactions. The account number of your AP control account. or press F2 to browse for the account number. Tip Note You can add or modify accounts by pressing F7 (to add) or highlight the entry and press F8 to modify (if you have the permissions to do so). Refer to the General Ledger Module User s Guide for details. The default AP Account is required for credit card vendors if you want to import credit card transactions. The typical account number the invoices for this vendor will be distributed to in the general ledger chart of accounts. Tip Note You can add or modify accounts by pressing F7 (to add) or highlight the entry and press F8 to modify (if you have the permissions to do so). Refer to the General Ledger Module User s Guide for details. If the default GL Account you selected requires a cost center, the Default Cost Center box will appear. If so, enter the default cost center. The default 1099 form for this vendor (None, Multiple, MISC, DIV, INT, MSA). This field must be set up along with the Default 1099 Box field, if you want the invoices for this vendor to appear in the 1099 export file for end of year processing. See Exporting 1099s on page

30 2 VENDORS Adding Vendors In this field: Default 1099 Box Enter or select: The default box number on the 1099 form selected above. Start at box one and count left to right. For example, if the default form is MISC, then box 1 = box 1, box 2 = box 2, box 3 = box 3, box 4 = box 4. If the default form is DIV, the box numbering is slightly different: box 1 = box 1, box 2a = box 2, box 2b = box 3, box 2c = box 4, box 2d = box 5, and so on. This field must be set up along with the Default 1099 Form field, if you want the invoices for this vendor to appear in the 1099 export file for end of year processing. See Exporting 1099s on page 116. If you are not sure which box number to enter, consult with your tax accountant. ID 1 8. Click the Notes tab. An additional identifier for the vendor as needed. 9. Enter any notes about the vendor. Tip This is a good place to keep track of phone conversations and other correspondence with and about a vendor for future reference. You can print the notes by clicking Print Notes. As always you will see a print preview first. 30

31 2 VENDORS Adding Vendors 10. Click the Payment tab. 11. Enter the appropriate information as required. In this field: Pay Type Enter or select: Check, EFT, or EFT Prenote If you select, EFT Prenote the vendor will receive a check the first time an invoice is paid and an EFT file will be created as a test file to send to the bank. The next time an invoice is paid for the vendor, only an EFT file will be created. EFT Account Type EFT DFI Checking or Savings The bank routing number for the vendor s bank account. EFT Account Number The actual bank account number for the vendor s bank account. 12. When you are finished entering information, click Save. 13. Click Close to exit the Vendors dialog box. 31

32 2 VENDORS Viewing Vendors and Vendor History Viewing Vendors and Vendor History To find an existing vendor and view its outstanding invoices or payment history: 1. On the Module menu, point to Accounts Payable and click Vendors. You will see the Vendors dialog box. 2. Click Browse. 3. Enter your search criteria into one or more of the fields or click List All to see all the vendors. The more criteria you enter, the narrower your results list will be. You will see the list of vendors that match your search criteria. 4. Highlight the vendor from the list and click Select. 32

33 2 VENDORS Viewing Vendors and Vendor History The information of the selected vendor will populate the Vendors dialog box. The information cannot be modified at this time. To do so, see Modifying Vendors on page 34 for details. 5. Click Invoices to see the vendor s current outstanding invoices. Tip You can also view the vendor s open invoices through the Invoice Transactions dialog box. See Viewing Invoices on page 52. You will see the Vendor s Invoice History dialog box. Click on the column title to sort ascending. Click it again to sort descending. Hold CTRL and click on another column to sort on up to three columns. Total amount owed to the vendor To view the actual invoice details, go to Viewing Invoices on page Click Close to exit the detail window. You will return to the Vendors dialog box. 7. Click Transactions to view the vendor s open and closed invoices and payment history. 33

34 2 VENDORS Modifying Vendors You will see the Vendor s Transactions dialog box. Total amount owed to the vendor To view the transaction details, see Viewing Invoices on page Click Close to exit the Vendor s Transactions dialog box. You will return to the Vendors dialog box. 9. Click Close to exit the Vendors dialog box. Modifying Vendors Tip You can modify a vendor as you are entering invoices by entering the vendor code in the Vendor box and pressing F8. To modify a vendor: 1. On the Module menu, point to Accounts Payable and click Vendors. 2. Enter the vendor s code in the Lookup box and press ENTER or click Browse to search for the vendor code. The vendor s information will populate the Vendors dialog box. 3. Click Edit. 4. Modify the vendor s information on the various tabs as needed. 34

35 2 VENDORS Modifying Vendors Refer to Step 3 below through Step 10 below of Adding Vendors on page 25 for details. 5. When you are finished, click Save. 6. Click Close to exit the Vendors dialog box. 35

36 2 VENDORS Deleting Vendors Deleting Vendors In order to delete a vendor, the vendor cannot have any (open or closed) invoices. Instead, you can modify the vendor and clear the Active box (to make the vendor inactive) on the Other tab. See Modifying Vendors on page 34. To delete a vendor: 1. On the Module menu, point to Accounts Payable and click Vendors. 2. Enter the vendor s code in the Lookup box and press ENTER or click Browse to search for the vendor. The vendor s information will populate the Vendors dialog box. 3. Click Delete. 4. Click Yes to delete the vendor (or No to cancel). 5. Click OK to close the confirmation message box. 36

37 2 VENDORS Creating a Vendor Listing 6. Click Close to exit the Vendors dialog box. Creating a Vendor Listing To create a listing of vendors: 1. On the Module menu, point to Accounts Payable and click Vendors. 2. Click Listing. 3. Select either Address Listing or Detailed Listing and click OK. 37

38 2 VENDORS What s Next? You will see either the Address or Detailed print preview. Address Listing Detailed Listing 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 5. Click on the X in the upper right to exit the print preview. 6. Click Close to exit the Vendors dialog box. What s Next? Go on to Chapter 3, Invoices on page 39 to learn how to enter invoices for your vendors. 38

39 3 Invoices In this chapter, you will learn about these topics: Invoice Overview Entering Invoices Importing Invoices Viewing Invoices Memorizing Invoices Deleting Memorized Invoices Modifying Invoices Deleting Invoices Creating an Invoices Listing 39

40 3 INVOICES Invoice Overview Invoice Overview The Accounts Payable (AP) Module gives you time saving features such as memorized and recurring invoices to help streamline data entry. The AP Module also gives you the ability to distribute each invoice to an unlimited number of accounts, subaccounts and cost centers, giving you the flexibility you need. Tip If you are entering your AP beginning balances, enter any outstanding invoices and distribute them to the fund balance/retained earnings account. You will manage your invoices through the Invoice Transactions dialog box. To open the Invoice Transactions dialog box, on the Module menu point to Accounts Payable and click Invoices. Entering Invoices The Accounts Payable Module gives you three different ways to enter invoices based on the type of invoice it is: For invoices that are unique in nature, see Adding Regular Invoices on page 41. For invoices that have similar distributions, but the amounts, vendor, distributions and change from invoice to invoice, such as an electric or long distance bill, see Adding an Invoices Using a Recalled Invoice on page 45. For invoices that are exactly the same from invoice to invoice, such as a vehicle payment, see Adding Recurring Invoices on page 47. Each invoice has two parts: The invoice details including the vendor, account number, amount, due date, etc. The transaction details or the expense accounts, subaccounts and/or cost centers the invoice will be distributed to. Before you can add an invoice, you may need to set up these items: 40

41 3 INVOICES Entering Invoices Vendors (See Adding Vendors on page 24) Terms (See Setting Up Terms on page 143) AP Account (See the General Ledger Documentation) Expense Accounts and Cost Centers (See the General Ledger Module User s Guide) Adding Regular Invoices To add a regular or unique invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Click Add from the Invoice Transactions dialog box. You will see: Click to assign a new batch number to this invoice and have each invoice that follows default to it. 41

42 3 INVOICES Entering Invoices 3. Enter the invoice detail information as required. In this field: Vendor Enter or select: The vendor s code or press F2 to search for and select a vendor. Any default information setup for the vendor will populate the Invoices dialog box. Tip To add a vendor press F7 or to modify the vendor s information enter its code and press F8. Invoice Number Invoice Date Post Date Invoice Amount Invoice Balance Batch Number The number the vendor assigned to your invoice. This must be a unique number. You cannot use the same invoice number more than once. The date of the invoice. The date you want the invoice to post to the general ledger. The system will default to the invoice date (unless you have turned this feature off in the Options dialog box. See Setting Up Options on page 136), but you can enter a different date, if necessary. The total amount of the invoice. You cannot directly enter numbers into this field. This number will initially by zero. Once you save the invoice, the Invoice Balance will equal the invoice amount. A batch number to group invoices together. This field defaults to the current batch number. If you want to post one invoice to a different batch, enter the new batch number in this field. If you want this invoice and every invoice you enter after to default to the same new batch, click New Batch #. You will see the Get Batch Number dialog box: Enter the new number and click OK. Terms Due Date The terms of the invoice (for example, upon receipt, within 30 days). Tip You can add or modify terms by pressing F7 (to add) or F8 (to modify). See Setting Up Terms on page 143. The date the invoice is due. This date will be auto calculated based on the terms and invoice date, although you can enter a new date and override it, if needed. 42

43 3 INVOICES Entering Invoices In this field: Discount Date Discount Amount Group Number On Hold PO Number G/L Description AP Account Enter or select: The date the invoice must be paid by in order to receive a discount. Any discount amount. This amount will be auto calculated based on the terms of the invoice. However, you can override the amount, if needed. The number 1 if you want the vendor to get one check for all the invoices entered for them within the payment period. If you want the vendor to receive a separate check for each invoice in the payment period, enter a new number for each invoice ( 2, 3 ). To place an invoice on hold. An associated purchase order number, if desired. A general description of what the invoice is for that appears in the general ledger. The AP control account number or press F2 to search for and select the AP control account number. Tip You can add or modify an account number by pressing F7 (to add) or F8 (to modify). See the General Ledger Module User s Guide. 4. Click New to enter the transaction details. 43

44 3 INVOICES Entering Invoices 5. Enter the transaction details as follows. Balance In this field: Account Number GL Cost Center Secondary Description Amount Enter or select: The expense distribution account number or press F2 to browse for it. Tip You can add or modify an account number by pressing F7 (to add) or F8 (to modify). See the General Ledger Module User s Guide. If the account number is broken into subaccounts or cost centers a new field will automatically appear. Enter the cost center or subaccount number or press F2 to browse for it. Tip You can add or modify the cost center/subaccount by pressing F7(to add) or F8 (to modify). See the General Ledger Module User s Guide. A more specific description of what the distribution is for. The amount of the invoice you want to distribute to this account. 6. Click Save. The balance will now be less the distributed amount. 7. Repeat Steps 5 and 6 until the balance is When finished, click Cancel to exit the Money Account Transaction Detail dialog box. You will return to the Invoices dialog box. 9. Click Save to save the invoice. Note The Invoice Amount and the total amounts distributed must be equal before you can save the invoice. If not, you will see the Not Complete dialog box. Click OK 44

45 3 INVOICES Entering Invoices and add or modify your distributions until the Invoice Amount and total distribution amount are equal. 10. Click Cancel to exit the Invoices dialog box. 11. Click Close to exit. Adding an Invoices Using a Recalled Invoice Enter an invoice that is similar in nature and then memorize it to use it again. Once the invoice is memorized, you can recall it to use as a starting point for entering a new invoice. Refer to Memorizing Invoices on page 54, for details on memorizing an invoice. To add an invoice using a recalled invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Click Add from the Invoice Transactions dialog box. 45

