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