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Financials 102

Accounts Payable

Introduction to This Guide

2

Copyright

Copyright © 2010 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of

this publication by mechanical or electronic means, including facsimile transmission and e-mail,

without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

Version 10.X

Last Updated 1/28/2010 9:20:49 AM

Contents

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Contents Introduction to This Guide ............................................................................................................... 4

Unit 1: Starting Up Accounts Payable ............................................................................................. 5

Setting Up Accounts Payable ....................................................................................................... 7

Defining Lists – Vendor Types .................................................................................................... 11

Adding and Editing Vendors ....................................................................................................... 12

Starting Up Accounts Payable During the Year .......................................................................... 19

Unit 2: Accounts Payable Usage ................................................................................................... 21

Using Invoices ............................................................................................................................ 22

Printing and Posting Checks, ACH, and Online Transactions ..................................................... 36

Voiding Checks, ACH, and Online Transactions ......................................................................... 55

Using Accounts Payable Reports................................................................................................ 59

Cash RequirementsReport ..................................................................................................... 60

Check/Invoice Cross References Report ................................................................................ 63

Aging Journal Report .............................................................................................................. 66

YTD Purchases List Report...................................................................................................... 69

Check Register ........................................................................................................................ 72

Open A/P Report .................................................................................................................... 74

Voided Check List Report ....................................................................................................... 77

Performing a Vendor Inquiry ..................................................................................................... 79

Introduction to This Guide

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Introduction to This Guide In the Accounts Payable module, we will discuss:

• Adding and editing vendor information

• Defining vendor types to assist you with categorizing vendors by description

• Adding, editing and posting invoices

• Printing and posting checks

• Doing vendor inquiries

• Working with reports

Unit 1: Starting Up Accounts Payable

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Unit 1: Starting Up Accounts Payable The ACS Accounts Payable module is designed to automate the accounts payable process for

your organization. In this section, we’ll discuss:

3. The purpose of the Accounts Payable Module

• Setting up the Accounts Payable Module

• Setting up Define Lists

• Adding and Editing Vendors

• Starting Accounts Payable during the year

The ACS Accounts Payable module is designed to automate the accounts payable process for

your organization.

• Accounts Payable automatically interfaces with the ACS for Windows General Ledger so

that corresponding entries are made.

• Accounts Payable runs on a cash or accrual basis.

• Accounts Payable provides a method of managing invoices and writing checks.

• You can track invoices and checks for regular vendors or one time vendors, and 1099s

can be printed when appropriate.

• The Accounts Payable module allows you to process regular, recurring, or one-time

invoices. You can set up the parameters (number of payments, etc.) and include one,

some, or all recurring invoices in the current check printing.

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

requirements.

• You can print checks at any time. Accounts Payable can also handle the issuing or

voiding of system-issued or manually-written checks.

• In addition to the automatic printing of checks by due date, Accounts Payable also

provides a method for suspending or forcing the payment of any invoice, regardless of

due date.

• Interchangeable checks are available from ACS.

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


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• The Accounts Payable module interfaces with the Purchase Orders module allowing you

to create an Accounts Payable invoice from a purchase order in the Purchase Orders

module.

• You can generate 1099 forms. If you begin using the Account Payable module after the

beginning of the year, you can use the 1099 Adjustments utility to add accumulated

totals for each 1099.


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Setting Up Accounts Payable

This lesson describes configuring the Accounts Payable Setup option.

To set up Accounts Payable

1. From the Workbench menu, under Advanced Tools and Settings, select Accounts

Payable and click .

Figure 1: Accessing Accounts Payable Setup

2. Select the A/P Setup tab.

• Select Warn on Duplicate Invoices to receive a warning message when a duplicate

invoice number is entered for the same vendor.

• Enter the Current AP Month and Year.

• Prompt to void invoices when void check allows you to void an invoice associated

to a check when the check is voided.

• Print invoice detail on Vendor Check Stub prints the invoice account distribution on

the vendor’s check.

• Print Overflow Checks on Plain Paper prompts you to enter plain paper for those

checks that have multiple invoices at the end of the run. Check numbers are not

skipped when selected.

• Auto Assign Next Vendor Code automatically assigns a numeric code to each new

vendor based on the next Vendor Code.


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Figure 2: AP Setup Tab

3. Select the G/L Interface tab. The G/L Interface tab in Accounts Payable Setup is used to

configure Accounts Payable on an accrual or cash basis and to define the default

settings which are used to interface with General Ledger.

• If you choose to operate on an accrual basis, you must select the Track Discounts

Taken option and identify a default accrual transaction source. However, if you

choose to operate on a cash basis, setting up a Discounts Taken account is optional.

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

Default A/P Checking Account, Default Accrual Account, and Default Discounts Taken

Account.

• Enabling Fund Accounting allows the use of different checking accounts, associated

with a single bank account, in the same transaction.

Figure 3: Fund Accounting Information Key

With Fund Accounting, specific accounts are used based on each fund.

Terminology

Cash-basis accounting records financial events based on cash flows and cash position. Revenue

is recorded only when cash is received and expenses are recorded only when cash is paid. You

are only liable for the amount of the invoice once you cut the check. Only the check shows

the General Ledger.

Accrual-basis accounting records financial events based on when they occur. Under accrual

accounting, revenue is recorded when it is earned and realized, regardless of when the actual

payment is received. Similarly, expenses are

of when they are actually paid.


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With Fund Accounting, specific accounts are used based on each fund.