46 3 INVOICES Entering Invoices 3. Click Recall. You will see a list of the invoices that have been memorized. 4. Highlight the invoice you want to recall and click OK. Note The ID number shown in parenthesis next to each entry refers to the ID number assigned by the software to the original invoice that was used to create the memorized invoice. The details of the memorized transaction will populate the Invoices dialog box. The only change will be that the invoice and post date will have the current date. 46

47 3 INVOICES Entering Invoices 5. Modify the invoice information and distributions as needed and click Save. Refer to Modifying Invoices on page 58 for details. Note Make sure you change the invoice number to a unique number. Otherwise, you will receive an error when you try to save the invoice. 6. Click Cancel to exit the Invoices dialog box. 7. Click Close to exit. Adding Recurring Invoices Enter an invoice that is the same each month and then memorize it as recurring to use over and over without modifying it. Once an invoice is memorized as recurring, you can easily add all your recurring invoices in one easy process. Refer to Memorizing Invoices on page 54, for details on memorizing an invoice as recurring. To add the recurring invoices: 1. On the Module menu, point to Accounts Payable and click Invoices. 47

48 3 INVOICES Entering Invoices 2. Click Add Recurring. You will see a list of all the invoices that have been memorized as recurring. Note The ID number shown in parenthesis next to each entry refers to the ID number assigned by the software to the original invoice that was used to create the memorized invoice. 3. Select or clear the box next to the invoice. You can also click Select All to highlight all the invoices or highlight individual invoice(s), and then click: Mark to select the highlighted invoice(s). A check mark will appear in the box next to it. Clear to deselect the highlighted invoice(s). Invert to reverse the selection of the highlighted invoices in the list (so all invoices currently selected will be deselected and vice versa). 4. Next, enter or select the following: In the New Date list, you must select or enter a new date. This date will appear in both the Invoice Date and Post Date boxes of the invoice(s) created. In the Batch list, select or enter a batch number. We recommend you assign the invoices to a unique batch number to make it easier to remove the invoices should a problem arise. 48

49 3 INVOICES Importing Invoices In the New Description box, enter a description or leave it blank to use the original description entered. The description will appear in the G/L Description box of the invoice(s) created. Note The system will generate a unique invoice number for each invoice created. It will use the original invoice number from the memorized invoice and append the date to it. 5. Click Save. 6. Click Close to exit. Importing Invoices You can import an Excel spreadsheet of invoice entries into the system. You will use the AP Invoices Excel import template. For information on creating the AP Invoice template using the Import/Export utility, see Creating Import Templates on page 131.! Do not change the workbook tab name or change the name of or remove any columns. Make sure that you complete all the required fields with valid data, enter a valid selection for those list boxes that must have a value selected and enter True or False to indicate whether or not a check box is selected. To import invoices: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Click Import. 49

50 3 INVOICES Importing Invoices 3. Select the completed AP Invoices import template you want to import and click Open. 4. Enter a batch number to assign to each invoice in the import file or click Get Next Batch to assign the next batch number to them. 5. Click OK. You will see the Import Results print preview. 50

51 3 INVOICES Importing Invoices If you see the message, ERRORS FOUND Rolling Back Transactions at the bottom of your Import Results report, none of the data was imported into the software. Go to Step 6 below. If you see the message, Committing Transactions at the bottom of your Import Results report, the data was imported into the software and transactions were created. Go to Step 9 below. 6. Click on the Print icon to print the report to use as a reference when correcting transactions. 7. Open the data file in Excel and correct the errors and warnings that are shown in the Import Results report. 8. Repeat Step 2 below through Step 5 on page 50 until you see the message, Committing Transactions at the bottom of your Import Results report. Once the file imports successfully modify any transactions in the Invoices dialog box to correct any warnings. See Modifying Invoices on page Click Close to exit. For information on importing credit card transactions, see Importing Credit Card Transactions on page

52 3 INVOICES Viewing Invoices Viewing Invoices To find an invoice and view the invoice and transaction details: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Select Open Invoices Only to view open invoices or Open/Closed Invoices to view all paid and unpaid invoices. 3. Enter your search criteria into one or more of the fields and click Refresh. Tip The more search criteria you enter, the narrower your results list will be. The ID is the number that the software automatically assigns to the invoice. Leave this 0 unless you know the ID number you are looking for. Select Yes to view on hold invoices only, No to exclude on hold invoices or Both to see all invoices. Batch number 0 will pull up all batches. Leave this number 0 unless you are searching for an invoice in a specific batch. The invoices that match your criteria will appear in the list. 52

53 3 INVOICES Viewing Invoices 4. Highlight the invoice you want to review and click View. The invoice s information will populate the Invoices dialog box. 53

54 3 INVOICES Memorizing Invoices 5. Highlight the detail entry you want to review and click View. The distribution cannot be modified. See Modifying Invoices on page 58 to do so. 6. Click OK to exit the Money Account Transaction Detail dialog box. 7. Click OK to exit the Invoices dialog box. 8. Click Close to exit the Invoice Transactions dialog box. Memorizing Invoices Once you have entered an invoice, you can memorize it to recall and use as a starting point when entering a similar invoice (see a Adding an Invoices Using a Recalled Invoice on page 45) or memorize it as recurring to eliminate the need to reenter the same invoice information every month (see Adding Recurring Invoices on page 47). Note You cannot modify a memorized invoice. Instead delete the old memorized invoice and then memorize the new invoice. To memorize an invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 54

55 3 INVOICES Memorizing Invoices 3. Highlight the invoice you want to memorize and click View. The invoice s information will populate the Invoices dialog box. 4. Click Memorize. 55

56 3 INVOICES Deleting Memorized Invoices 5. Enter a description of the invoice in the Description box. Tip When you recall a memorized invoice, all the memorized invoices will appear in the list, not just the ones you created. It is a good practice to create a standard naming convention to make it easier to find the memorized invoice from the list. 6. Select the Memorize as recurring entry box, if the invoice and transaction details won t change each month. 7. Click OK. 8. Click OK to exit the Invoices dialog box. 9. Click Close to exit the Invoice Transactions dialog box. Deleting Memorized Invoices This procedure deletes the memorized invoice from the list of memorized invoices. It does not delete the actual invoice that was used to create it. Note You cannot modify a memorized invoice. Instead delete the old memorized invoice and then memorize the new invoice. To delete a memorized invoice you no longer need: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Click Add. You will see the Invoices dialog box. 56

57 3 INVOICES Deleting Memorized Invoices 3. Click Recall. You will see a list of the memorized invoice. 4. Highlight the memorized invoice you want to delete and click Delete. You will automatically return to the Invoices dialog box. 5. Click Cancel to exit the Invoices dialog box. 6. Click Close to exit the Invoice Transactions dialog box. 57

58 3 INVOICES Modifying Invoices Modifying Invoices To modify an invoice that has not been paid and is in an open accounting period: 1. On the Module menu, point to Accounts Payable and click Invoices. You will see the Invoice Transactions dialog box. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the window. 3. Highlight the invoice you want to modify and click Edit. The invoice s information will populate the Invoices dialog box. 58

59 3 INVOICES Modifying Invoices 4. Modify the invoice detail fields, as needed. 5. Modify the transaction details, as needed. If you want to: Then: Add another distribution 1. Click New. 2. Enter the information as required and click Save. 59

60 3 INVOICES Modifying Invoices If you want to: Then: Modify one distribution 1. Highlight the distribution and click Edit. 2. Modify the distribution as needed and click Save. Modify multiple distributions 1. Click Step Edit. The first or highlighted distribution will open. 2. Modify it as needed and click Save. The next entry will open. 3. Repeat Step 2 until all the distributions have been modified or click Cancel to exit the step edit process. Remove a distribution 1. Highlight the distribution and click Delete. You will see: 2. Click Yes. Note You can change the account distributions of an invoice even after it has been paid as long as the accounting period is still open. 6. When finished, click Save. 7. Click Cancel to exit the Invoices dialog box. 8. Click Close to exit the Invoice Transactions dialog box. 60

61 3 INVOICES Deleting Invoices Deleting Invoices You can delete an invoice that has not been paid and is in an open accounting period (if you have permissions to do so and it is within your company s policy). If you try to delete an invoice from a closed accounting period or one that has already been paid, you will receive an error message. See Adding Invoice Matchups on page 96 for details on how to handle removing a paid invoice or one that is in a closed accounting period. You can delete an individual invoice or all the invoices in your search results, for example if you wanted to delete an entire batch of invoices or all the invoices for one vendor. Deleting an Individual Invoice To delete an invoice: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 61

62 3 INVOICES Deleting Invoices 3. Highlight the invoice you want to delete and click Delete. 4. Click Yes to delete the invoice (or No to cancel). 5. Click Close to exit the Invoice Transactions dialog box. Deleting Multiple Invoices You can delete multiple invoices at the same time, for example all the invoices in a particular batch or for a certain vendor. To do so you will enter your search criteria to find the invoices that you want to delete. Then you can delete all the invoices shown in the results grid. To delete all the transactions shown in the Invoice Transactions dialog box results grid: 1. On the Module menu, point to Accounts Payable and click Invoices. 62

63 3 INVOICES Deleting Invoices 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 3. Click Delete All. 4. Click Yes to delete the invoices shown in the grid (or No to cancel). 5. Click Close to exit the Invoice Transactions dialog box. 63

64 3 INVOICES Creating an Invoices Listing Creating an Invoices Listing To create a listing of invoices: 1. On the Module menu, point to Accounts Payable and click Invoices. 2. Enter your search criteria into one or more of the fields and click Refresh. The invoices that match your criteria will appear in the listing. 3. Click Print to create a listing of all the invoices in the list. [ 64

65 3 INVOICES Creating an Invoices Listing You will see the Invoice Transactions Listing print preview: 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 5. Click the X in the upper right corner to close the print preview. 6. Click Close to exit the Invoice Transactions dialog box. 65

66 3 INVOICES What s Next? What s Next? Go on to Chapter 4, Pay Vendors on page 67 to learn how to select the invoices for payment. 66

67 4 Pay Vendors In this chapter, you will learn about these topics: Paying Vendors Overview Selecting Invoices By Batch Selecting Invoices By Vendor Selecting Invoices Using Auto Select 67

68 4 PAY VENDORS Paying Vendors Overview Paying Vendors Overview Now that your vendors are set up and your invoices have been entered, the next step in the accounts payable process is to select the vendor invoices you want to pay. You can select the invoices you want to pay in three ways: by batch number, by vendor, or by letting the system choose based on a date you set. You will select the invoices you want to pay through the Pay Vendors dialog box. To open the Pay Vendors dialog box, on the Module menu, point to Accounts Payable and click Pay Vendors. Before you pay vendors and create the money transactions, you may need to set up or verify the following: An AP money account has been set up. For details, refer to the General Ledger Module User s Guide. The vendor s payment type is set to the appropriate type: Check, EFT prenote or EFT.* See Adding Vendors on page 24. If the vendor s payment type is EFT or EFT prenote, the vendors direct deposit information is correct*. See Adding Vendors on page 24. The check related options in the Options dialog box have been set up as needed.* See Setting Up Options on page 136. *Once you create money transactions, you will not be able to change these settings. 68

