1.6 AP Enhancements
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AP Journals now summarized on GL Accounts
New Journal by Activity option
Entry using date-driven accounting period
Combined AP / PO Invoicing Screen
Automated posting of Recurring Invoices
AP Distribution line to multiple WO
Immediate Pay Accounting changes
New AP Invoice Payment Process
Consolidated Check Print Process
Summarized AP Journals
GLRA before Summarized AP Journals:
05/06/2005
Fri 11:12
36034
NISC
Transaction Activity
Post Dt Journal Mod Batch
Vendor # Check # Reference/Invoice #
Actv
---------------- --- -------- ------------ -------- ------------------------ ---ACCOUNT: 1.930.1 GENERAL ADVERTISING EXPENSE
05/06/05
27785 ap Batch 1
90
A C EQUIPMENT
05/06/05
27785 ap Batch 1
95
A & K HARDWARE
Total # Of Transactions: 2
Period:
2005,05
Letterhead and supplies < >
AC10090
Staples-paperclips-pens < >
AK00200
GLSA Ending Balance:
Grand Total For All Transactions: 15
Total # Of Accounts Out Of Balance: 0
450.00
Page:
Proc: glra
3
52.0001
Debit
Credit
Balance
-------------- -------------- -------------2005 Beginning Balance:
100.00
0.00
350.00
0.00
0.00
100.00
450.00
-------------- -------------- -------------450.00
0.00
450.00
-------------- -------------- -------------2,576,376.43
15,550.78
2,560,825.65
Summarized AP Journals (cont.)
GLRA after Summarized AP Journals (1.6):
Post Date/
Journal
Mod/ Batch
JrnlCd/
Actv/ Mtrx
Debit/
Credit/
Balance
Vendor Lookup Name
Invoice # Reference
Check
Amount
------------ --------------- --------------- ------------------------ ------- -------------------- -------------- -------------ACCOUNT: 930.1 GENERAL ADVERTISING EXPENSES
05/09/2005
33778
AP Batch_1
4 AP Invoice
05/09/2005
33779
AP Batch_2
4 AP Invoice
Total # Of Transactions: 2
GLSA Ending Balance:
Grand Total For All Transactions: 2
Total # Of Accounts Out Of Balance: 0
Period:
283,272.27
2005,05
< >
< >
2005 Beginning Balance:
242,176.90
350.00
0.00
242,526.90
100.00
0.00
242,626.90
-------------- -------------- -------------450.00
0.00
242,626.90
-------------- -------------- -------------242,626.90
0.00
242,626.90
Summarized AP Journals (cont.)
05/06/2005
Fri 15:59
Funct: glra
40018
NISC
Transaction Activity
Start Dt/Tm: 05/06/2005
Ranges:
1 Account #
* 2 Period (YYYY,MM)
3 Posting Date
4 Account Group
Page:
1 sys
4:59 PM Store As: 57526229 Group:
Begin
930.1
2005,05
05/08/2005
Options:
* 1 Select Individual Modules
* 2 Print (D)ebits, (C)redits, or (B)oth
* 3 Select Individual Matrix
* 4 Totals Only
5 Print In Check # Sequence
* 6 Print Extended References
* 7 Primary Accounts Only
* 8 Print Accounts In Acct/Sub Sequence
* 9 Print Accounts With Activity Only
*10 Select Individual G/L Accounts
11 Cutoff Amount
12 Cutoff Compare:(L)ess/(G)reater/(E)qual
*13 Print AP Detail
14 Function Name
End
930.1
2005,05
05/08/2005
No
Both
No
No
No
Yes
No
No
No
No
0.00
Greater Than Or Equal To
Yes
Set Option “Print AP
Detail” = YES to print
Detailed AP transactions.
Summarized AP Journals (cont.)
GLRA after Summarized AP Journals with AP Details Option (1.6):
05/06/2005
Fri 16:59
40018
NISC
Transaction Activity
Page:
Proc: glra
2 sys
53.0005
Post Date/
Journal
Mod/ Batch
JrnlCd/
Actv/ Mtrx
Debit/
Credit/
Balance
Vendor Lookup Name
Invoice # Reference
Check
Amount
------------ --------------- --------------- ------------------------ ------- -------------------- -------------- -------------ACCOUNT: 930.1 GENERAL ADVERTISING EXPENSES
Period:
2005,05
05/08/2005
33774
AP
4 AP Invoice
< >
90 KINKO'S
AC10090
Letterhead and supplies 12345872
95 ACCESS EAP
AK02200
paperclips
12345874
Total # Of Transactions: 1
GLSA Ending Balance:
Grand Total For All Transactions: 1
284,122.27
2005 Beginning Balance:
450.00
0.00
242,276.90
242,726.90
100.00
350.00
-------------- -------------- -------------450.00
0.00
242,726.90
-------------- -------------- -------------242,726.90
0.00
242,726.90
Journal by Activity
• Eliminates the necessity to sort entries by period
(date driven transaction entry)
• Provides for summarized entries in GL
• One journal is opened for all users until the month
end process is updated and closes all open journals
– The first time a process affecting GL is run in a module,
a journal will open and receive all entries for that
activity
– The Month End Process with update yes will close all
journals for a module
– Allows multiple users to post to one journal
– Allows multiple periods per one activity journal
Journal by Activity
AP > TableEdits > Options
• Journal by User (current method) will default after upgrade
• Journal by Activity is new option
Journal by Activity
No Open Journal Prompt
Journal by Activity
“Date Driven” Entry
• Posting of transactions in AP will be date driven
– The Posting Date and GL Period will no longer be
available per journal or batch update process
– Each transaction entered will be posted to the GL
Period per the month of it’s posting date entered
– Multiple periods can be posted to in the same journal
– The operator and period will display blank on the SA
Journal Inquiry and GL Journal Inquiry
– The period will be displayed in transaction details
AP Batch Update – Option #3 “Post By
Accounting Date” is being replaced by
Journal by Activity Functionality.
