Accounts Payable. Training guide for end users

Transcription

1 Accounts Payable Training guide for end users Revised on: 23 rd February 2011

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3 This training manual describes these general Accounts Payable tasks that end users will perform in TechnologyOne Financials (T1): Exercise View an invoice... 2 Exercise Code and approve an invoice... 2 Exercise Code and submit and invoice for approval... 3 Exercise Approve an invoice... 3 Exercise Refer invoice to someone else... 4 Exercise Reject invoice... 5 Exercise Check status of an invoice... 6 Tax Codes... 7 For help with Accounts Payable, please contact: finance.payables@utas.edu.au TechnologyOne Financials Accounts Payable training for end users

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5 About Accounts Payable Invoices Financial services will receive invoices for University Suppliers. These invoices will be scanned and workflowed to key budget centre users for coding. These key users will approve (if within their delegations) or forward to a person within their budget centre that has delegation of authority. This is all done electronically via workflow. TechnologyOne Financials Accounts Payable training for end users 1

6 Exercise View an invoice 1. Workplace: UTAS Admin Officer 2. Workplace tab: My Workflow tab 3. Click on Inbox 4. Select the line of the invoice to approve (not its blue underlined description) and click Open 5. View the attachments by clicking on yellow paper clip or the attachments tab The attachment will be the invoice that Financial Services have received, scanned and workflowed to you 2 TechnologyOne Financials Accounts Payable training for end users

7 Exercise Code and approve an invoice 1. Workplace: UTAS Admin Officer 2. Workplace tab: My Workflow 3. Click on Inbox 4. Select the line of the invoice to approve (not its blue underlined description) and click Open 6. View attachments by clicking on yellow paper clip or the attachments tab 5. Add at least one line to the Dissections part of this screen, so the costs are assigned to the correct project and account Dissections Ldg Code: Account Number: Choose the relevant Ledger Code OP or RT Click the magnifying glass to build the account number The Account number is made up of three components: a project, a natural account and an internal/external indicator XXXXXX.XXXXX.X In the Account Components window, either type in or search for the numbers for the Project, Natural Account and Internal/External indicators To search for each of these components click on the magnifying glass icon next to each, then click Retrieve to display all options select an option by clicking the blue underlined number and it will appear in the Accounts Component window Ensure the Int/Ext indicator is the same as the transaction you re correcting. When you ve built the Account number click OK GST Code: Leave the default value: T for taxable (for training purposes) You would usually determine the tax status of the purchase and change the code. Tax codes can be found at the end of this document. Inclusive: Type the amount of this line item (GST inclusive) TechnologyOne Financials Accounts Payable training for end users 3

8 Narrative 1 and 2: Narrative 3: Activity: Narrative from header will default here but you can change it if you wish Defaults to supplier s name Leave this field blank This is not a mandatory field your faculty or institute/division will tell you if you need to enter this information 6. From the Document File Actions panel on the left select Approve You may add comments in the popup box if you wish. The comments will appear in the workflow. Exercise Code and submit an invoice for approval 1. Workplace: UTAS Admin Officer 2. Workplace tab: My Workflow 3. Click on Inbox 4. Select the line of the invoice to approve (not its blue underlined description) and click Open 5. View attachments Write down the invoice number as you will need this later 6. Add at least one line to the Dissections part of this screen, so the costs are assigned to the correct project and account Dissections Ldg Code: Account Number: Choose the relevant Ledger Code OP or RT Click the magnifying glass to build the account number The Account number is made up of three components: a project, a natural account and an internal/external indicator XXXXXX.XXXXX.X In the Account Components window, either type in or search for the numbers for the Project, Natural Account and Internal/External indicators To search for each of these components click on the magnifying glass icon next to each, then click Retrieve to display all options select an option by clicking the blue underlined number and it will appear in the 4 TechnologyOne Financials Accounts Payable training for end users

9 Accounts Component window Ensure the Int/Ext indicator is the same as the transaction you re correcting. When you ve built the Account number click OK GST Code: Leave the default value: T for taxable (for training purposes) You would usually determine the tax status of the purchase and change the code. Tax codes can be found at the end of this document. Inclusive: Narrative 1 and 2: Narrative 3: Activity: Type the amount of this line item (GST inclusive) Narrative from header will default here but you can change it if you wish Defaults to supplier s name Optional Field 7. From the Document File Actions panel on the left select Refer to Someone Else 8. Choose the person sitting next to you as the assign next user 9. Add comments to the popup box. These will appear in the work flow. Exercise Approve an Invoice 1. Workplace: UTAS Admin Officer 2. Workplace tab: My Workflow 3. Click on Inbox 4. Select the line of the invoice to approve (not its blue underlined description) and click Open Use the invoice that the person sitting next to you just referred to you 5. View attachments and the coding details Write down the invoice number as you will need this later 6. From the Document File Actions panel on the left select Approve 7. Select OK The transaction has now been sent to Financial Services for review and payment TechnologyOne Financials Accounts Payable training for end users 5

10 Exercise Refer invoice to someone else 1. Workplace: UTAS Admin Officer 2. Workplace tab: My Workflow 3. Click on Inbox 4. Select the line of the invoice to approve (not its blue underlined description) and click Open 5. From the Document File Actions panel on the left select Refer to Someone Else 6. Choose the person sitting next to you as the assign next user 7. Add comments to the popup box. These will appear in the workflow that the user you have selected receives 8. Select OK You would refer invoices to someone else if the person is in your budget centre and they need to action the invoice. Exercise Reject invoice 9. Workplace: UTAS Admin Officer 10. Workplace tab: My Workflow 11. Click on Inbox 12. Select the line of the invoice to approve (not its blue underlined description) and click Open 13. From the Document File Actions panel on the left select Reject 14. Select a reason using the magnifying glass. This is mandatory 15. Add comments to the popup box. These will appear in the work flow that Financial Services receive. 16. Select OK You would reject an invoice if it does not belong to you, is in dispute or if it has already been paid. 6 TechnologyOne Financials Accounts Payable training for end users

11 Exercise Check status of an invoice To find an invoice and track its payment progress or find other details about it, search for a specific invoice number for a supplier 1. Workplace tab: Other Enquiry 2. Click 3. Enter full or partial invoice number that you have previously written down and click Retrieve OR 4. Narrow your search by adding Search criteria, e.g. Ledger Name ACCT_PAY to return only Accounts Payable records Exercise - Enquire on a Supplier account You might do this search if a supplier has phoned and is asking about payment of an invoice but can t provide an invoice number. 1. Workplace tab: Other Enquiry 2. Click 3. Click Retrieve to display all suppliers or narrow down your search by entering part of a supplier s name then click Retrieve 4. Select the supplier by clicking on the underlined supplier number 5. Under links to other functions click Transaction Listing You ll see a list of all outstanding invoices ready for payment belonging to this supplier 6. Click on an underlined date to see details of any particular invoice 7. Scroll down the page to see all details If this invoice has not been finalised it will not appear in the outstanding list but in the commitment listing. To enquire on the commitment: 8. Under links to other functions click Commitment Listing You ll see a list of all invoices that are not yet ready for payment belonging to this supplier. 9. Click on an underlined date to see details of any particular invoice TechnologyOne Financials Accounts Payable training for end users 7

12 Tax Codes Description Tax Code for Input Taxable goods and services / supplies T GST-Free goods and services /supplies Z GST only / GST on Customs 100% G (To be used only with account number: OP ) 8 TechnologyOne Financials Accounts Payable training for end users