Figure 4: G/L Interface Tab

records financial events based on cash flows and cash position. Revenue


are only liable for the amount of the invoice once you cut the check. Only the check shows

records financial events based on when they occur. Under accrual


payment is received. Similarly, expenses are recorded at the time goods are received, regardless

of when they are actually paid.


records financial events based on cash flows and cash position. Revenue


are only liable for the amount of the invoice once you cut the check. Only the check shows up in

records financial events based on when they occur. Under accrual


recorded at the time goods are received, regardless

Exercises

Set up Accounts Payable using

• Let ACS number vendors and alert you if duplicate invoice numbers are used

• Vendor checks will be written

• Choose to have ACS prompt to void invoices when you void checks

• Choose to print invoice detail on vendor check stubs

• Choose to print overflow checks on plain paper

• Set Accounts Payable to run on a

• Set up the system to track multiple funds

• Set defaults to Check


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Set up Accounts Payable using the following options:

Let ACS number vendors and alert you if duplicate invoice numbers are used

Vendor checks will be written beginning in July of the current year

Choose to have ACS prompt to void invoices when you void checks

Choose to print invoice detail on vendor check stubs

Choose to print overflow checks on plain paper

Accounts Payable to run on a Cash Basis

the system to track multiple funds

Set defaults to Check

Up Accounts Payable

Let ACS number vendors and alert you if duplicate invoice numbers are used


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Define Lists – Vendor Types

In this section, we will walk through setting up Vendor Types. Vendor Types allow

you to categorize vendors by description. Once you assign the vendor type to vendors, you can

group vendors by type in the vendor list to help you find vendors easier or sort for reporting

purposes. You can Add, Edit, Delete or Print a list of Vendor Types.

• Vendor Type allows vendors to be separated into specific groups for reporting purposes.

• Vendor Types are user defined and optional.

Figure 5: Define Lists

To Set Up Vendor Types

1. From the Workbench menu, under Advanced Tools and Define Lists, select Accounts

Payable and click .

2. With Vendor Type selected, click Add.

3. Enter a Type Description.


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Adding and Editing Vendors

Vendors are companies or individuals with whom you do business. In this section, we

will walk through setting up vendors.

Figure 6: Add Vendor

• Vendors can be added, edited, or deleted. You can delete a vendor if that vendor has no

invoices posted within the past 12 months. If a vendor has invoices posted within the

past 12 months, it cannot be deleted.

• If an individual has a record in the ACS Financial Suite, you can click Lookup and

select the individual’s name in the Global Name List.

• If the vendor is not an individual, select the Company check box in the Name

Information box.

• If the system is set to automatically number vendors, the system enters the vendor code

when Add Vendor is selected.


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• If you want to change the way a particular name displays, select the Retain check box

and enter the desired format.

• After a One Time Vendor is paid, the record is maintained but is flagged as Inactive. You

can manually activate or deactivate a regular or one-time vendor at any time.

• Use invoice terms to set due dates for invoices or to offer discounts for on-time

payments. Terms are set up in General Ledger Define Lists.

• A Social Security or Federal ID number is needed for a 1099 vendor.

• If a vendor qualifies as a 1099 vendor (received a payment of more than $600 for the

year), flag them when you enter them into ACS. Don’t be concerned about how much

you will pay them this year.

Figure 7: Add/Edit Vendors

To Add a Vendor

1. From the Workbench menu, under Manage Records and Records, select Add/Edit

Vendors.

2. Click .

3. Click Add.

4. Enter a vendor Code. If the Auto Assign Indiv Codes option is selected in General

Ledger Setup, the next available vendor code displays.

5. Select Company, if necessary.

6. Enter the vendor’s

7. If the vendor is going to be paid only one time, select

invoice is paid for this

8. Select the Vendor Type

9. Enter the company’s federal tax identification number in the

10. If applicable, select payment

Useful Information

According to IRS guidelines, you must file 1099s f

more in compensation during the calendar year.

all invoices for the vendor are marked as 1099 invoices. If the vendor is paid any monies that

do not meet 1099 requirements, be

that it is not reflected in th

• You can add a Primary and Mailing Address for each vendor.

you enter in a record as the global address.


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Name.

If the vendor is going to be paid only one time, select One Time Vendor

invoice is paid for this vendor, the vendor record becomes inactive.)

Vendor Type.

Enter the company’s federal tax identification number in the Fed Tax ID

If applicable, select payment Terms.

Useful Information

According to IRS guidelines, you must file 1099s for any non-employee who receives $600

in compensation during the calendar year. By selecting the vendor as a 1099 vendor,


do not meet 1099 requirements, be sure to unmark that distribution or invoice as 1099 so

that it is not reflected in the totals at the end of the year.

Figure 8: Add/Edit Addresses

You can add a Primary and Mailing Address for each vendor. ACS marks the first address

you enter in a record as the global address.


One Time Vendor. (Once the

Fed Tax ID field.

employee who receives $600 or

By selecting the vendor as a 1099 vendor,


to unmark that distribution or invoice as 1099 so

ACS marks the first address


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• If you enter more than one address in a record, you can select which address you want

to mark as global.

• You can add as many addresses to a record as you need and assign an address type to

help differentiate between multiple addresses.

• You can print, change, or delete vendor information at any time.

Figure 9: Phone Number and E-mail Addresses

You can enter business, fax numbers, including extensions, and e-mail addresses for each

vendor. Each number or e-mail address is flagged as Listed or Unlisted and there is no limit to

the number of phone numbers and e-mail addresses you can enter.

Figure 10: Expense Account Information

• If the vendor is normally paid from the same General Ledger account, enter the default

account. This account is automatically entered when adding an invoice to the vendor.

• You can print the Vendor Account # in the check memo field.

• You can change the default account when entering invoices if necessary.


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Figure 11: Vendor Comments

Comments may help a new employee working in Accounts Payable, or if there are special

circumstances that you want to keep track of for this vendor.

Figure 12: Vendor Contacts

• You can add contacts to the vendor's record and select a description for the contact

type. There is no limit to the number of contacts you can add to a vendor.

• The contact record can contain a name, an unlimited number of addresses, phones with

extensions, and e-mail information.


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Figure 13: Vendor Payment Type

• You can flag vendors for pay types of Check, Online, or ACH (Automated Clearing

House).

• If the vendor uses ACH for receiving payment, you can add ACH information on the

Payment Type tab.

• If you select ACH, click Update Account Information to update the vendor’s ACH

information.

Exercises

1. Set up Define Lists:

• Enter a vendor type of Computer Supplies.

• Preview a list of the Vendor types.