69 4 PAY VENDORS Selecting Invoices By Batch Selecting Invoices By Batch You can pay all the vendors assigned to a certain batch number. To select invoices by batch: 1. On the Module menu, point to Accounts Payable and click Pay Vendors. You will see: 2. Enter or select the information below as needed In this field: Check Date Enter or select: Enter the date you want to appear on the check and post to the General Ledger money account. Note Invoices that have an invoice date after the check date will not be selected. If you have the Require Check Date to be on or after the system date check box selected in the Options dialog box (see Setting Up Options on page 136), you will not be able to change the check date to an earlier date. Money Account AP Control Account Pay Invoices BY The bank account the invoices will be paid from. Leave this blank, unless you are using divisions and you want to pay the vendors for one of the divisions using the money account for that division. If so, enter the account number of the AP control account for that division. Batch 69

70 4 PAY VENDORS Selecting Invoices By Batch In this field: Cut Off Date Take Discount if Available Take Credit(s) if available Enter or select: The due date of the invoices in that batch that you want to include for payment. Tip Don t forget to add in enough cushion to allow the check to be received or the EFT to be processed before the invoice is actually due. If you want the system to include invoices that are due on or before the cut off date based on the discount date instead of the due date and subtract the discount amount from the check amount. If you want to automatically apply any debit memo(s) to the check. The software will automatically apply the credit only if the full credit amount can be taken. 3. Click Next. 4. Enter the batch number of the invoices you want to include and click Next. Note The batch number must be greater than 0. You will see a listing of all the invoices assigned to that batch number that are due on or before the cut off date. The system will automatically select all invoices, except debit memos for payment (unless you selected the Take Credit(s) if available check box, in which case it will select any debit memo that can be fully applied). 70

71 4 PAY VENDORS Selecting Invoices By Batch 5. Make any changes to the invoices selected for payment: Amount to be paid. Highlight the vendor name to see the total amount to be paid to the vendor for all the invoices entered for that vendor. If you want to: Then: Pay all the invoices 1. Click Select All. 2. Click Pay Selected. Pay selected invoices Double click the invoice. or 1. Highlight the individual invoices you want to pay. 2. Click Pay Selected. Exclude all invoices 1. Click Select All. 2. Click Clear Selected. Exclude selected invoices Double click the invoice(s). or 1. Highlight specific invoices. 2. Click Clear Selected. 71

72 4 PAY VENDORS Selecting Invoices By Batch If you want to: Reverse the selection of the invoices Make a partial payment Then: 1. Click Select All or highlight specific invoices. 2. Click Invert Selected. The invoices that were previously selected will now be deselected and vice versa. 1. Highlight the invoice you want to make a partial payment to and click Partial. 2. In the Amount To Pay box, enter the amount you want to pay of the invoice. 3. In the Discount box, enter any discount amount, if applicable. 4. Click Save. Tip You can hold SHIFT and click the top and bottom invoice to select consecutive invoices or to select multiple invoices, hold CTRL and click on each invoice. 6. Click Pay Listing. You will see the Payables To Pay Report print preview. 72

73 4 PAY VENDORS Selecting Invoices By Batch 7. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E For details on saving to other formats, see the Getting Started User s Guide. 8. Click the X in the upper right corner to close the print preview. 9. Click Pay. 10. Click Yes to create the transactions (or No to cancel). 11. Click OK to close the window. 12. Click Cancel to close the Pay Vendors dialog box. 73

74 4 PAY VENDORS Selecting Invoices By Vendor Selecting Invoices By Vendor To select invoices by vendor: 1. On the Module menu, point to Accounts Payable and click Pay Vendors. You will see the Pay Vendors dialog box. 2. Enter or select the information below as needed In this field: Check Date Enter or select: Enter the date you want to appear on the check and post to the General Ledger money account. Note Invoices that have an invoice date after the check date will not be selected. If you have the Require Check Date to be on or after the system date check box selected in the Options dialog box (see Setting Up Options on page 136), you will not be able to change the check date to an earlier date. Money Account The bank account the invoices will be paid from. AP Control Account Leave this blank, unless you are using divisions and you want to pay the vendors for one of the divisions using the money account for that division. If so, enter the account number of the AP control account for that division. Pay Invoices By Cut Off Date Vendor The due date of the invoices in that batch that you want to include for payment. Tip Don t forget to add in enough cushion to allow the check to be received or the EFT to be processed before the invoice is actually due. 74

75 4 PAY VENDORS Selecting Invoices By Vendor In this field: Take Discount if Available Take Credit(s) if available Enter or select: If you want the system to include invoices that are due on or before the cut off date based on the discount date instead of the due date and subtract the discount amount from the check amount. If you want to automatically apply any debit memo(s) to the check. The software will automatically apply the credit only if the full credit amount can be taken. 3. Click Next. You will see a listing of all the vendors with open invoices due before or on the cutoff date. 4. Click the check box next to the vendor you want to exclude (or include) OR If you want to: Go directly to a vendor Then: Click the Name column and quickly type the first three letters of the item or use the UP ARROW or DOWN ARROW keys to scroll to it. Highlight all the vendors Highlight consecutive vendors Highlight multiple individual vendors Click Select All. Hold SHIFT and click the top and bottom vendor. Hold CTRL and click each vendor. 75

76 4 PAY VENDORS Selecting Invoices By Vendor And then: To: Select the highlighted vendors for inclusion Clear the highlighted vendors (excluding them from the listing) Reverse the selection of the highlighted vendors Click: Mark. A check will appear in the box next to each highlighted vendor. Clear. The check marks will be removed. Invert OR press the SPACEBAR. All highlighted vendors currently selected will be cleared and vice versa. 5. When finished selecting vendors, click Next. You will see a listing of all the invoices for the selected vendor(s). The system will automatically select all invoices, except debit memos for payment (unless you selected the Take Credit(s) if available check box, in which case it will select any debit memo that can be fully applied). 6. Make any changes to the invoices selected for payment: Highlight the vendor name to see the total amount to be paid to the vendor for all the invoices entered for that vendor. Amount to be paid. If you want to: Then: Pay all the invoices 1. Click Select All. 2. Click Pay Selected. 76

77 4 PAY VENDORS Selecting Invoices By Vendor If you want to: Pay selected invoices Then: Double click the invoice. or 1. Highlight the individual invoices you want to pay. 2. Click Pay Selected. Exclude all invoices 1. Click Select All. 2. Click Clear Selected. Exclude selected invoices Double click the invoice(s). or 1. Highlight specific invoices. 2. Click Clear Selected. Make a partial payment 1. Highlight the invoice you want to make a partial payment to and click Partial. 2. In the Amount To Pay box, enter the amount you want to pay of the invoice. 3. In the Discount box, enter any discount amount, if applicable. 4. Click Save. Tip You can hold SHIFT and click the top and bottom invoice to select consecutive invoices or to select multiple invoices, hold CTRL and click on each invoice. 77

78 4 PAY VENDORS Selecting Invoices By Vendor 7. Click Pay Listing. You will see the Payables To Pay Report print preview. 8. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 9. Click Pay. 10. Click Yes to create the transactions (or No to cancel). 11. Click OK to close the window. 12. Click Cancel to close the Pay Vendors dialog box. 78

79 4 PAY VENDORS Selecting Invoices Using Auto Select Selecting Invoices Using Auto Select To let the software select the invoices based on cut off date: 1. On the Module menu, point to Accounts Payable and click Pay Vendors. You will see the Pay Vendors dialog box. 2. Enter or select the information below as needed In this field: Check Date Enter or select: Enter the date you want to appear on the check and post to the General Ledger money account. Note Invoices that have an invoice date after the check date will not be selected. If you have the Require Check Date to be on or after the system date check box selected in the Options dialog box (see Setting Up Options on page 136), you will not be able to change the check date to an earlier date. Money Account The bank account the invoices will be paid from. AP Control Account Pay Invoices By Cut Off Date Leave this blank, unless you are using divisions and you want to pay the vendors for one of the divisions using the money account for that division. If so, enter the account number of the AP control account for that division. Auto Select The due date of the invoices in that batch that you want to include for payment. Tip Don t forget to add in enough cushion to allow the check to be received or the EFT to be processed before the invoice is actually due. 79

80 4 PAY VENDORS Selecting Invoices Using Auto Select In this field: Take Discount if Available Take Credit(s) if available Enter or select: If you want the system to include invoices that are due on or before the cut off date based on the discount date instead of the due date and subtract the discount amount from the check amount. If you want to automatically apply any debit memo(s) to the check. The software will automatically apply the credit only if the full credit amount can be taken. 3. Click Next. You will see a listing of all the invoices due on or before the selected cut off date. The system will automatically select all invoices, except debit memos for payment (unless you selected the Take Credit(s) if available check box, in which case it will select any debit memo that can be fully applied). 4. Make any changes to the invoices selected for payment: Highlight the vendor name to see the total amount to be paid to the vendor for all the invoices entered for that vendor. Amount to be paid. If you want to: Then: Pay all the invoices 1. Click Select All. 2. Click Pay Selected. Pay selected invoices Double click the invoice. or 1. Highlight the individual invoices you want to pay. 2. Click Pay Selected. 80

81 4 PAY VENDORS Selecting Invoices Using Auto Select If you want to: Then: Exclude all invoices 1. Click Select All. 2. Click Clear Selected. Exclude selected invoices Make a partial payment Double click the invoice(s). or 1. Highlight specific invoices. 2. Click Clear Selected. 1. Highlight the invoice you want to make a partial payment to and click Partial. 2. In the Amount To Pay box, enter the amount you want to pay of the invoice. 3. In the Discount box, enter any discount amount, if applicable. 4. Click Save. Tip You can hold SHIFT and click the top and bottom invoice to select consecutive invoices or to select multiple invoices hold CTRL and click on each invoice. 81

82 4 PAY VENDORS What s Next? 5. Click Pay Listing. You will see the Payables To Pay Report print preview. 6. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 7. Click Pay. 8. Click Yes to create the transactions (or No to cancel). 9. Click OK to close the window. 10. Click Cancel to close the Pay Vendors dialog box. What s Next? Go on to Chapter 5, Processing AP Money Transactions on page 83 to learn how to print checks or create an electronic file transfer (EFT). 82

83 5 Processing AP Money Transactions The final step in the process is to print the checks or create the electronic file transfer (EFT) file to submit to your financial institution. In this chapter, you will learn about these topics: Approving AP Money Transactions Printing Multi Page Stubs Printing AP Checks Creating Electronic File Transfers Printing the Check Register 83

84 5 PROCESSING AP MONEY TRANSACTIONS Processing Money Transactions Overview Processing Money Transactions Overview You will use the Process Money Transactions dialog box to approve invoices, print checks, create electronic funds transfer files and print your check register. To access the Process Money Transactions dialog box, on the Module menu, point to Accounts Payable and click Process AP Money Transactions. Approving AP Money Transactions Invoices must be approved in order to process them. You can determine whether you want the system to automatically mark them as approved or you if want someone to review and approve the invoices within the software. See Setting Up Options on page 136. Tip Make sure you set the appropriate permissions within the System Manager Module to allow users to approve invoices (see the System Manager Module User s Guide). If you are required to approve the invoices and have the permissions to do so, then to approve the invoices: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. 84

