MODULES --> PROCUREMENT --> VENDOR PAYMENTS 


Setup -->

    Vendor Payments Generic Setup Variables (GSV) – verify setup for reports and checks

    Address IDs – Create/Maintain Address IDs, i.e. Order, Remit, Remit 1, Remit 2

    Certification Statements –  Prints at bottom of Treasurer's Report and/or Check Register

     Recurring IDs – View/update existing Recurring IDs

    Build Recurring Vouchers – Add Recurring IDs; suggest generic IDs such as PHONE or ELECTRIC        

     Invoice ID – enter alpha-numeric ID that will not change each time (i.e. customer number or  account number), the system         will automatically make the ID unique by adding the fiscal month as a prefix when the voucher is applied.  Enter account         codes and fixed amount, if   applicable, otherwise leave amount set to zero


Change Current Voucher Defaults – Current defaults for a voucher/invoice that is created and saved. 


Add Tab -->

    Add/Create Vendor Master – Add new Vendors here (verify vendor does not already exist);     Default Check Detail will         be true – turn off if voucher detail not wanted on check stub; Vendor ID is     created automatically unless Override Program-        Formatted Vendor ID is true

    Add Direct Vendor Vouchers (If not a PO or Recurring Voucher)

    Select appropriate Vendor ID; Remit Address defaults, change to another Address ID if needed

    Enter Invoice ID – must be unique for each Vendor or a save warning will appear                

    Enter Invoice Date (default to system date can be set under Generic Setup Variables)

    Select appropriate account codes or default codes from Vendor Master

    Enter invoice cost/amount – enter any percentage or flat amount discount, if applicable 

    Save and Finish – generate audit trail and set flags for Source User Verified, if correct    

    Apply Recurring Vouchers – Due Date defaults, enter Invoice Date and verify other info

    Select Type to equal Process Exceptions (If Automatic, cannot review and/or make changes)

    Review/change/skip – enter new amounts as appropriate

    Add PO Vouchers – use to enter vouchers associated with a Purchase Order previously entered


Checks/EFT Tabs -->

     Uncleared Checks/EFTs – run to verify no un-cleared checks exist

    Assign Check & EFT Numbers – Range on Due Date; select Bank ID; confirm actual starting check# with your check stock;         enter check date; confirm body count based on length of check (body count is # of vouchers which print on stub) – if more             vouchers than stub allows, the first check(s) will be non-negotiable unless Default Check Detail is off on Vendor Master

        NOTE:  Never use duplicate check numbers within the same Bank ID – if restarting check numbers, ensure that                     original checks with same #s are purged and removed from database

    Negative Check Report – select to review (negative check possible if credit invoice entered)

    Vendor Check/EFT Registers – range as needed and select appropriate vouchers...if correct set Update Bank Reconciliation         flag.

    Print Vendor Checks/EFT Transmittals – use same body count as in Assign Check #

    Print Voucher Advice – use for non-detail check vendors to send along with check


Final Tab -->

    Vendor Payments Treasurer's Report (or Detailed Checks/Elec Transfers Report) – range as needed

    Distribute Vouchers – Select not cleared vouchers set to true, if not using Clear Checks

    Clear Checks/EFTs  – Can clear checks in a different month than when issued 

    Distribute Disencumbrances (PO Vouchers)– range as needed – if no records selected, then no PO Vouchers were paid with         the current check run, therefore, no disencumbrances

    Distribution – range on Source User to prevent posting of other user's work

    Post Activity (based on GSV in Financial Management) – Select Voucher Distribution, Vendor ClearChecks and PO              


Maintenance -->

    Change and Re-Establish --> various processes for changing existing vouchers and/or invoices

    Undo --> – undo processes, if needed – begin with last process completed & work     back

    Void Checks/EFTs/Stop Payment --> – Void checks, Distribute & Post – updates Bank Rec


Reports -->

    Vendor Reports – Vendor Master, Vendor Address, Calendar Year and Fiscal Year 

    Voucher Reports by Vendor, Invoice, Year, Transactions

    Print Recurring Vouchers Report – review setup for accuracy


Query --> 

    Vendor Master – listing of all vendors with all supporting files – Invoices, Vouchers, Address, etc

    Vendor Invoices – View invoices associated with each vendor; Due Date located here    

    Vendor Vouchers or Addresses – Range as needed to view vendor vouchers or addresses


MODULES --> PROCUREMENT -->1099's – View and print 1099's

    NOTE:  Verify Tax IDs and, if Tax ID is SSN, enter individual's name if different than vendor name