2. Add the following three

• Bell South

1538 Long Street, Burlington, NC 27217

Phone: 336

Fax: 336

E-mail:

GL Expense Account: Telephone

Comments: None

Contact: Harriet Baker

Payment Type

• Larry Smith Flowers

180 N. Dunbarton Drive, Flo

Phone: 843

Fax: 843

E-mail:

GL Expense Account: Sanctuary Flowers

Comments: Make sure you talk to Andola before placing order. He

gives accurate infor

your order.

Contact: Andola Palmer

Payment Type: Online payments

Federal ID#: 678

Floral Vendor

1099 Vendor

• Add Henry Scott from the Global list.

1099 Vendor

Vendor Type is Computer Supplies

234

Terms: Net 15


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:

dor type of Computer Supplies.

Preview a list of the Vendor types.

Add the following three Vendors :

1538 Long Street, Burlington, NC 27217

Phone: 336-313-2357 X 1234

Fax: 336-313-2355

mail: [email protected]

GL Expense Account: Telephone

Comments: None

Contact: Harriet Baker

Payment Type: Check

Larry Smith Flowers

180 N. Dunbarton Drive, Florence, SC 29501

Phone: 843-662-1373 X5234

Fax: 843-662-1377

mail: [email protected]

GL Expense Account: Sanctuary Flowers


gives accurate information and will inform you of any specials before

your order.

Contact: Andola Palmer

Payment Type: Online payments

Federal ID#: 678-32-2451

Floral Vendor

1099 Vendor

Henry Scott from the Global list. (hint: Henry Scott is not a new vendor

1099 Vendor

Vendor Type is Computer Supplies

234-23-1533

Terms: Net 15



mation and will inform you of any specials before

is not a new vendor)


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GL Expense Account: World Missions

Vendor Account #: 1234567

Use Vendor Account number as memo.

Receives ACH Payments

3. Preview 2-up laser labels for all of your vendors.

4. Under Define Lists, set up the Vendor Type – Consignments.

5. Edit vendor information and change the vendor type to of Bell South and Larry Smith

Flowers to Consignments.

Starting Accounts Payable During the Year

You can start using Accounts Payable at any point during the year.

Figure 14: Accessing 1099 & YTD Adjustment


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Figure 15: 1099 & YTD Adjustment

• If you begin using Accounts Payable after the first of the year, you can enter the

1099 adjustments for each vendor. This allows you to enter all accumulated dollar

amounts for all applicable 1099 invoices.

• Each invoice for the vendor can be entered individually, or a total of all 1099

invoices can be entered for the vendor.

• You can enter adjustments here and update vendor records, but these adjustments

do not post to the General Ledger.

• Vendor 1099s printed at the end of the year contain adjustment totals plus 1099

check totals written in Accounts Payable.

Unit 2: Accounts Payable Usage

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Unit 2: Accounts Payable Usage This unit is designed to help you use the Accounts Payable module. We will discuss:

• Posting Invoices

• Printing Checks and Issuing Checks

• Printing Accounts Payable Reports

• Printing 1099s and 941s


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Using Invoices

In this section, we will walk through Adding/Editing and Posting Invoices and looking

up Vendor Information.

To Access Add/Edit Invoices

1. From the Workbench menu, under Manage Records, click Transactions.

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

3. Click .

4. Click Add/Edit Invoices.

Figure 16: Accessing Accounts Payable Invoices

• The number and total of unposte

periods displays in this window

• Invoices previously memorized are accessed from

Useful Information

After all checks are printed and posted for the month

closed from this window

On an accrual basis, the invoice posts to the General Ledger

the Post Month/Year selected in this window. On a cash basis, the invoice posts only to the

vendor record.

• You can enter and post

batch to pay immediately.

• Use the Create from PO


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Figure 17: Accounts Payable Invoices

The number and total of unposted invoices for the current posting period and all other

displays in this window.

Invoices previously memorized are accessed from Memorized Invoices

Useful Information

fter all checks are printed and posted for the month, the current month for Accounts Payable is

On an accrual basis, the invoice posts to the General Ledger and to the vendor record


nter and post invoices as they are received and approved for payment, or as a


Create from PO option to create an invoice for completed purchase orders.


for the current posting period and all other

s.

Accounts Payable is

and to the vendor record based on


they are received and approved for payment, or as a

option to create an invoice for completed purchase orders.


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Figure 18: Add/Edit Invoices

• The default View for this window is set to Unposted Invoices, by Entry Order.

• The down arrow allows you to display other choices in the window (Example: All Posted

Invoices).

• The bottom portion of the window outlines the highlighted invoice information located

in the top section.

• The splitter bar allows you to make the top or bottom portion of the window larger or

smaller.

• You can access and edit an invoice in this window.

• A proof list of all invoices entered but not yet posted can be printed from the original

Add/Edit Invoices window.

• You can view invoices for All Users and/or All Periods.

• Prior to posting, you can view, edit, delete, or void an invoice. If on an accrual basis, you

can void but not delete invoices.

• You can customize the Add/Edit transactions window by right clicking in the grid.


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• You can display the Vendor’s Last Name and First Name.

• You can also sort and resize all columns as well as perform a search in a column.

Figure 19: Customize Options

• Click and drag the splitter bar up to resize the lower portion; drag it down to resize the

upper portion of the window.

• Check the boxes next to the description to select the fields for display in the view grid.

To Enter an Invoice



3. Click .


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4. Click Add/Edit Invoices.

5. Click Add.

6. If you know the vendor’s name, begin typing the name or partial name.

7. Press Enter if only one vendor matches your selection. That vendor information will be

selected. If more than one vendor matches your entry, a filtered list of vendors

matching the selection displays.

8. In the drop-down list, select a vendor. If necessary, click Add to add a vendor while

posting invoices.

9. Click OK.

Figure 20: Vendor Lookup

• Click Lookup to see all vendors.

• If a vendor does not display, select Show Inactive. If the vendor you need is

deactivated, it displays, and you can select and use or reactivate.