85 . 5 PROCESSING AP MONEY TRANSACTIONS Approving AP Money Transactions 2. From the Money Accounts list, select the appropriate bank account and then click Approve AP Money Transactions. 3. Approve the transactions as needed If you want to: Approve all the transactions Approve one Transaction Then: 1. Click Select All. 2. Click Mark. The status will change from Open to Approved. 1. Highlight the transaction you want to approve. 2. Double click the Status column. The status will change from Open to Approved 85

86 5 PROCESSING AP MONEY TRANSACTIONS Approving AP Money Transactions If you want to: Approve Multiple Transactions Unapprove all the transactions Unapprove one Transaction Unapprove Multiple Transactions Reverse the approval status Then: 1. Hold SHIFT and click the top and bottom transaction to select consecutive transactions or to select multiple individual invoices, hold CTRL and click on each invoice. 2. Click Mark. The status will change from Open to Approved. 1. Click Select All. 2. Click Clear. The status will change from Approved to Open. 1. Highlight the transaction you want to approve. 2. Double click the Status column. The status will change from Approved to Open 1. Hold SHIFT and click the top and bottom transaction to select consecutive transactions or to select multiple individual invoices, hold CTRL and click on each invoice. 2. Click Clear. The status will change from Approved to Open. 1. Click Select All or hold SHIFT and click the top and bottom transaction to select consecutive transactions or to select multiple individual invoices, hold CTRL and click on each invoice. 2. Click Invert. 4. When you are finished, click OK. 5. Click Close to exit the window or go on to the next task. 86

87 5 PROCESSING AP MONEY TRANSACTIONS Printing Multi Page Stubs Printing Multi Page Stubs Sometimes a vendor may have too many invoices and transactions to print on one stub. When this occurs, you can print a multi page check stub. The system will automatically determine if you have any vendors who will need a multi page stub based on the Combine all Invoices on One Check and Maximum Number of Invoices on One Check settings selected on the General tab of the Options dialog box. See Setting Up Options on page 136 for details. Tip You must print the multi page stubs, before you print the checks. To print any check stubs for vendors that have a multiple page stub: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. 2. From the Money Accounts list, select the appropriate bank account and click Print Multi Page Stubs. You will see the Multi Page Invoice Stub print preview. 3. Click the Print icon to print the stubs and then click the X in the upper right corner to close the print preview. 4. Click Close to exit the window or go on to the next task. 87

88 5 PROCESSING AP MONEY TRANSACTIONS Printing AP Checks Printing AP Checks Before you can print a money transaction, you must set up: You have an AP Check Format set up for the organization. See Setting Up Check Layouts on page 149. The AP Check Format has been assigned to the associated money account in the General Ledger Module under the Chart of Account dialog box (More Info). For details, refer to your General Ledger Module documentation.! Because you have already posted the transactions (through the pay vendors process), you cannot change the vendor s payment type to Check or EFT prenote or change any of the check related options in the Options dialog box. To print checks and stubs for the approved invoices: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. 2. From the Money Accounts list, select the appropriate bank account and then click Print AP Money Transactions. 88

89 5 PROCESSING AP MONEY TRANSACTIONS Printing AP Checks You will see: 3. Enter the following information: In this field: Starting Check Number Check Number Prefix Printed Check Date Override Select or enter: The number of the next check. Any prefix that you want to include before each check number. The date you want to print on the check, if you want it to be different than the date you set in Pay Vendors. 4. Next, highlight a check to select or deselect it, or click: Invert to reverse the selection (so all invoices currently selected will be deselected and vice versa). Mark All to select all the checks. Clear All to deselect all the checks. 5. Click Print Checks. If the money account selected is set up in the General Ledger Module Chart of Account dialog box with the Check for Duplicate Check Numbers check box selected (see the General Ledger Module User s Guide) and the Starting Check Number along with the number of checks to be printed includes any check numbers that have been used in the money account previously, you will see an error message similar to the one below. You 89

90 5 PROCESSING AP MONEY TRANSACTIONS Printing AP Checks will not be able to print the checks until you exit the print preview and enter a Starting Check Number that does not include previously used check numbers. Otherwise, the checks and stubs will open in the Print Checks print preview. 6. Click the Print icon to print the checks and stubs. 7. Click the X in the upper right corner to close the print preview. 8. If all of your checks printed properly, enter 0 and click OK. 90

91 5 PROCESSING AP MONEY TRANSACTIONS Creating Electronic File Transfers If your printer jammed or the checks printed incorrectly, enter the number of the first check that didn t print, click OK and repeat Step 6 on page 90 through Step 8 on page 90 until all the checks have printed properly.! These checks will not be voided in the system; they will be missing check numbers. To avoid this, enter 0 here (even though the checks printed incorrectly) and then go into the General Ledger module and void the checks. You can then select the invoices again for payment. See Voiding Checks on page Click Close to exit the window. Creating Electronic File Transfers Before you can create an EFT file, make sure: Your company s direct deposit information is set up on the Direct Deposits tab of the Options dialog box. See Setting Up Options on page 136.! Because you have already posted the transactions (through the pay vendors process), you cannot change the vendor s payment type to EFT or modify the vendor s direct deposit information at this time. To create an EFT file to send to your financial institution for processing: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. 2. From the Money Accounts list, select the appropriate bank account and click Create Electronic File Transfers. 91

92 5 PROCESSING AP MONEY TRANSACTIONS Creating Electronic File Transfers You will see the Create EFT File dialog box. 3. Highlight the invoice you want to include and double click it to select or deselect it, or click. Invert to reverse the selection of the invoices (so all invoices currently selected will be deselected and vice versa). Mark All to select all the invoices. Clear All to deselect all the invoices. 4. Click Create EFT. 5. Select or enter the effective date and click OK. The effective date is the day your financial institution will release the funds to your vendors. 92

93 5 PROCESSING AP MONEY TRANSACTIONS Printing the Check Register 6. Click OK. The file will be saved to the location designated on the Direct Deposits tab of the Options dialog box. See Setting Up Options on page Click Close to exit the window. 8. Submit the file to your financial institution for processing. Printing the Check Register The check register will only show those checks and EFTs that have already been processed (see Printing AP Checks on page 88 or Creating Electronic File Transfers on page 91). To print the check register: 1. On the Module menu, point to Accounts Payable and click Process AP Money Transactions. You will see the Process Money Transactions dialog box. 2. From the Money Accounts list, select the appropriate bank account. 3. Enter or select the begin date and the end date that you want to include in the register and then click Print Check Register. 93

94 5 PROCESSING AP MONEY TRANSACTIONS Printing the Check Register You will see the AP Check Register print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 5. Click the X in the upper right corner to close the print preview. 6. Click Close to exit the window. 94

95 6 Invoice Matchup In this chapter, you will learn about these topics: Invoice Matchup Overview Adding Invoice Matchups Finding Invoice Matchups Deleting an Invoice Matchup Creating an Invoice Matchups Listing 95

96 6 INVOICE MATCHUP Invoice Matchup Overview Invoice Matchup Overview If it is not your company s policy to delete invoices or an invoice is no longer in an open accounting period, you cannot delete it. Invoice matchup allows you to remove invoices from a closed accounting period. You will manage your invoice matchups through the Invoice Matchup dialog box. To access the Invoice Matchup dialog box, on the Module menu, point to Accounts Payable and click Invoice Matchup. Adding Invoice Matchups Matching Up Invoices If you have an invoice that you owe for, and it was decided that the invoice should not be paid, then follow the instructions below to remove it. Note You can matchup multiple debit memos to one invoice. 1. Enter a debit memo by entering a negative number in the Invoice Amount box and to the same distribution accounts as the original invoice. See Entering Invoices on page 40. Note To enter a negative number, first enter the number and then the minus ( ) sign. 2. On the Module menu, point to Accounts Payable and click Invoice Matchup. 96

97 6 INVOICE MATCHUP Adding Invoice Matchups 3. Click Add. 4. Enter the following information: In this field: Vendor Post Date Matchup Amount Description Enter or select: The vendor code or press F2 to browse for it. The date you want this match up to post to the General Ledger. The amount of the invoice. The reason for the matchup. 97

98 6 INVOICE MATCHUP Adding Invoice Matchups 5. Highlight the debit memo and invoice to match in the Debit Invoice and Credit Invoice tables. Tip You must select the invoice(s) in the Debit Invoice table first. 6. Click Save. 7. Click Cancel to exit the window. 8. Click Close to exit the Invoice Matchup dialog box. Note To apply multiple debit memos to the same invoice, you must match each one up separately. Matching Up a Debit Memo Note You can matchup multiple invoices to one debit memo. If you have a debit memo that needs to be removed: 1. Enter an invoice using the same amounts and distribution accounts as the original debit memo. See Entering Invoices on page Go to Step 2 on page 96 of Matching Up Invoices on page

99 6 INVOICE MATCHUP Finding Invoice Matchups Finding Invoice Matchups To find an invoice matchup: 1. On the Module menu, point to Accounts Payable and click Invoice Matchup. 2. Enter your search criteria into one or more of the fields and click Refresh. Tip The more search criteria you enter, the narrower your results list will be. The matchups that match your criteria will appear in the list. 3. Click Close to exit the Invoice Matchup dialog box. 99

100 6 INVOICE MATCHUP Deleting an Invoice Matchup Deleting an Invoice Matchup To delete an invoice matchup: 1. On the Module menu, point to Accounts Payable and click Invoice Matchup. 2. Enter your search criteria into one or more of the fields and click Refresh. The matchups that match your criteria will appear in the list. 3. Highlight the match up you want to delete and click Delete. 4. Click Yes to delete the matchup (or No to cancel). Note This procedure only deletes the matchup entry; it does not delete the invoice or debit memo. Refer to Deleting Invoices on page 61 for details. 5. Click Close to exit the Invoice Matchup dialog box. 100

101 6 INVOICE MATCHUP Creating an Invoice Matchups Listing Creating an Invoice Matchups Listing To create a listing of invoice matchups: 1. On the Module menu, point to Accounts Payable and click Invoice Matchup. 2. Enter your search criteria into one or more of the fields and click Refresh. The matchups that match your criteria will appear in the list. 3. Click Print. 101

102 6 INVOICE MATCHUP Creating an Invoice Matchups Listing You will see the Accounts Payable Invoice Matchups print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 5. Click the X in the upper right corner to close the print preview. 6. Click Close to exit the Invoice Matchup dialog box. 102

103 7 Accounts Payable Reports The Accounts Payable module provides three types of reports to help you efficiently track and manage your expenses. In this chapter, you will learn about these topics: Running Invoice Reports Running Vendor Transaction Reports Running Vendor Distribution Reports 103

104 7 ACCOUNTS PAYABLE REPORTS Running Invoice Reports Running Invoice Reports To run an invoice report, you must first set up the column days for cash requirements and past due aging on the General tab of the Options dialog box. See Setting Up Options on page 136. You will run the invoice reports from the Invoice Reports dialog box. To access the Invoice Reports dialog box, on the Module menu, point to Accounts Payable and then Reports and click Invoice Reports. Cash Requirements Report The cash requirements report will show you how much money is needed to pay all the invoices due as of a certain date. To run an invoice cash requirements report: 1. On the Module menu, point to Accounts Payable, then point to Reports and click Invoice Reports. 2. Select Cash Requirements Format. 104

