accounts payable features and cdd valerie ahlers gene golenzer 2011 user conference

Accounts Payable Featuresand CDDValerie AhlersGene Golenzer

2011 User Conference

ACCOUNTS PAYABLE Class Objectives

New Features in AP Maintenance Daily Operations Hints Q & A CDD


Newest AP features Changes to Vendor Master Edit to show Y/N for 1099 Reportable –Misc.

Edits-V7 Archiving Reconciled and Voided Checks Voiding a Check IRS Name in Vendor Master-V7 Location on Purchases Journal-V7 AP Edits in Alpha Order-V7

Coming Soon Drafts to Separate General Ledger Numbers-V7 Wire transfers in AP-V7


AP-Vendor MasterCell Phone Number AddedIRS Name

Used on 1099’s if field is filled otherwise uses vendor name

Soon-Multiple Draft Bank Codes


AP-Vendor Master


AP- CONSTANTS FILEEdits print in Alpha order if ‘Y’ to print checks in Alpha order


AP-Constants File


AP-Misc. Checks1099 Reportable showing on

Misc. check entry screen and on the Edit


AP- Misc. Checks


AP-Purchases Journal(2.3.3) Can select date range and vendor range

Shows location of each detail line


AP- Purchase Journal Shows Location of Invoice Detail


AP-Maintenance


AP-Vendor Master File Inactive Vendor 1099 Information Draft Vendor

Bank Code Remit to


AP-Vendor Master


AP-Inactive Vendor


AP-Vendor Master-Remit to: Used to accommodate Canadian

addresses Gives ability to retain vendor name and

history but sent payments to lock box or different address


PAGEDOWN- ‘Remit to’


AP-Bank Code File Maintenance


AP-Bank Code


AP-Check Print Set-up


AP-Auto Assign Vendor Number


AP- Assign Vendor Number


AP-Daily Operations-Invoice Entry


AP-Invoice Entry Watch your Dates

Invoice Date Inventory Date Due Date Merge Date


AP-Invoice Entry-Receivers You can pull a receiver in to correct

vendor even though the receiver was entered under the incorrect vendor


AP- Invoice Entry-Pulling in Receiver


AP-Invoice Entry-Create Item


AP- Invoice Entry Freight Charges

Can be by based on $ Value or Quantity Pro-rates on Inventoried Items If GL expenses only, adds to last line


AP- Invoice Entry-Charges


AP-Invoice Entry-Charges-GL


AP-Invoice Entry-Edit DATE 5/20/09 10:59:07 EDIT - A/P TRANSACTIONS AgVantage Software BATCH:747 U2TRR0

PAGE 1 INVOICE # INV DATE DUE DATE LOC QUANTITY CONV QTY UNIT PRICE AMOUNT G/L NUMBER ITEM

DESCRIPTION REC # REC QUANTITY REC AMT 1099 VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT 051309 5/13/2009 5/20/2009 1 2000.0000 2000.0000 .2375 475.00 503300000 11212 AF SOYBEAN

MEAL-HI PRO N Lot- 051309 1 125.00 603210000 TIRES Y 1 600.00- 200070000 ACCOUNTS PAYABLE TOTAL 600.00 DISCOUNT NET $600.00 ** TOTAL RECEIVED VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT 052009 5/20/ 09 1 2000.0000 2000.0000 .2057 411.39 503300000 1212 FP SOYBEAN MEAL

N 1 2000.0000 2000.0000 .1028 205.69 503300000 1313 FP DISTILLERS GRAIN

N 1 2000.0000 2000.0000 .0720 143.99 503300000 1515 FP MIXING MOLASSES

N 1 2000.0000 2000.0000 .5228 1045.54 503300000 1919 FP MINERAL

N Lot- 052009 1 9.99 605210000 SERVICE- REPORTABLE

Y 1 1816.60- 200070000 ACCOUNTS PAYABLE TOTAL 1816.60 DISCOUNT NET $1816.60 ** TOTAL RECEIVED VENDOR INFO 2001 AHLERS ENTERPRISES DRAFT 052009A 5/20/09 1 50.00 605510000 TELEPHONE - FA

Y 1 70.00 603210000 REPAIRS & MAINTENANCE - FF

Y 1 120.00- 200070000 ACCOUNTS PAYABLE TOTAL 120.00 DISCOUNT NET $120.00 ** TOTAL RECEIVED TOTAL 2536.60 DISCOUNT NET $2536.60 *** TOTAL RECEIVED


AP-Merging of AP Batches


AP-Merging Batch(es) BE SURE TO READ EDIT!!!

Batch selection Check dates and invoices

If merge stops and says unbalanced Check for the “totals” line Check discounts/freight


AP-Vendors to Pay BE SURE TO READ CAREFULLY!! Run just before printing checks Need to rerun if any changes are made Location sensitive-printer Coming to V7-selection options


AP-Display Vendor Balances


AP-Miscellaneous Checks Hand Checks Computer-generated Checks

Vendor Customer Payee Name

Be sure to use Invoice # Watch timing on merging batchs “Dup check” message-take a ‘G’-Follow

Up2011 User Conference

AP-EOM/EOY Menu


AP-EOY-Electronic 1099’s



AP-Electronic File Maintenance

AP-Electronic Transfer File


AP-Check Reconciliation


AP-Check Reconciliation-Archiving No longer purge checks each month If have never purged, Archive through

previous months bank statement date New month-

Run list of checks written Reconcile checks List of Reconciled Checks-match to bank

statement


AP-Check Archiving Archived checks go to bottom of list Still able to pull list for auditor at YE Goes by Archive Date-which should

match to bank statement date


AP-VOID A BATCH CHECK

AP VOID A CHECK


AP-VOID A CHECK-Validate


VOIDING A CHECK-Edit


VOIDING A CHECK- Merge


VOIDING A CHECK-Check Register


AP-Wachovia Wachovia

Check Reconciliation Checks Written List (Positive Pay)


AP-Wachovia-Check Reconciliation Matches Date, Check # and $ amount

between AgVantage Checks written and Wachovia Checks cleared

Marks with an “R” for reconciled Does not do drafts Will give a report of “Records not

Updated”-bank code


AP-Wachovia Check Recon Need to get Icon from Wachovia to

“pull” from secured site Using Client Access, transfer to iSeries Set up Bank Code File for Wachovia

Acct.


AP-Wachovia-Checks Listed-Positive Pay Safety measure to prevent “check

washing” Creates a list to be submitted to Wachovia

of checks written for the day Transfers through a mapped drive from

iSeries to PC Select bank code to create file from Upload to Wachovia secured site


AP- Hints/Troubleshooting Things to check


AP- Check Maintenance Be sure to check this after generating

checks-especially if you get a “dup record” message


AP General Hints If a batch is still showing after you think

it is merged— Check your Open Payables vs. GL Check your Invoice History Check your Inventory Then call AgVantage Support before

merging it again-we can delete the batch but we need to know if it went part way or completed


AP- General Hints Run an Open Payable, Open Payable for

a Given Month and compare these 2 to each other and then to the GL to be sure they balance

Do the same for the Open Receiver Report if you use receivers


Any Questions???

Please complete your evaluation forms!!

Thanks!!


accounts payable features and cdd valerie ahlers gene golenzer 2011 user conference

Documents

user conference slide

apinactive vendor

ap batches

apvendor masterremit

ap assign vendor number

apdisplay vendor balances

ap invoice entrycharges

apinvoice entrycharges