• You can enter and post invoices as they are received and approved for payment or as a



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Figure 21: Accounts Payable - Add Invoice

10. Select the correct Post Month/Year.

11. Enter the payment Due Date. To select a date from the calendar, click the down arrow.

12. Select the date that the invoice was issued in the Invoice Date drop-down list.

13. Enter the Invoice Amt and, if applicable, the Partial Amt.

14. Select a Term, if applicable.

15. Enter a Memo. (This is the information that prints on the memo line of the check.) Your

account number with this vendor prints here if it was set up in the vendor record.

16. Press TAB or ENTER.

17. Click OK.

18. Click Yes to confirm the invoice changes.

19. Click Cancel.

20. Click Close to return to the Add/Edit Invoices screen.

21. Verify the information, make necessary changes

• If there is no actual invoice number, the

number in sequence for that particular vendor.

• The default Due Date

date is entered.

• If you set up a default discount for a vendor when you created the vendor's record,

the percentage automatically displays.

• If a discount percent or amount is entered

and discount date display as links next to the term when you enter the invoice

amount. You can change the amount and date by clicking the links. Once changed,

the term description changes to other.

• The comment field is 35 characters

Terminology

Invoice Date − Date the invoice was processed.

Discount Amount − Savings if the invoice is paid before the due date.

Discount Date − Date the

Due Date − Checks are selected for printing based on the invoice due date.

• The Invoice Description

• The invoice can be split to multiple General Ledger accounts. The

available for each line expensed and prints on check s

• The individual invoice can be marked to

invoice), to Force

suspension is removed).

• The 1099 option is automatically checked for a vendor flagged as a 10

necessary, you can change it in this window.


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Verify the information, make necessary changes, and click Close.

is no actual invoice number, the Next option inserts the next invoice

number in sequence for that particular vendor.

Due Date and Invoice Date are the current system date unless a specific

date is entered.

If you set up a default discount for a vendor when you created the vendor's record,

the percentage automatically displays.

If a discount percent or amount is entered for the term, the term discount amount



the term description changes to other.

The comment field is 35 characters long to allow more detailed entry.

invoice was processed.

Savings if the invoice is paid before the due date.

invoice must be paid by to get discount.

are selected for printing based on the invoice due date.

Invoice Description prints at the bottom of the check.

The invoice can be split to multiple General Ledger accounts. The

available for each line expensed and prints on check stub.

The individual invoice can be marked to Pay Separate (individual check for that

Force (pay with next check run), or to Suspend (do not pay until

suspension is removed).

option is automatically checked for a vendor flagged as a 10

you can change it in this window.


option inserts the next invoice

are the current system date unless a specific

If you set up a default discount for a vendor when you created the vendor's record,

term discount amount



long to allow more detailed entry.

The invoice can be split to multiple General Ledger accounts. The Comment field is

(individual check for that

(do not pay until

option is automatically checked for a vendor flagged as a 1099 vendor. If


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Figure 22: Accounts Payable - Add/Edit Invoices

The distribution of the highlighted invoice displays at the bottom of the window (see above).


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Figure 23: Accounts Payable Invoices

To Post Invoices



3. Click .

4. Click Post Invoices.

5. If posting individual invoices select Use Selection. If posting all invoices, do not

select Use Selection.

6. Click to select the invoice you want to post. To select multiple invoices, hold

down the CTRL key while selecting.

7. Click Post Invoices and confirm.

• A total of invoices to post displays according to window selections.

• The Invoice Posting Date

for these invoices.

Useful Information

Speed up your invoice record keeping by defining payment

vendor records. These terms use the invoice date to calculate the due date, discount date, and

any applicable discount amounts. Terms are defined in General Ledger

If Enable Fund Accounting

fund on the expense account. This feature prevents crossing funds when entering a transaction.

If Enable Fund Accounting

the vendor record. If no default account

a vendor.

By using the 1099 option on the

vendor’s 1099 and non-1099 distributions on the same invoice.


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Invoice Posting Date defaults to the current date and becomes the posting date

for these invoices.

Useful Information

Speed up your invoice record keeping by defining payment terms and associating them


any applicable discount amounts. Terms are defined in General Ledger Lists.

is selected, ACS displays the checking account that is attached to the


is not selected, ACS displays the default checking account attached to

the vendor record. If no default account exists, you must select a checking around after selecting

By using the 1099 option on the individual distribution line items of an invoice, you can enter

1099 distributions on the same invoice.


defaults to the current date and becomes the posting date

erms and associating them with


is attached to the


, ACS displays the default checking account attached to

exists, you must select a checking around after selecting

individual distribution line items of an invoice, you can enter a


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Figure 24: Accounts Payable - Post Invoices

Print and review the Invoice Proof List before posting invoices.

Review print options such as Show Distribution Sort, Month and Year.

Figure 25: Invoice Proof List

If Show Distribution is selected, the Account Detail and Line Item Comment print. If not

selected, only Vendors, Dates, and Amounts print.

Figure

If Print Detail Headers is selected, you can include Detail Headers to give you a customized

proof list, as shown above.

Useful Information

Before posting the invoices, preview or print the

Show Distributions to verify the expense

You can customize the proof list a


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Figure 26: Invoice Proof List with Detail Headers

is selected, you can include Detail Headers to give you a customized

Useful Information

Before posting the invoices, preview or print the Invoice Proof List to check for errors. Select

to verify the expense allocations are correct.

You can customize the proof list along with the distribution list to allow for post month/year.


is selected, you can include Detail Headers to give you a customized

to check for errors. Select

to allow for post month/year.


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Figure 27: Selecting Transactions

If Use Selection is selected, Shift +click to select a block of transactions and Ctrl + click to select

specific transactions to post in batches.

Figure 28: Post Invoices Confirmation


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Figure 29: Posting Complete

Only the selected transactions post.


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Printing and Posting Checks, ACH, and Online Transactions

In this section, we will walk through printing and issuing checks, proofing your work,

creating an ACH file and online transactions.

To Start a Check Run

1. Under Manage Records, click the Transactions tab.

2. In the drop-down list, select Accounts Payable Checks.

3. Click .

Figure 30: Accessing Accounts Payable Checks


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Figure 31: Accounts Payable Checks

• The Pay Invoices option allows you to select invoices, and process, preview, print, and

post checks in one window.