105 7 ACCOUNTS PAYABLE REPORTS Running Invoice Reports 3. Enter or select the report criteria as follows: In this field: Take Discounts Enter or select: To calculate the amount required based on the discount date of the invoice (instead of the invoice due date) and subtract the discount amount from the total. Summary Format Sort Order Aging Date Vendor Range AP Control Account To create the report in an abbreviated, one line format. The order you want the invoices to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The as of date for the report. The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these boxes blank, the report will include all the vendors. The control account you want to include in the report. 4. Click OK. You will see the AP Cash Requirements print preview. Standard format Summary format 105

106 7 ACCOUNTS PAYABLE REPORTS Running Invoice Reports 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 6. Click the X in the upper right corner to close the print preview. 7. Click Close to exit the window. Past Due Aging Report A past due aging report will show you which invoices are overdue as of a certain date. To run a past due aging report: 1. On the Module menu, point to Accounts Payable, then point to Reports and click Invoice Reports. 2. Select Past Due Aging. 3. Enter or select the report criteria as follows: In this field: Take Discounts Enter or select: To calculate the amount due based on the discount date of the invoice (instead of the invoice due date) and subtract the discount amount from the total. Summary Format Sort Order Aging Date To create the report in an abbreviated, one line format. The order you want the invoices to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The as of for the report. 106

107 7 ACCOUNTS PAYABLE REPORTS Running Invoice Reports In this field: Vendor Range Enter or select: The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these boxes blank, the report will include all the vendors. AP Control Account The control account you want to include in the report. 4. Click OK. You will see the AP Past Due Aging Report print preview. Standard format Summary format 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 6. Click the X in the upper right corner to close the print preview. 7. Click Close to exit the window. 107

108 7 ACCOUNTS PAYABLE REPORTS Running Vendor Transaction Reports Running Vendor Transaction Reports The vendor transaction report will show all of the transactions for a specific date range for a specific range of vendors. You can choose to show invoices only, payments only or both. You can also create a report showing the 1099 information for the selected vendor(s). You will run the invoice reports from the Vendor Transactions dialog box. To access the Vendor Transactions dialog box, on the Module menu, point to Accounts Payable and then Reports and click Vendor Transactions. Invoices and Payments Reports 1. On the Module menu, point to Accounts Payable, then point to Reports and click Vendor Transactions. 2. Select the transactions you want to include in the report: Invoices Only, Payments Only or Invoices and Payments. 108

109 7 ACCOUNTS PAYABLE REPORTS Running Vendor Transaction Reports 3. Enter or select the report criteria as follows: In this field: Enter or select: Date Range The beginning date and ending date to include in the report. Vendor Range AP Control Account Primary Sort Order Secondary Sort Order The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these blank, the report will include all vendors. The control account you want to include in the report. The order you want the vendors to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The order you want the invoices for each vendor to appear in: Invoice Number or Transaction Date. 4. Click OK. You will see the Vendor Transactions print preview. Invoices Only Payments Only Invoices and Payments 109

110 7 ACCOUNTS PAYABLE REPORTS Running Vendor Transaction Reports 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 6. Click the X in the upper right corner to close the print preview. 7. Click Close to exit the window Summary Report You can create a 1099 summary report. To do so, make sure each vendor s 1099 information is set up on the Other tab of the Vendors dialog box. See Viewing Vendors and Vendor History on page 32. To run the 1099 summary report: 1. On the Module menu, point to Accounts Payable, then point to Reports and click Vendor Transactions. You will see the Vendor Transactions dialog box. 2. Select 1099 Summary. 3. Enter or select the summary criteria as follows: In this field: Date Range Enter or select: The beginning date and ending date to include in the report. For 1099s this is usually 1/1 to 12/31. Vendor Range AP Control Account The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these blank, the report will include all vendors. The control account you want to include in the report. 110

111 7 ACCOUNTS PAYABLE REPORTS Running Vendor Transaction Reports In this field: Primary Sort Order Secondary Sort Order Enter or select: The order you want the vendors to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. The order you want the invoices for each vendor to appear in: Invoice Number or Transaction Date. 4. Click OK. You will see the 1099 Summary Report print preview. 5. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 6. Click the X in the upper right corner to close the print preview. 7. Click Close to exit the window. 111

112 7 ACCOUNTS PAYABLE REPORTS Running Vendor Distribution Reports Running Vendor Distribution Reports The vendor distribution report will allow you to create a report that shows where the distributions went for all invoices in the selected date range. 1. On the Module menu, point to Accounts Payable, then point to Reports and click Vendor Distributions. 2. Enter or select the report criteria as follows: In this field: Date Range Vendor Range Sort Order Enter or select: The beginning date and ending date to include in the report. The beginning vendor code and ending vendor code you want to include in the report or press F2 to browse to find the vendor codes. If you leave these blank, the report will include all vendors. The order you want the vendors to appear in: Vendor Code, Vendor Sort Name, or Vendor Full Name. 3. Click OK. 112

113 7 ACCOUNTS PAYABLE REPORTS Running Vendor Distribution Reports You will see the Vendor Distributions Report print preview. 4. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 5. Click the X in the upper right corner to close the print preview. 6. Click Cancel to exit the window. 113

114 7 ACCOUNTS PAYABLE REPORTS Running Vendor Distribution Reports 114

115 8 Utilities The Accounts Payable module offers several useful utilities. In this chapter, you will learn about these topics: Exporting 1099s Rolling Back Money Transactions Importing Credit Card Transactions Creating Import Templates 115

116 8 UTILITIES Exporting 1099s Exporting 1099s You can create a 1099 export file to send to Solana or to import into WinFiler Plus to process yourself. Along with exporting the 1099s, remember to: Verify the vendor s 1099 information is set up on the Other tab of the Vendors dialog box. See Viewing Vendors and Vendor History on page 32. Complete and return the 1099 Electronic Submission Form Complete and return the 1099 Authorization Form (if Solana is processing) Register for a Transmitter Control Code (TCC) (if processing your own 1099s) You can apply by going to and click Create New Account. Set up a new directory for every company for which you are going to print 1099s (if processing your own 1099s) The export will create four files per company. Submitting a Quote to Solana To submit a quote to Solana, complete the steps below for each unique database: 1. On the Module menu, point to Accounts Payable, then point to Utilities and click 1099 Export. 2. In the Date Range boxes, enter the beginning date and ending date to include in the export file. This is usually 1/1 to 12/ Leave the Vendor Range boxes blank to include all vendors set up with 1099 information. 116

117 8 UTILITIES Exporting 1099s 4. Click Gather. You will see a list of vendors that have 1099s: 5. Click Next. 6. Select Send Counts to Solana for a Quote or Print Counts to Send to Solana for a Quote and click Finish. If you selected Send Counts to Solana for a Quote an message was sent to Solana containing your count information and a confirmation message will appear. 117

118 8 UTILITIES Exporting 1099s Click OK. If you selected, Print Counts to Send to Solana for a Quote, you will see: Click Print and then click the X in the upper right corner to close the print preview. Mail or fax this report to Solana before the deadline indicated in the end of year processing communication you received from Solana. Solana will contact you when your quote is complete. Contact endofyear@solanapro.com with any questions. Note You must request a quote and send in an order prior to the date set in the schedule sent to your organization in the Fall. 118

119 8 UTILITIES Exporting 1099s Creating the Export File To create the 1099 export file: 1. On the Module menu, point to Accounts Payable, then point to Utilities and click 1099 Export. 2. In the Date Range boxes, enter the beginning date and ending date to include in the export file. This is usually 1/1 to 12/ In the Vendor Range boxes, enter the beginning vendor code and ending vendor code you want to include in the file or press F2 to browse to find the vendor codes. If you leave these blank, the file will include all vendors. 4. Click Gather. You will see a list of vendors that have 1099s. This list will contain all vendors that have both a 1099 Form and Box Number completed. It does NOT filter out on a specific dollar amount. Therefore, if the limit to send 1099s is $600, then you will need to delete any vendor with an amount under $600 so that they will not receive a

120 8 UTILITIES Exporting 1099s 5. Add, edit or delete any 1099 entries as needed: To: Then: Add a new 1099 entry 1. Click New. You will see: 2. In the Vendor box, enter the vendor code. 3. In the 1099 Form list, select the 1099 form type. 4. In the 1099 Box box, select or enter the box number. 5. In the Amount box, enter the amount to be included on the Click Save. 120

121 8 UTILITIES Exporting 1099s To: Then: Modify a 1099 entry 1. Highlight the entry you want to modify. 2. Click Edit. You will see: 3. Modify the fields, as needed, and click Save. Delete a 1099 entry 1. Highlight the entry you want to delete. 2. Click Delete. 3. Click Yes to delete the 1099 entry (or No to cancel). Tip If you need to exit the software, but don t want to lose any of your changes, when you come back into the software, follow Step 1 on page 129 through Step 3 on page 119, and then click Skip instead of Gather. 6. When you are finished making changes, click Next. 7. Click View Errors to check for duplicate or invalid Federal IDs and missing vendor addresses. 121

122 8 UTILITIES Exporting 1099s You will see the 1099 Errors Report print preview window: Correct any errors found by modifying the vendor s information. See Modifying Vendors on page 34. Tip To avoid losing any changes you ve already made, when you re run the 1099 Export Utility after correcting your vendor errors, follow Step 1 on page 129 through Step 3 on page 119, and then click Skip instead of Gather. 8. Click Print 1099 Report to print a copy of the file. 122

123 8 UTILITIES Exporting 1099s You will see the 1099 Export print preview.! It is very important that you review this report thoroughly, because the information in the report is what will be used for printing the 1099s. 9. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 10. Click the X in the upper right corner to close the print preview. 123

124 8 UTILITIES Exporting 1099s 11. Select one of the following: To: the file directly to Solana for processing Note You must request a quote and send in an order prior to the date set in the schedule sent to your organization in the Fall. Then: 1. Select Send Files to Solana for Processing and click Finish. A confirmation message will appear. Click OK. 2. Send an message to endofyear@solanapro.com indicating that you submitted the 1099 data and have faxed the appropriate forms. This is our confirmation that your information is ready to process. 3. Solana will send you back the employer copy, file the electronic copy with the IRS, and mail out the 1099s. Contact endofyear@solanapro.com with any questions. 124

125 8 UTILITIES Exporting 1099s To: Create the file package to submit to Solana for processing Note You must request a quote and send in an order prior to the date set in the schedule sent to your organization in the Fall. Then: 1. Select Create File Package to send to Solana for Processing and click Finish. 2. Select the folder where you want to save the file package and click OK. When the utility is finished creating the file package, you will see: 3. Click OK. A zip file, called 1099Files, that contains the required files for processing W 2s was created. 4. Submit the zip file to Solana for processing. 5. Send an message to endofyear@solanapro.com indicating that you submitted the 1099 data and have faxed the appropriate forms. This is our confirmation that your information is ready to process. 6. Solana will send you back the employer copy, file the electronic copy with the IRS, and mail out the 1099s. 7. Contact endofyear@solanapro.com with any questions. 125

126 8 UTILITIES Exporting 1099s To: Create a text file to use with WinFiler Then: 1. Select Create Text File. 2. Click Finish. 3. Select the location where you want to save the files and click OK. 4. Click OK to exit the confirmation window. 5. Import the files into WinFiler for processing. 126