Previous AP Batch Update
Option #3 no
longer available
New 1.6 AP Batch Update
Not available if Jrnl by
Activity is on
AP / PO Invoice Screen
Combined
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Invoice entry accessible from both AP & PO
Previous Operator Security applies
If PO # entered, vendor number populates
PO Purchases are handled as AP type Invoice
PO Returns are handled as AP type MC
PO Invoice Transfer Report no longer exists
– Any open invoices will be in a batch “APPO1.6”
after the upgrade
PO > Invoice = AP > Invoice
New Combined AP and PO
Invoice Entry Screen
This Amount is the Subtotal of the Invoice and the GL Distribution
Amount. Do not include Discount, Sales Tax, or Addons which
will be automatically spread upon saving the invoice.
Invoice Entry
Recurring Invoices
Invoice Entry > Recurring Invoices
• Enter “Times to Post” as the number of
months for recurring posting of an invoice
• When Pay Invoices Due pays a recurring
invoice, it will automatically post the next
month’s invoice
• The GL Period for the recurring invoice is
derived from the month on the invoice date
created
Invoice Entry
Taxes / Addons per Line
• AP > TableEdits > Options identifies the
default for Expensing or Inventory method
of Taxes and Addons
• Now this method can be changed at time of
invoice entry per PO line or GL Distribution
Account
• Apply Addons per line rather than the whole
invoice
Invoice Entry
Taxes / Addons per Line
Invoice Entry
Distribution to WO
Allows for rapid add entry
for one line of AP
Distribution to multiple
work orders.
Invoice Entry – Immediate Pay
Invoice Entry – Immediate Pay
• Available in Real Time or Batch Entry
• GL Distribution / Cash Entry at time of
Check Print
• Interfacing Modules updated at Check Print
• If recurring immediate pay, next invoice is
set up by Pay Invoices Due
New Payment Checklist
• Pay Invoices Due Process
• Accounts Payable Checks Process
• Check Stub Reprint Report
AP > Payment > Pay Invoices Due
• Pay Invoices Due Report no longer exists
– New Pay Invoices Due process is a screen
– Allows for easy selection of Invoices and MC
to pay
– Most options from previous report have been
moved to AP > TableEdits > Options > Check
Run
Pay Invoices Due Options
• AP > Table Edits > Options > Check Run Tab
– Options from Pay Invoices Due and AP Check Print moved here
– Defaults based on SA > TableEdits > Report Information before upgrade
AP > Payment Checklist >
Pay Invoices Due Screen
• Click on “Reset Options” to clear previously processed selections if
necessary
• Update option will always default to “No”
Pay Invoices Due Accounting
• Cash Accounting entry has been moved to
the AP Check Print Process
• Accounting for next posting of recurring
invoice will happen with Pay Invoices Due
– Debits GL Distribution Account, Credits AP GL
Account
– Post Period is the month of the invoice date
which is created with the Pay Invoices Due
AP > Payment > AP Checks Process
• Consolidated AP Check Print Procedures
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Cash Accounting happens with Check Print
Debits AP GL Account and Credits Cash
The Check Date will drive the Journal Period
Automatically processes ACH extract and SA
ACH file Creation – APsarb.dat
– Many options have moved to AP > TableEdits >
Options – Check Run and ACH tabs
AP Check Process Options
• AP > Table Edits > Options > Check Run & ACH Tabs
– Options from AP ACH Extract (APRGB) and ACH Extract (SARB)
moved here
– Defaults based on SA > TableEdits > Report Information before upgrade
SARB Options
AP > Payment > AP Checks Process
(cont.)
• Journal # for Check Print no longer required
– All invoices previously marked paid AND any
immediate pay invoices will be processed in the
check print
– Immediate Pay GL Distribution Expense
accounts are debited at this time (cash credited)
– Recurring Immediate Pay Invoices will be
posted (GL Distribution Account Debited and
Cash Credited)
AP > Payment > AP
Checks Process
• Please verify options on AP > TableEdits > Options – Check Run &
ACH Tabs
• Remaining options on Laser Check Print may have to be reset in SA >
TableEdits > Report Information
Check Date drives the
GL Period for Cash
Entry
AP > Payment > Check Stub Reprint
• Reprint a check, check stub, or ach stub
*** Note – a reprinted check will void the original check # and
reissue with check # in Option 2 below:
New Check# for
Reprint (Can reuse
same Check #)
Other AP Additions
• Added Check Void Button
• Added Period End Check List Button
– AP Trial Balance Report should be run monthly and
reconciled to Accounts Payable GL Account balance
– AP Check Register Report
AP – How to write a “Quick
Check”
• Enter the Invoice in Real Time with the Immediate
Pay option on, noting the Bank # used for the
invoice
• Under Payment, click on AP Check Process and
process the Check Print for the Bank # specified on
the invoice
***WARNING – Any Invoices updated by Pay Invoices Due will be
printed with the Check Print. (This can be verified by processing Pay
Invoices Due with the option for Unprinted Checks selected).
1.6 AP / PO Important
Information
• Review ALL AP TableEdits Options after
upgrading to confirm your default options
• View WebEx Recording on 1.6 AP / PO Changes
posted on www.nisc.coop. Navigate to Support >
Software Releases > iVUE > 1.6
• Review 1.6 Release Notes carefully