• To use the ACH/Online feature, Enable Direct Deposit must be selected in the bank

account option in General Ledger, Add/Edit Lists, Bank Accounts, ACH Setup. The bank

account information on the vendor record must also be entered.

• Vendors can be set up for payment of invoices with Check, ACH, or online payments.

• Select invoices for payment, and process, preview, and print checks from Pay Invoices.

You can process checks, ACH, and online transactions from Pay Invoices.

Figure 32: Right-Click Options

Right-click to see options for selecting and marking invoices.


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Figure 33: Accounts Payable - Pay Invoices

To Process Checks

1. On the Print/Post Checks menu, click Pay Invoices.

2. Enter a Pay Through Date or select Show All Invoices to show all unpaid invoices. Click

the down arrow to select a date in the calendar.

3. Enter a Check Date. Click the down arrow to select a date in the calendar.

4. Enter the First Check Number you want to use when printing checks.

5. Choose the Selected Bank from which you want to pay invoices. Click the down arrow

to select a bank in the drop-down list.

6. Enter the First ACH/Online Ref# you want to use when processing ACH and online

payments.

7. In the Memo Option field, select a memo option.

8. Select the Pay? check box for each invoice to pay in this check run. To select all invoices,

select the Pay All Invoices option, or right-click and select, Select All.

9. Click Process Checks

• When you click Process

Ledger.

• Enter the Pay Through Date

including the date entered here are displayed.

• To display all invoices,

• If these dates bring up the invoices that are to be paid, the same dates will be used

when processing the invoices.

• Invoices with a due date on or before the

been suspended.

• If there are discounts to be taken, the

the invoice’s Discount Date

discount taken.

• Enter the Check Date

Useful Information

To select a date from the calendar, click the down arrow in the date field.

• Verify that the First Check Number

change these numbers, if necessary.

• Select the invoices in the

displayed invoices, select

• Check Memo is set to determine how to handle the check memo field when multiple

invoices for the same vendor are to be combined on one chec

First Invoices - Use

Last Invoice – Us

Generated – Use

Prompt for Memo

has multiple invoices to pay.


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Checks.

Process, checks are posted to the vendor record as well as the General

Pay Through Date. All invoices with a due date or discount date up to and

including the date entered here are displayed.

display all invoices, select Show All Invoices.

If these dates bring up the invoices that are to be paid, the same dates will be used

when processing the invoices.

Invoices with a due date on or before the Pay Through Date are paid unless they have

If there are discounts to be taken, the Discount Date is compared to the

Discount Date is on or after the Check Date, the invoice is included in the

Check Date as you want it to appear on the checks.

Useful Information

To select a date from the calendar, click the down arrow in the date field.

First Check Number and First ACH/Online Ref# are correct. You can

change these numbers, if necessary.

Select the invoices in the Pay? column that you want to pay at this time. To select all the

displayed invoices, select Pay All Invoices Separately.

is set to determine how to handle the check memo field when multiple

invoices for the same vendor are to be combined on one check.

Uses the memo from the first invoice.

Uses the memo from the last invoice.

Uses a standard system generated memo.

Prompt for Memo – A prompt to enter a check memo displays for each vendor that

has multiple invoices to pay.


, checks are posted to the vendor record as well as the General

. All invoices with a due date or discount date up to and

If these dates bring up the invoices that are to be paid, the same dates will be used

are paid unless they have

is compared to the Check Date. If

, the invoice is included in the

are correct. You can

column that you want to pay at this time. To select all the

is set to determine how to handle the check memo field when multiple

for each vendor that

Figure

• Normally, you will print the

printing checks.

• The Cash Requirement repo

due for each invoice.

Figure

Useful Information

To preview the invoice information for each vendor before printing the checks, click

Requirements.

Unit 2: Accoun

40

Figure 34: Accounts Payable - Cash Requirements

Normally, you will print the Cash Requirement report prior to processing invoices and

The Cash Requirement report displays a list of unpaid invoices and the current amount

due for each invoice.

Figure 35: A/P Cash Requirements - Detail Report

Useful Information

To preview the invoice information for each vendor before printing the checks, click


Cash Requirement report prior to processing invoices and

rt displays a list of unpaid invoices and the current amount

To preview the invoice information for each vendor before printing the checks, click Print Cash


41

Figure 36: Process Checks

• The Process Checks option on the Invoice tab is used to create a batch of checks, online

payments and ACH transactions for selected invoices, based on the Pay Through Date

and the check date selected on the Invoice tab. The Pay Through Date defaults to the

system date but can be changed.

• Verify the Pay Through Date, Check Date, Check Number, and Bank Account.

Figure 37: Right-Click Options

• Selections made in

window. Click the box next to

• Click on a header to sort invoices by that selection.

Useful Information

You can separate the ACH, check, and online transactions by Payment Type. Right

Invoice Detail section to open a list of options


42

Figure 38: Customize Options

Selections made in the Customize grid determine which fields display in the Pay Invoices

. Click the box next to the field you want to display.

Click on a header to sort invoices by that selection.

Useful Information

You can separate the ACH, check, and online transactions by Payment Type. Right

Invoice Detail section to open a list of options, and then select Group by Payment Type


display in the Pay Invoices

You can separate the ACH, check, and online transactions by Payment Type. Right-click in the

Group by Payment Type.


43

Figure 39: Accounts Payable - Print Checks

• Verify the Posting Date and Post Month/Year, First Check Number, and ACH/Online

Reference Numbers.

• Show Print Dialog and Create Extract File are available if desired.

• Click Print Sample to print a sample check, if desired. There is no prompt to print a

sample during the print process.

Figure 40: Preview of Check Vendor


44

Figure 41: Preview Check

Figure 42: Preview of ACH/Online Vendor


45

Figure 43: Preview Check

Preview displays checks for each vendor receiving a check, and then ACH/Online vendors.

Figure 44: Check Prompt

Print starts a check run. A prompt to

When all of the checks are printed, a message displays

reminding you to remove the checks from the printer.