127 8 UTILITIES Rolling Back Money Transactions Rolling Back Money Transactions The roll back money transactions utility lets you recreate a check payment or an EFT file.! Checks that are rolled back will not be voided in the system; they will be missing check numbers. To void a check, see Voiding Checks on page 175. You can then select the invoice again for payment. 1. On the Module menu, point to General Ledger and click Money Transactions to look up the transaction IDs of the transaction(s) you want to roll back. 2. Select the AP money account from the Account list. 3. Enter a date range that includes the transactions you want to roll back and click Refresh. 4. Write down the ID number or the range of ID numbers of the transactions you want to roll back. If doesn t matter if there are EFTs and Checks within the range. You will select whether you want to roll back the printed checks within the ID range, EFTs within the ID range or both. 127

128 8 UTILITIES Rolling Back Money Transactions 5. On the Module menu, point to Accounts Payable, then point to Utilities and click Roll Back Money Transactions. 6. Select the type of transaction you want to roll back: Printed Checks, EFTs or All. 7. In the ID Range boxes, enter or select the beginning ID and ending ID of the transactions you want to roll back. If you entered a range of IDs above and then select Printed Checks, the utility only rolls back the printed checks within that range. Likewise, if you select EFTs, the utility will only roll back the EFTs within the range. 8. Click OK. 9. Click Yes to roll back the transactions (or No to cancel). The window will automatically close on completion. You can now reprint the checks or recreate the EFT file. See Printing AP Checks on page 88 or Creating Electronic File Transfers on page

129 8 UTILITIES Importing Credit Card Transactions Importing Credit Card Transactions You can import credit card transactions from a CSV file from your credit card company to save time. Contact your credit card company for information on getting your transactions in a CSV format. In order to import credit card transactions, you also need to verify: The information on the Credit Card Import tab is complete in the Options setup. See Setting Up Options on page 136. A vendor is set up for your credit card company and that the default terms and AP Control Account have been set up for the vendor. See Modifying Vendors on page 34. Your credit card information is entered into the Credit Cards setup. See Setting Up Credit Cards on page 168. To import credit card transactions: 1. On the Module menu, point to Accounts Payable, then point to Utilities and click Import Credit Card Transactions. 2. Click Finish from the Credit Card Import dialog box. 129

130 8 UTILITIES Importing Credit Card Transactions 3. Select the file that you want to import and click Open. 4. Click OK. You may see a report that will give you warnings of any duplicate transactions as well as any errors encountered. 5. Click the X in the upper right corner to close the print preview and then click Close to exit the window. 6. If you did not distribute the transactions prior to the import, you must now edit each invoice and take it off hold. See Modifying Invoices on page

131 8 UTILITIES Creating Import Templates Creating Import Templates You can create import templates to quickly import data, such as vendors, terms and invoices into the Accounts Payable Module. You will complete the import templates in Excel and then import them into the software using the import feature in the appropriate dialog box. This import template: AP Options Is used to: Import options into the Options dialog box using the Import/Export Wizard*. AP Terms AP Check Formats AP Vendors AP Invoices Import terms into the Terms dialog box using the Import/Export Wizard*. Import check formats/layouts into the Check Layouts dialog box using the Import/Export Wizard*. Import vendors into the Vendors dialog box using the Import/Export Wizard*. Import invoices into the Invoices dialog box. See Importing Invoices on page 49 *For details on the Import/Export Wizard, see the Getting Started User s Guide. To create an Excel import template: 1. On the Module menu, point to Accounts Payable and then point to Utilities and click Import/Export: 131

132 8 UTILITIES Creating Import Templates 2. Select Create Import Templates and click Next. Highlight consecutive import templates Highlight multiple individual import templates Hold SHIFT and click the top and bottom row. Hold CTRL and click each row. 3. Click the check box next to the import template you want to include (or exclude). OR If you want to: Then: Highlight all the import templates Click Select All. and then: To: Click: Select the highlighted import templates Mark. A check will appear in the box next to each highlighted import template. Clear (or exclude) the highlighted import templates Reverse the selection of the highlighted import templates Clear. The check will be removed from the box next to each highlighted import template. Invert OR press the SPACEBAR. All highlighted import templates currently selected will be cleared and vice versa. 4. When finished, click Next. 132

133 8 UTILITIES Creating Import Templates 5. Select a directory where you want to save the import templates and click OK. 6. Click OK to exit the Templates Complete message box.! Do not change the workbook name or change the name of or remove any columns in the import template or the template will not import. In addition, make sure that you complete all the required fields with valid data, enter a valid selection for those list boxes that must have a value selected and enter True or False to indicate whether or not a check box is selected. 7. Click Cancel to exit the Import/Export Wizard. 8. Complete the import template in Excel and import it from the appropriate dialog box. 133

134 8 UTILITIES Creating Import Templates 134

135 9 Module Setup The Setup submenu of the Accounts Payable Module is where you go to customize the lists and options of the module for your organization. In this chapter, you will learn about these topics: Setting Up Options Setting Up Terms Setting Up Check Layouts Setting Up Credit Cards Setting Up Custom Lists 135

136 9 MODULE SETUP Setting Up Options Setting Up Options The Options dialog box lets you setup the default days for your invoice reports, set up your direct deposit information and set up for credit card imports. To enter or modify your setup options: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Options. You will see the General tab of the Options dialog box. 2. Click Edit. 136

137 9 MODULE SETUP Setting Up Options 3. Enter or select the following information as required: In this field: Cash Requirement Days 1 3* Enter or select: The number of days past the current date to include in the cash requirements invoice reports. Past Due Aging Days 1 3* Discount Account GL Cost Center Combine all Invoices on One Check Maximum Number of Invoices on One Check Use Check Approval Keep Check Preview Window Open The number of days past the current date to include in the past due aging invoice reports. The account number that any discounts will be applied to or press F2 to browse for the number. The cost center number or press F2 to browse for the number. To create only one check for a vendor that has more than one invoice entered for the payment period. During invoice entry you can assign an invoice to a separate group to force that invoice to print on a separate check. The maximum number of invoices that can fit on the check layout. Note If you selected Combine all Invoices on One Check and you enter more invoices than the maximum number for a vendor, this will trigger the system to print a multi page stub. Otherwise, if you enter more invoices than the maximum number for a vendor, it will fit the maximum number on the first check, the maximum number on a second check, and so forth. You can also assign an invoice to a separate group during invoice entry to force that invoice to print on a separate check. All the invoices assigned to the same group will print on the same check based on this maximum number setting. To require that someone actually go in and electronically approve selected invoices before they are paid. If this box is unchecked the software will automatically approve the invoices for you. See Approving AP Money Transactions on page 84. To keep the preview window open after clicking on the Print icon. 137

138 9 MODULE SETUP Setting Up Options In this field: Require Check Date to be on or after the system date Enter or select: To prevent a check date from being back dated when creating an AP check. Invoice Entry: Do not set Post Date to Invoice Date To manually enter the post date during invoice entry instead of automatically setting it to the same date as the invoice date. * This field is required. 4. Click on the Direct Deposit tab to setup the options to enable you to create EFT files unless you have already completed the ACH Info tab of the Chart of Account dialog box for the associated money account (for details, refer to the General Ledger Module User s Guide). 5. Enter or select the following information as required: In this field: Immediate Destination Number Immediate Destination Name Immediate Origin Number Immediate Origin Name Reference Code Enter or select: Your financial institution will supply these numbers to you. 138

139 9 MODULE SETUP Setting Up Options In this field: Company Name Company Identification Entry Description Enter or select: Your organization s name. Your organization s federal tax ID. Your financial institution will supply these numbers to you. Originating DFI Next Batch Number Discretionary Data The next batch number you want to assign to the invoices in the direct deposit file. Your financial institution will supply these numbers to you. Entry Class Create Offset Transaction Create Entry Type Offset DFI Offset Account Number File Name File Header File Footer To create an offset entry. The number of the offset entry. The routing number for the offset entry. The bank account number for the offset account. The name of the EFT file. Any information required by your financial institution in the header of the EFT file. Any information required by your financial institution in the footer of the EFT file. 139

140 9 MODULE SETUP Setting Up Options 6. Click on the Credit Card Import tab. 7. Enter or select the following information about your credit card vendor s import file. Tip Open the CSV file you received from you credit card company in Excel to help you complete these fields. In this field: Date Column Enter or select: The number of the column in the import file where the transaction date appears. For example, if the date appeared in column H in your CSV file, you would enter an 8. Description Column Amount Column Card Number Column The number of the column in the import file where the transaction description appears. The first nine characters of the description will become the first part of the invoice number followed by six digits incrementing from as the description repeats. The number of the column in the import file where the transaction amount appears. The number of the column in the file where the card number appears. One import file can contain transactions for multiple credit card numbers. The card number must match the card number that is setup in the Credit Cards Setup dialog box. See Setting Up Credit Cards on page

141 9 MODULE SETUP Setting Up Options In this field: Account Column Cost Center Column Transaction ID Column Primary Description Column Number of Rows to Ignore Card Number to Ignore Default Extension GL Account Enter or select: If you want to distribute the transaction to the actual account numbers prior to importing, enter the number of the column in the file where the account number appears. If you want to distribute the transactions within ISS after importing, leave this column zero and enter a dummy account number in the GL Account box (see below). If you want to distribute the transactions to the actual cost centers prior to importing, enter the number of the column in the file where the cost center appears. If you want to distribute the transactions within ISS after importing, leave this column zero and enter a dummy cost center number in the Cost Center box (see below). If you want to distribute the transactions to an account/cost center prior to importing, enter the number of the column where the unique transaction ID appears. It is used to group multiple distributions for a single transaction so that only one invoice is created. If you want to distribute the transactions within ISS after importing, leave this column zero. The number of the column in the import file where the primary description appears. This will become the GL Description box of the invoice. The number of header rows in the file that the software should ignore when importing the file. The administrative card number. Some credit card companies use a dummy administrative card number to record your payments. So that, if you have 30 credit cards, the credit card company issues only one debit against your account, paying for all 30 cards. Because this is not a real credit card, you do not want to include it in your import. The default file extension for the import file (typically.csv ). The general ledger account number that the transactions will temporally be distributed to (or press F2 to browse for it). Any transaction posted to this account will be placed on hold until you modify the invoice to distribute the transactions and clear the On Hold box. See Modifying Invoices on page 58. If you entered a number in the Account Column box, leave this field blank. 141

142 9 MODULE SETUP Setting Up Options In this field: Cost Center Next Available ID Import Location Enter or select: The general ledger cost center that the transactions will temporally be distributed to (or press F2 to browse for it). Any transaction posted to this account will be placed on hold until you modify the invoice to distribute the transactions and clear the On Hold box. See Modifying Invoices on page 58. If you entered a number in the Cost Center Column box, leave this field blank. The beginning number that ISS will increment and append to the first eight characters of the description to create a unique invoice number for the transaction. This is normally 1. The path or directory where the import file from your credit card company is located. Backup Location 8. When finished, click Save. 9. Click Close to exit the Options dialog box. The path or directory where you want a backup of the import file to be saved. The system automatically deletes the import file after it reads it. This location should be different than the import location. 142

143 9 MODULE SETUP Setting Up Terms Setting Up Terms You will define the financial terms for invoices that will appear in the Terms lists through out the Accounts Payable module. To open the Terms dialog box, on the Module menu, point to Accounts Payable and then Setup and click Terms. Adding Terms Tip You can add a term during invoice or vendor entry by pressing F7 from the Terms list. To add a term: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Terms. You will see the Terms dialog box. 2. Click Add. 143