Replace the stock paper in the printer and select the appropriate response.

Useful Information

If you click No, a Reprint Checks window displays. You


46

starts a check run. A prompt to place checks in the printer displays.

Figure 45: Paper Prompt

When all of the checks are printed, a message displays, asking if the checks printed correctly and

reminding you to remove the checks from the printer.

Figure 46: Question/Reminder

Replace the stock paper in the printer and select the appropriate response.

Figure 47: Post Checks

Useful Information

, a Reprint Checks window displays. You can select one or more checks to reprint.


asking if the checks printed correctly and

select one or more checks to reprint.

Once you verify that all of the posting information is correct and the checks printed correctly,

click Yes. The checks then post

Useful Information

If you click No, the Print/Post Checks w

before clicking Post.

• If there are ACH vendors, select

are posted. Make the desired


47

Figure 48: Post Checks

Figure 49: Check Posting Complete

that all of the posting information is correct and the checks printed correctly,

The checks then post to the vendor record and to the General Ledger.

Useful Information

, the Print/Post Checks window displays. You can change posting information

Figure 50: Create ACH File

ACH vendors, select Create ACH File in the A/P Check menu

. Make the desired selections, click Process, and click Create File


that all of the posting information is correct and the checks printed correctly,

to the vendor record and to the General Ledger.

indow displays. You can change posting information

enu after the checks

Create File.


48

• The Reversal File option lets you to reverse previously processed ACH transactions.

Figure 51: Transmission File

When prompted, name the file and click Save. The file will be sent to the bank for processing.

Figure 52: File Information


49


To print your check register, click Check Register.

Figure 54: Accounts Payable Check Register

The Check Register option allows you to print all checks, ACH, and online transactions in the last

check run.

Useful Information

ACS retains the current check register until you click

Process Checks, the current check register is deleted

General Ledger Reports.

While the pay invoices tool may be used for a single check, it is designed for a check run

consisting of multiple checks.

Use the Reprint Checks option

a number of checks. This option allows you to resume printing at the point where the problem

occurred instead of restarting the check run and

if you need to reprint the batch, you have that option as well.

To reprint checks using the

1. After checks are sent to your printer, yo

Correctly?" If the checks did not print at al

Reprint Checks dialog box opens.

2. In the Print column, select the checks you want to reprint and click

checks, click Select

3. Click Yes.

4. Click Print.

Manual checks can be entered into the s

online transactions can also be entered.

This option also provides a way to quickly print one or two (or a few) checks. These checks can

be for invoices already posted or for new invoices entered at this

To issue a manual check or checks

1. From Manage Records

2. In the drop-down list,

3. Click Issue Checks.


50

Useful Information

ACS retains the current check register until you click Process Checks again. When you click

, the current check register is deleted, and you must print a Check


consisting of multiple checks.

option if you experience printer problems after you have already printed

This option allows you to resume printing at the point where the problem

occurred instead of restarting the check run and reprinting the entire batch of checks.

the batch, you have that option as well.

To reprint checks using the Reprint Checks option

After checks are sent to your printer, you receive the message, "Did the Checks Print

Correctly?" If the checks did not print at all or did not print correctly, click

dialog box opens.

column, select the checks you want to reprint and click OK

All.

Manual checks can be entered into the system through the Issue Checks option.

ransactions can also be entered.


be for invoices already posted or for new invoices entered at this time.

To issue a manual check or checks

Manage Records, click the Transactions tab.

down list, select Accounts Payable Checks and click .


again. When you click

Check Register from


after you have already printed

This option allows you to resume printing at the point where the problem

the entire batch of checks. However,

"Did the Checks Print

click No. The

OK. To reprint all

ption. ACH and/or



51

Figure 55: Print/Post Checks

4. If an invoice already exists, select the Unpaid Invoices tab and choose the invoice. If not,

click Add New Invoice and create the new invoice.

5. Click OK.

Figure 56: Issue Checks

6. If the invoice has already been posted, click Pay Invoice.


52

Figure 57: Accounts Payable - Issue Checks

7. Click Print/Post Issued Check.

Figure 58: Print/Post Issued Checks

• If the check was handwritten, enter the check number in the Check Information window

and post the check instead of printing it.


53

• If you print the check, the check number displays in the Check Number field.

• The Print Checks option is the same as the regular check run.

• Issued checks are posted to the Vendor and General Ledger in the same way that checks

in a regular check run are posted.

• The GL Batch Number for the check will be the same Batch Number as the regular check

run that was posted earlier. Any checks printed from Accounts Payable post to the

same batch until the batch is closed in General Ledger.

Occasionally, you may find yourself in a situation outside the normal parameters of printing

checks. For example, you print a batch of checks only to realize that the printer tray was loaded

with plain paper instead of checks, or the printer jams while checks are printing. To address

these situations, you can use the Reprint Checks feature.

Use the reprint checks feature when:

• The printer contained plain paper instead of checks.

• The check run was sent to the wrong printer.

• The check run was interrupted (such as a printer jam) and some of the checks did not

actually print.

To reprint checks

1. At the prompt asking if checks printed correctly, click

2. Check Print? for any checks that

3. Click Select All to choose all the checks in the check run.

4. Indicate why or how the check was ruined.

Useful Information

If the check was damaged in the printer, you

intended payee. However, since the check was not actually sent to the payee, there is no benefit

of including the name. Also, if the check was damaged in some other way, there was no

intended payee. ACS suggests tha

5. Click Check Printed

6. Click OK.


54

At the prompt asking if checks printed correctly, click No.

for any checks that need reprinted.

to choose all the checks in the check run.

Indicate why or how the check was ruined.

Useful Information

If the check was damaged in the printer, you may think you should include the name of the



intended payee. ACS suggests that you use a generic term such as “ruined check”.

Printed and Reconciled.


think you should include the name of the



a generic term such as “ruined check”.


55

Voiding Checks, ACH, and Online Transactions

Checks printed and posted in Accounts Payable are voided through the Void Checks

option. This section will walk you through voiding a check.

If a check has to be voided to a different month (different from the current posting month)

make sure you change the month in Post Month/Year.

To void a check

1. Click Void Checks.


2. Select the check to void by Check Number, Vendor, Date, Amount, etc.


56

Figure 60: Accounts Payable - Void Checks

Figure 61: Void Accounts Payable Checks

3. Select the correct posting period. Click the up and down arrows in the Month and Year

boxes to select the posting period.

4. In the drop-down list, select a Transaction Source.

5. In the Void Explanation memo text field, enter an explanation for voiding the invoice.

6. To void the check, click Void Check.


57

Figure 62: Void Invoices?

7. If you selected the Prompt to void invoices when void check option in Accounts Payable

Setup, a confirmation message displays. To void the invoices attached to the check, click

Yes.

Exercises

1. Enter the following three (3) invoices for

assign the invoice number.

• One for the ACH vendor, American Insurance Company for $500 with $200 to be

paid now and $300 to be paid later.

• One for the On

• One for the vendor paid by check,

2. Enter a handwritten check to the American Red Cross for $500.00.

3. Preview the Invoice Proof List.

4. Post the Invoices.

5. Preview the Cash Requirement Report.

6. Start the Check Run

7. Preview a Check Proof List by Payment Type.

8. Print the Checks to

9. Create an ACH Transmission File.

10. Preview the Check Register Report.

11. Void the check written to


58

Exercises

Enter the following three (3) invoices for the current month and year. Let the system

assign the invoice number. Invoices are due on the 15 of the following month.

One for the ACH vendor, American Insurance Company for $500 with $200 to be

paid now and $300 to be paid later.

One for the Online vendor, Monarch Foods, for $425.00.

One for the vendor paid by check, Joseph Morrison for $200

Enter a handwritten check to the American Red Cross for $500.00.

Preview the Invoice Proof List.

Preview the Cash Requirement Report.

Start the Check Run

Preview a Check Proof List by Payment Type.

Checks to a File.

Create an ACH Transmission File.

Preview the Check Register Report.

Void the check written to the American Red Cross.


. Let the system

Invoices are due on the 15 of the following month.

One for the ACH vendor, American Insurance Company for $500 with $200 to be


59

Using Accounts Payable Reports

You can customize and save Accounts Payable reports according to your needs.

Lists

• All AP List reports flag inactive vendors with an asterisk (*).

• Lists include reports related to the setup of the module.

• The YTD Purchase List shows the total YTD 1099 Purchases and total Purchases.

Journals

The Cash Requirement reports display information on unpaid invoices, including:

• Invoice detail information

• Current amounts due on each invoice

• Current amounts not yet due

You can print the report using one of four available formats:

• By Account Distribution

• By Due Date

• Detail

• Summary


60

Cash Requirements Report

To view the Cash Requirement report

1. From the Workbench menu, under Generate Reports, click the Reports tab.

2. In the drop-down list, select Accounts Payable and click .

3. Click + to expand Journals.

4. Select one of the A/P Cash Requirements reports.

5. To limit the report to specific vendor types, payment types, or checking accounts, click

Customize.

6. Click Preview.

Figure 63: A/P Cash Requirements Report


61

Figure 64: Sample A/P Cash Requirements by Account Distribution Report

Figure 65: Sample A/P Cash Requirements - By Due Date Report


62

Figure 66: Sample Cash Requirements – Detail Report

Figure 67: Sample Cash Requirements – Summary Report


63

Check/Invoice Cross References Report

The Check/Invoice Cross References reports display vendors’ checks and the corresponding

invoices for a selected month.

To view the Check/Invoice Cross Reference report




4. Select Check/Invoice Cross Reference.

5. Select the Report View you want.

Figure 68: Check/Invoice Cross Reference

6. Click Customize.

7. Select the appropriate

8. If necessary, select the appropriate

9. If you want to limit the report to specific vendors, range of check numbers, or range of

vendor codes, use the fields on the

10. Click OK.

Useful Information

If you’d like to include the report in another document (such as a Power Point pr

click Copy to Clipboard

Unit 2: Accoun

64

Figure 69: Customize

Select the appropriate Sort By order.

If necessary, select the appropriate Vendor Options.

If you want to limit the report to specific vendors, range of check numbers, or range of

vendor codes, use the fields on the Vendor Search tab.

Useful Information

If you’d like to include the report in another document (such as a Power Point pr

, then switch to the other document and paste the report.


If you want to limit the report to specific vendors, range of check numbers, or range of

If you’d like to include the report in another document (such as a Power Point presentation),

, then switch to the other document and paste the report.


65

Figure 70: Sample Check Invoice Cross Reference Report


66

Aging Journal Report

The Aging Journal report displays all invoices due but not paid by the Pay Through Date on the

Setup tab. The Detail report groups invoices by Vendor Name/Code and sorts them by invoice

number. The Summary report contains totals only for each Vendor Name/Code.

To view the Aging Journal Summary report




4. Select Aging Journal – Detail or Summary.

5. Select the Pay Through Date you want to view.

Figure 71: Aging Journal

6. Click Customize.


67

Figure 72: Aging Journal Options

7. Select the appropriate Sort By order.

8. Select the appropriate Bank Account.

9. If you want to limit the report to specific vendors or range of vendor codes, use the

fields on the Vendor Search tab.

10. Click OK.


68

Figure 73: Sample Aging Journal – Summary Report

Figure 74: Sample Report Aging – Detail Report


69

YTD Purchases List Report

The YTD Purchases List report lists all vendors and includes vendors' phone numbers, social

security numbers, tax year's 1099 purchases, and fiscal YTD purchases.

To view the YTD Purchases List report

1. From the Workbench menu, under Generate Reports, click the Reports tab;


3. Click + to expand Lists.

4. Select YTD Purchases List.

Figure 75: YTD Purchases List

5. Click Customize.


70

Figure 76: YTD Purchases List Options

6. Select all appropriate options.

7. Click Preview.

8. Enter the appropriate dates that you want to display totals on the report and click OK.

Figure 77: Report Dates

Useful Information

At the end of the year, ACS Technologies recommends printing this report before printing the

1099s to verify 1099 totals for vendors. To include any one time vendors, make sure to include

inactive vendors.