144 9 MODULE SETUP Setting Up Terms 3. Enter the following information as required: In this field: Description Enter or select: A description of the term. This is the text that will appear in the Terms lists that users will select. Due Type Due Number Discount Type Discount Number Discount Percent The calculation method to use to calculate the due date: Number of Days from Invoice Date, Certain Day of Current Month, Certain Day of Next Month, End of Current Month, End of Next Month, or None A number to use if you selected Number of Days from Invoice, Certain Day of Current Month, or Certain Day of Next Month from the Due Type list. The type of discount offered by the vendor if the invoice is paid within one of these time frames: Number of Days from Invoice Date, Certain Day of Current Month, Certain Day of Next Month, End of Current Month, End of Next Month, or None A number to use if you selected Number of Days from Invoice, Certain Day of Current Month, or Certain Day of Next Month from the Due Type list. The percent the invoice is discounted if the invoice is paid within the time frame requested. 4. Click Save. 5. Click Close to exit the Terms dialog box. 144

145 9 MODULE SETUP Setting Up Terms Viewing and Modifying Terms Tip You can modify a term on the fly during invoice or vendor entry by highlighting the term in the Terms list and pressing F8. To view an existing term and modify it: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Terms. 2. Select the term you want to view from the Find list. The selected term s information will populate the Terms dialog box. 3. Click Edit to modify the term. 145

146 9 MODULE SETUP Setting Up Terms 4. Modify the information as needed and click Save. 5. Click Close to exit the Terms dialog box. Deleting Terms You cannot delete a term if it is in use. If you try to delete a term that is in use, you will receive an error message. Tip Instead of deleting a term that is in use, modify the term and change the description to Do Not Use. See Viewing and Modifying Terms on page 145. To delete a term: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Terms. 2. Select the term you want to delete from the Find list. The selected term s information will populate the Terms dialog box. 146

147 9 MODULE SETUP Setting Up Terms 3. Click Delete. 4. Click Yes to delete the terms (or No to cancel). 5. Click OK to close the confirmation message window. 6. Click Close to exit the Terms dialog box. 147

148 9 MODULE SETUP Setting Up Terms Creating a Terms Listing To create a listing of terms: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Terms. 2. Click Listing. You will see the AP Terms print preview. 3. From here, you can print the listing by clicking the Print icon or save it to a standard format by pressing CTRL + E. For details on saving to other formats, see the Getting Started User s Guide. 4. Click the X in the upper right corner to close the print preview. 5. Click Close to exit the Terms dialog box. 148

149 9 MODULE SETUP Setting Up Check Layouts Setting Up Check Layouts You will manage your check and stub layouts through the Check Layouts dialog box. To access the Check Layout dialog box, on the Module menu, point to Accounts Payable and then Setup and click Check Layout. Adding Check Layouts To add a check layout: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 2. Click Add from the Check Layout dialog box. 149

150 9 MODULE SETUP Setting Up Check Layouts 3. Enter the following information as required: In this field: Description Enter or select: A text description of the layout. This description will appear in the Check Layout lists throughout the module. Top Left Right Bottom Length Width Portrait Landscape Check Stub 1 Stub 2 Stub Footer Height Stub Header Height A number in inches for the top page margin. A number in inches for the left page margin. A number in inches for the right page margin. A number in inches for the bottom page margin. A number in inches for the height or length of the page. A number in inches for the width of the page. If the check and stub will print in portrait format. If the check and stub will print in landscape format A number in inches that the perforation or part is above the check. A number in inches that the perforation or part is above the first stub. A number in inches that the perforation or part is above the second stub. A number in inches for the height of the stub footer. A number in inches for the height of the stub header. 4. Click Check Layout. 150

151 9 MODULE SETUP Setting Up Check Layouts 5. Add a standard data field, custom label, line or image anywhere on the check. Label Data Field Note You can move an item you have added by clicking on the item and dragging it to a new location. To delete an item, click on it and press DELETE on your keyboard. The standard data fields available are: Check Number Date Amount Amount in Words Pay To Code Pay To Name Pay To Address 1 Pay To Address 2 Pay To City, State, Zip Pay To City Pay To State Pay To Zip Company Name Company Address 1 Company Address 2 Company City, State, Zip Company City Company State Company Zip Account Number 151

152 9 MODULE SETUP Setting Up Check Layouts To add a data field, select the field you want to add from the Data Field menu and enter the properties for the selected field as follows: In this field: Top Enter or select: A number in inches from the top margin of check. Left Width Height Name Justification A number in inches from the left margin of check. A number in inches for the width of the field. A number in inches for the height of the field. The name of the data field. Left, Right or Center Format The format of a date (MM/DD/YYYY) or amount (##,###.00) Font Font Size Bold Underline The font face The font size If the font should be bold. If the font should be underlined. To create a label, click Label and enter its properties: In this field: Enter or select: Top A in number in inches from the top margin of check. Left Width Height Name Justification A in number in inches from the left margin of check. A number in inches for the width of the label. A number in inches for the height of the label. The name of the label as you want it to appear on the check. Left, Right or Center Format The format of a date (MM/DD/YYYY) or amount (##,###.00) Font Font Size Bold Underline The font face The font size If the font should be bold. If the font should be underlined. 152

153 9 MODULE SETUP Setting Up Check Layouts 6. To add a horizontal line, click Line and enter the properties for the line: In this field: Enter or select: Top A number in inches from the top margin of check. Left Width Size A number in inches from the left margin of check. A number in inches for the width of the line. A number in points for the thickness of the line. 7. To enter a graphic such as a logo, click Image and enter the properties for the graphic: In this field: Enter or select: Top A number in inches from the top margin of check. Left Width Height Justification File Name A number in inches from the left margin of check. A number in inches for the width of the graphic. A number in inches for the height of the graphic. Left, Right or Center The path to where the image is located on your system or click Browse... to locate it. Note The graphic must be in a bmp, gif, ico, jpg, wmf or emf format. 8. When you have finished the check layout, click Save. 9. Click Stub Layout. 153

154 9 MODULE SETUP Setting Up Check Layouts You will see the Stub Layout dialog box. 10. Add data fields, custom labels and lines to the header, body or footer of the stub. You can add graphics to the header or the footer of the stub. Note You can move an item you have added by clicking on the item and dragging it to a new location. To delete an item, click on it and press DELETE on your keyboard. These are the standard data fields: This menu: Header Data Contains these standard data fields: Check Number Pay To Code Pay To Name Date Total Invoice Amount Total Discount Amount Total Net Invoice Amount Account Number Body Data Footer Data Invoice Number Invoice Date Invoice Amount Check Number Pay To Code Pay To Name Date Discount Amount Net Amount Description Total Invoice Amount Total Discount Amount Total Net Invoice Amount Account Number 154

155 9 MODULE SETUP Setting Up Check Layouts To enter a standard data field, select the field you want to add from the Header Data, Body Data or Footer Data menu and enter the properties as follows: In this field: Top Enter or select: A number in inches from the top margin of check. Left Width Height Field Justification A number in inches from the left margin of check. A number in inches for the width of the field. A number in inches for the height of the field. The name of the field being added or modified. Left, Right or Center Format The format of a date (MM/DD/YYYY) or amount (##,###.00) Font Font Size Bold Underline The font face The font size If the font should be bold. If the font should be underlined. To enter a custom label, from the Label menu select Place Label in Header, Place Label in Body or Place Label in Footer, and enter the properties for the label as follows: In this field: Top Enter or select: A number in inches from the top margin of check. Left Width Height Field Justification A number in inches from the left margin of check. A number in inches for the width of the label. A number in inches for the height of the label. The name of the label as you want it to appear on the check. Left, Right or Center Format The format of a date (MM/DD/YYYY) or amount (##,###.00) Font Font Size Bold Underline The font face The font size If the font should be bold. If the font should be underlined. 155

156 9 MODULE SETUP Setting Up Check Layouts To add a horizontal line, from the Line menu select Place Line in Header, Place Line in Body or Place Line in Footer, and enter its properties: In this field: Top Enter or select: A number in inches from the top margin of check. Left Width Size A number in inches from the left margin of check. A number in inches for the width of the line. A number in points for the thickness of the line. To enter a graphic such as a logo, from the Image menu select Place Image in Header or Place Image in Footer, and enter the properties for the graphic as follows: In this field: Top Enter or select: A number in inches from the top margin of check. Left Width Height Justification File Name A number in inches from the left margin of check. A number in inches for the width of the graphic. A number in inches for the height of the graphic. Left, Right or Center The path to where the image is located on your system or click Browse... to locate it. Note The graphic must be in a bmp, gif, ico, jpg, wmf or emf format. 11. When you have finished the stub layout, click Save. 156

157 9 MODULE SETUP Setting Up Check Layouts 12. Click Save. 13. Click Close to exit the Check Layout dialog box. Viewing Check Layouts To view a check layout: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 2. Select the check layout you want to view from the Find list. The information of the selected check layout will populate the Check Layout dialog box. The information cannot be modified at this time. To do so, see Modifying Check Layouts on page

158 9 MODULE SETUP Setting Up Check Layouts 3. Click Check Layout to view the check layout. 4. Click OK to exit the window. 5. Click Stub Layout to view the stub layout. 158

159 9 MODULE SETUP Setting Up Check Layouts 6. Click OK to exit the window. 7. Click Close to exit the Check Layout dialog box. Modifying Check Layouts 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 2. Select the check layout you want to modify from the Find list. The selected check layout s information will populate the Check Layout dialog box. 3. Click Edit. 159

160 9 MODULE SETUP Setting Up Check Layouts 4. Modify the check layout fields as needed. 5. Click Check Layout to edit the check layout. 6. Modify, add or delete the check layout fields, as needed, and click Save. Note You can move an item you have added by clicking on the item and dragging it to a new location. To delete an item, click on it and press DELETE on your keyboard. 7. Click Stub Layout to modify the stub layout. 160

161 9 MODULE SETUP Setting Up Check Layouts 8. Modify the stub layout, as needed, and click Save. Note You can move an item you have added by clicking on the item and dragging it to a new location. To delete an item, click on it and press DELETE on your keyboard. 9. Click Close to exit the Check Layout dialog box. Deleting Check Layouts Note If the check layout is selected as the Default AP Check Format for any of the money accounts set up in the General Ledger Module s Chart of Accounts, you will not be able to delete the layout until you select a new default. Refer to the General Ledger Module documentation for more details. To delete a check layout: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 161

162 9 MODULE SETUP Setting Up Check Layouts 2. Select the check layout you want to delete from the Find list. The check layout s information will populate the Check Layout dialog box. 3. Click Delete. 4. Click Yes to delete the layout (or No to cancel). 5. Click OK to close the confirmation message box. 6. Click Close to exit the Check Layout dialog box. 162

163 9 MODULE SETUP Setting Up Check Layouts Previewing Check Layouts To preview the check layout and print a test check: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 2. Select the check layout you want to preview from the Find list. The check layout s information will populate the Check Layout dialog box. 3. Click Preview. 163

164 9 MODULE SETUP Setting Up Check Layouts 4. Click on Print to print a test check. 5. Click on the X in the upper right corner to close the print preview. 6. Click Close to exit the Check Layout dialog box. Saving a Check Layout to File You can save a check layout to a file and then load it back into the software to use as a starting point for a new layout. See Loading a Check Layout from File on page 166. To save the check layout to a file: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. You will see the Check Layout dialog box. 2. Select the check layout you want to save to a file from the Find list. 164