Figure


71

Useful Information



Figure 78: Sample YTD Purchases List Report




Check Register

To view a Check Register from General Ledger that displays only Accounts Payable checks

1. From the Workbench

2. In the drop-down list, s

3. Click + to expand Journals

4. Select Check Register

5. Set the View to this

Figure

6. Click Customize.

7. Under Transaction Options

8. Click OK.

Useful Information

To limit the checks to a specific date range or vendor, use the fields on the

tab.

Unit 2: Accoun

72

view a Check Register from General Ledger that displays only Accounts Payable checks

Workbench menu, under Generate Reports, click the Reports

down list, select General Ledger and click .

Journals.

Check Register – Check Order.

to this month.

Figure 79: Check Register - Check Order

Transaction Options, select AP.

Useful Information

To limit the checks to a specific date range or vendor, use the fields on the Additional Options


view a Check Register from General Ledger that displays only Accounts Payable checks

Reports tab;

Additional Options


73

Figure 80: Sample Check Register - Check Order (AP Only) Report


74

Open A/P Report

The Open A/P Report displays all unpaid invoices, including those not yet due. You can print the

report using one of three available formats:

• By Account Distribution

• Summary

• Detail

To view the Open A/P Report




4. Select Open A/P Report.

5. Click Preview.

Figure 81: Open A/P Report – Summary


75

Figure 82 Sample Open A/P Report - By Account Distribution Report

Figure 83: Sample Open A/P Report – Detail Report


76

Figure 84: Sample Open A/P Report – Summary Report


77

Voided Check List Report

The Voided Check List report displays all voided checks for a specified check date range.

To view the Voided Check List report

1. From the Workbench menu, under Generate Reports, click the Reports tab;



4. Select Voided Check List.

5. Click Preview.

Figure 85: Voided Check List


78

Figure 86: Sample Voided Check List Report


79

Performing a Vendor Inquiry

Use the Inquiry feature in Accounts Payable to:

• Locate and view invoices and checks for a specified vendor.

• Change the 1099 invoice flag for a specific invoice.

To perform a vendor inquiry

1. From the Workbench menu, under Run Inquiries, click the Inquiry Type tab.

Figure 87: Vendor Inquiry

2. In the drop-down list, select Vendor Inquiry and click .

Figure 88: Accounts Payable - Inquiry

3. From Vendor, click

4. Select to display Paid

5. Select to display Posted

6. Select to display MTD

7. To view checks, click the

Useful Information

The month and year default to the current posting period in Accounts

To locate a specific invoice, click

In Inquiry, you can double-click the invoice to change the 1099 option for the invoice, even if it

is already posted.

You can double-click on a check to display the distri

To view vendors’ statistical information

1. In the Vendor Inquiry window, click the

2. Click Yes if you are asked to u

3. Choose Display Selection

4. With the Vendor Totals

Inquiry window:

• The number of active vendors.

• The number of inactive vendors.

• YTD purchases and 1099 totals. If the

for the selected vendor display. If the

aggregate total from all the vendors displays.

Unit 2: Accoun

80

, click Lookup and select the correct vendor.

Paid, Unpaid, or Both invoices.

Posted, Unposted, or Both invoices.

MTD, YTD or ALL invoices.

To view checks, click the Checks tab.

Useful Information

The month and year default to the current posting period in Accounts Payable.

To locate a specific invoice, click Find and enter the invoice information.

click the invoice to change the 1099 option for the invoice, even if it

click on a check to display the distributions.

statistical information

In the Vendor Inquiry window, click the Totals tab.

if you are asked to update vendor totals.

Display Selection options:

Vendor Totals option selected, the following information displays in the

The number of active vendors.

The number of inactive vendors.

YTD purchases and 1099 totals. If the One Vendor option is selected, the totals

for the selected vendor display. If the All Vendors option is selected, the

aggregate total from all the vendors displays.


.

click the invoice to change the 1099 option for the invoice, even if it

displays in the

option is selected, the totals

option is selected, the


81

Figure 89: Vendor Totals

5. With the Invoice Totals option selected, the following information displays in the

Inquiry window:

• Number of outstanding (unpaid) invoices

• Number of suspended or forced invoices

• Total dollar amount of outstanding or suspended invoices

• Total dollar amount of forced or discount items

6. With the YTD Check Totals option selected, the following information displays in the

Invoice window:

• The number of checks written

• The number of voided checks

• The total dollar amount of checks written, discounts, and voided checks


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Figure 90: YTD Check Totals

With the MTD Check Totals option selected, each month and the total dollar amount of checks

written displays in the Invoice window.

Figure 91: MTD Check Totals

Exercises

1. Preview a Voided Check List by Bank Account.

2. Preview a report for memorized invoices and all accounts that are affected by each

invoice.

3. Preview a report that shows the total amounts purchased from each vendor for the

year. Then, print the report for only the vendors with a Payment Type of ACH.

4. Preview a report that shows all checks and invoices paid for

December 31, 2009.

5. Preview labels for Vendors showing

Number. Be sure that there is a description to indicate that the number showing is

Vendor Number. These labels can be used w


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Preview a Voided Check List by Bank Account.

Preview a report for memorized invoices and all accounts that are affected by each

Preview a report that shows the total amounts purchased from each vendor for the

print the report for only the vendors with a Payment Type of ACH.

view a report that shows all checks and invoices paid for December 1 through

December 31, 2009.

Preview labels for Vendors showing the Vendor Number, Vendor Name

Number. Be sure that there is a description to indicate that the number showing is

Vendor Number. These labels can be used when a client sets up vendor


Preview a report for memorized invoices and all accounts that are affected by each

Preview a report that shows the total amounts purchased from each vendor for the

print the report for only the vendors with a Payment Type of ACH.

December 1 through

Vendor Number, Vendor Name, and Phone

Number. Be sure that there is a description to indicate that the number showing is the

hen a client sets up vendors.

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