165 9 MODULE SETUP Setting Up Check Layouts The check layout s information will populate the Check Layout dialog box. 3. Click Save to File. 4. Select a folder, enter a descriptive name for the file, and click Save. 5. Click Close to exit the Check Layout dialog box. 165

166 9 MODULE SETUP Setting Up Check Layouts Loading a Check Layout from File To load an existing check layout to use as a starting point for a new layout: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Check Layout. 2. Click Load From File. 3. Find the check layout file on your system and click Open. The information from the file will populate the Check Layout dialog box. 4. Change the description name to a unique name and modify the settings, as needed. 166

167 9 MODULE SETUP Setting Up Check Layouts 5. When finished, click Save. 6. Click Close to exit the Check Layout dialog box. 167

168 9 MODULE SETUP Setting Up Credit Cards Setting Up Credit Cards In order to import credit card transactions, you need to set up each credit card. You will manage your credit cards through the Credit Cards dialog box. To open the Credit Cards dialog box, on the Module menu, point to Accounts Payable and then Setup and click Credit Cards. Adding New Credit Cards To add a new credit card: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Credit Cards. 2. Click New from the Credit Cards dialog box. 168

169 9 MODULE SETUP Setting Up Credit Cards 3. Enter the following information: In this field Vendor Card Number Batch Number Enter or select: The vendor code for the credit card or press F2 to browse for it. Tip To make the statement and reconciliation process easier, it is a good practice to assign a separate vendor code for each credit card. That way you can select to pay the statement by batch or by vendor. The number on the credit card.! This number must match the number in your import file. The batch number that you want to assign all transactions made on this card to. Tip To make the statement and reconciliation process easier, it is a good practice to assign each credit card to its own batch number. That way you can select to pay the statement by batch or by vendor. 4. Click OK. The new credit card will now appear in the list. 5. Click Close to exit the window. 169

170 9 MODULE SETUP Setting Up Credit Cards Modifying Credit Cards 1. On the Module menu, point to Accounts Payable and then point to Setup and click Credit Cards. 2. Highlight the credit card you want to modify and click Edit. 3. Make any changes as needed and click OK. 4. Click Close to exit the window. 170

171 9 MODULE SETUP Setting Up Credit Cards Deleting Credit Cards To delete a credit card: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Credit Cards. 2. Highlight the credit card you want to delete and click Delete. 3. Click Yes to delete the credit card (or No to cancel). The credit card will no longer appear in the list. 4. Click Close to exit the window. 171

172 9 MODULE SETUP Setting Up Custom Lists Setting Up Custom Lists If you had Solana create any custom lists for your organization they will appear in the list, otherwise the dialog box will be empty. Did You Know? Solana can create a custom list created for your organization. To set up a custom list: 1. On the Module menu, point to Accounts Payable and then point to Setup and click Custom Lists. 2. Highlight the custom list you want to set up and click OK. 3. Click Cancel to exit the Custom Lists dialog box. 172

173 A Frequently Asked Questions This appendix will discuss common issues that users encounter when using the Accounts Payable module and their resolutions. In this appendix, you will learn about these topics: Entering Debit Memos Reversing Invoices in a Closed Accounting Period Deleting Invoice Error Message Roll Back Money Transactions Vs. Voiding a Check Reprinting Checks/Recreating EFTs Voiding Checks Importing Credit Card Transactions Adjusting the Balance of the AP Control Account Setting Up Vendors for 1099s Creating Separate Checks for a Vendor Deleting a Vendor Error Printing Multi Page Stubs Amount Cannot Be Less Than Zero Error Saving an Invoice Error Accounting Period Errors 173

174 A FREQUENTLY ASKED QUESTIONS Entering Debit Memos Entering Debit Memos How do I enter a debit memo? You enter a debit memo the same way you enter an invoice. The only difference is that instead of entering a positive number in the Invoice Amount box and transaction entries, you enter negative numbers. See Entering Invoices on page 40. Note To enter a negative number, first enter the number and then the minus ( ) sign. Reversing Invoices in a Closed Accounting Period How do I delete an invoice that is in a closed accounting period? You cannot delete an invoice in a closed accounting period. However, you can reverse the invoice. To do so, enter a reversing invoice in the current accounting period and then do an invoice matchup. See Adding Invoice Matchups on page 96. Deleting Invoice Error Message My accounting period is open as is my invoice, but I get an error message when I try to delete it. Why? There is a money transaction against the invoice (such as a void transaction). In order to remove the invoice, enter a reversing invoice and then do an invoice matchup. See Adding Invoice Matchups on page 96. Roll Back Money Transactions Vs. Voiding a Check I am confused. When should I roll back money transactions versus voiding the check? Use the Rollback Money Transactions Utility when you want to print the check again using the same check number. Void the check when you want to print the check again using a different check number. 174

175 A FREQUENTLY ASKED QUESTIONS Reprinting Checks/Recreating EFTs Reprinting Checks/Recreating EFTs How do I reprint a check after I ve already indicated that all the checks have printed properly? To reprint a check or recreate an EFT file, you must roll back the money transactions and then re process the money transactions (if you want to use the same check number). See Rolling Back Money Transactions on page 127. The invoice(s) will still have a closed status. You won t have to select the invoice(s) for payment again and can go directly to the processing step. If you need to re print the check using a different check number, void the transaction(s). See Voiding Checks on page 175. The invoice(s) will now have an open status. You will need to select the invoice for payment again and then process it using a new check number. Voiding Checks How do I void a check? If the accounting period is still open, you can go to the General Ledger Module s Money Transactions dialog box to void a check. 1. On the Module menu, point to General Ledger and click Money Transactions. 175

176 A FREQUENTLY ASKED QUESTIONS Voiding Checks 2. Select the AP money account from the Account list, enter a date range that includes the transactions you want to void and click Refresh. 3. Find the transaction you want to void and highlight it. 4. Click Void. Note The message that appears is dependent on the General Ledger options set for voiding transactions. See the General Ledger Module User s Guide. This will reset the invoice status to open so that you can select it for payment and processing again. 176

177 A FREQUENTLY ASKED QUESTIONS Importing Credit Card Transactions Importing Credit Card Transactions How do I import my credit card transactions? You can import credit card transactions from a CSV file from your credit card company to save time. Contact your credit card company for information on getting your transactions in a CSV format. To import credit card transactions, you need to: Complete the information on the Credit Card Import tab in the Options setup. See Setting Up Options on page 136. Enter your credit card information in the Credit Cards setup. See Setting Up Credit Cards on page 168. Set up a credit card vendor (for each card) with default terms and a default AP Control Account. See Adding Vendors on page 24. Use the Credit Card Import utility to bring the transactions into the software. See Importing Credit Card Transactions on page 129. If you did not distribute the transactions prior to importing them, you must now modify the invoice to distribute the transactions and take the invoice off hold. See Modifying Invoices on page 58. Adjusting the Balance of the AP Control Account How can I make an adjustment to the AP control account? To adjust the AP control account you must either enter an invoice or a debit memo through the Account Payable menu. You cannot adjust the balance through a general journal entry. Setting Up Vendors for 1099s Can I set up the same vendor to have some transactions appear on the 1099 and then designate others not to? In order for the same vendor to have some transactions appear on the 1099 and other transactions not appear on the 1099, you must create the vendor in the system twice. You will enter the vendor once and assign the 1099 information and then enter the vendor again with a different vendor code and leave the 1099 information blank. As you are entering invoices, you will then select the appropriate vendor code for the vendor for that invoice. You could also set up one vendor for all transactions, and then at the end of the year as you are exporting the 1099s, modify the amount accordingly. See Exporting 1099s on page

178 A FREQUENTLY ASKED QUESTIONS Creating Separate Checks for a Vendor Creating Separate Checks for a Vendor I want to create a separate check for an invoice for one my vendors. How do I force it to create two checks instead of one? When you are entering the invoices for the vendor, make sure you assign a separate group number to each invoice that you want to print on a separate check. So in this case, enter a 1 in the Group Number box for the first invoice and a 2 in the Group Number box for the second invoice. See Entering Invoices on page 40 for details. Deleting a Vendor Error When, I try to delete a vendor I get an error message. Why? You may get an error message similar to above, if you try to delete a vendor that has invoices in the system (closed or open). Instead of deleting the vendor, clear the Active box in the Vendor dialog box. The vendor will no longer be available for selection when entering invoices (unless you make it active again). See Modifying Vendors on page 34. Printing Multi Page Stubs When I printed checks one vendor had too many line items and they ran off the edge of the stub. I tried to then print a multi page stub, but there weren t any. What should I do? When you are processing money transactions, you must click Print Multi Page Stubs first, before you click Print AP Money Transactions. The system will then search for any vendors that have too many line items to fit on a regular check stub and allow you to print the special stub for the vendor. See Printing Multi Page Stubs on page 87 for details. If you forget to do this, you can void the check and then select it for payment and re process the check using Print Multi Page Stubs. 178

179 A FREQUENTLY ASKED QUESTIONS Amount Cannot Be Less Than Zero Error Amount Cannot Be Less Than Zero Error I am trying to pay vendors and whenever I try to create AP checks I get this error message. What am I doing wrong? One of two problems could be causing this issue: The invoice(s) that you selected for a vendor are less than the debit memo you are trying to apply to it. Highlight the debit memo entry and click Partial Payment and enter a number less than the amount of the invoices. You can then apply the remaining amount with subsequent invoices from that vendor. See What s Next? on page 82. The invoice(s) and debit memo for a vendor that you included for payment are set to be printed to separate checks. Make sure that the group number within each invoice selected is set to the same number (see Modifying Invoices on page 58). Saving an Invoice Error I am trying to enter a new invoice and keep getting a unique key violation error. What causes this? When you see the unique key constraint, error message, it means you are trying to enter a new invoice with the same invoice number as an existing invoice for that vendor. Each invoice (for the same vendor) must have its own unique invoice number. You may see a similar error message for other items that require a unique code as well (such as vendor codes). 179

180 A FREQUENTLY ASKED QUESTIONS Accounting Period Errors Accounting Period Errors I am trying to save an invoice, but I received the following error message. What should I do: The GL date of the invoice that you are trying to save is in a closed accounting period. In order to post to this date, you must open the accounting period. To do so: 1. On the Module menu, point to General Ledger, and then point to Setup and click Fiscal Periods. 2. Select the fiscal year of the fiscal period you want to open or close from the Find list box. The periods of the fiscal year will populate the Fiscal Periods dialog box. 180

181 A FREQUENTLY ASKED QUESTIONS Accounting Period Errors 3. Click Edit. 4. Highlight the fiscal period you want to open or close and click Edit. [ 5. Select the General Journal Open and Other Open check boxes to open the period. General Journal Open allows/prevents journal entries to be posted in the fiscal period. 181

182 A FREQUENTLY ASKED QUESTIONS Accounting Period Errors Other Open allows/prevents transactions and distributions from other modules (Accounts Payable, Accounts Receivable, Client Billing and Payroll) to be posted in the fiscal period. 6. Click Save. 7. Click Save from the main Fiscal Periods dialog box. I am trying to save an invoice, but I received the following error message. What should I do? A new fiscal year or period has not year been setup for the date to which you are trying to save this invoice. You must create a new fiscal year with at least one fiscal period (and that fiscal period must be open). To create a fiscal year: 1. On the Module menu, point to General Ledger, and then point to Setup and click Fiscal Periods. 182