Epiphany

Manual:Accounts Payable: Difference between revisions

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[[Category:Applications]]
=Accounts Payable=
=Accounts Payable=


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:*'''Select Orders''' (start with empty record) – creates a purchase order from an order
:*'''Select Orders''' (start with empty record) – creates a purchase order from an order
:*'''Receive PO''' – receive items on Purchase Order into Inventory – creates an unassigned receipt; when invoice is received and entered, it relieves the unassigned receipt
:*'''Receive PO''' – receive items on Purchase Order into Inventory – creates an unassigned receipt; when invoice is received and entered, it relieves the unassigned receipt
:*'''Close PO''' Changes <b>Close OR</b> flag to True on all Purchase Order Lines without impacting inventory counts
:*'''Back Orders''' generates a back order report showing what has shipped and what hasn't shipped
===Entering an Invoice===
'''Menu Location:'''  AP / AP Invoice
{{EpiphanyHelpText|Screen|4}}
:1. Select [[File:Add.png]] from the Toolbar
:2. To Select from an existing Purchase Order, click [[File:Select_PO.png]]
:::a. Information will auto-populate from existing Purchase order and fields can be updated as necessary, OR enter invoice manually:
:::b. Enter Date (typically the date of the Invoice)
:::c. Enter Vendor’s Name (if name doesn’t exist, click Add Record)
:::d. Enter Person (optional)
:::e. Address will automatically populate, if different, remove displayed address by clicking on – sign and then click on + sign to choose existing address from Address Table (or add new if needed)
:::f. Pay To field is auto-populated; however, if paid by Credit Card, then remove default Company and enter Credit Card Company
:::g. Sup Inv# – Invoice number appearing on Invoice
:::h. Terms – default (change if needed)
:::i. Due date defaults to current date, but can be changed as needed
:::j. Enter Quantity
:::k. Enter or select Account then tab through Line Desc (auto-populated)
:::l. Unit price may auto-populate, but can be updated as needed (tab through Line Desc, and Price fields)
:::m. Enter any pertinent comments
:::n. Save
::::*Verify the total on the screen matches the total on the Invoice
:Create RMA – creates an RMA for the purchase order displayed
::1. Search for Invoice
::2. Click RMA (assigns RMA #)
::3. Review Purchase Order Line information


===Inventory Receipt===
===Inventory Receipt===
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'''Menu Location:''' AP / AP Reports / Print Checks   
'''Menu Location:''' AP / AP Reports / Print Checks   


To print physical checks: 
=====Print Physical Checks=====


:[[File:PrintChecksDialog.png]]
:[[File:PrintChecksDialog.png]]
::1.  Select ‘Print Checks’ radio button
::1.  Select <b>Print Checks</b> radio button
::2.  Enter Account
::2.  Enter Account
::3.  Enter starting check number (in the case of payments that do not have a physical check number attached to them, such as ACH and online payments, unique custom check numbers should be used)
::3.  Enter starting check number (in the case of payments that do not have a physical check number attached to them, such as ACH and online payments, unique custom check numbers should be used)
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:::b. To see a preview of the check click Preview. This will not print the check, post to GL, create the journal entries, or alter the check status
:::b. To see a preview of the check click Preview. This will not print the check, post to GL, create the journal entries, or alter the check status


To make an Online Payment:
=====Make An Online Payment=====


:[[File:PrintDialogO.png]]   
:[[File:PrintDialogO.png]]   
::1.  Select ‘Online Payment’ radio button
::1.  Select <b>Online Payment</b> radio button
::2.  Enter Account
::2.  Enter Account
::3.  Enter starting check number
::3.  Enter starting check number
::4.  Click Post
::4.  Click Post


To create an Automated Clearing House (ACH) file:
=====Create An Automated Clearing House (ACH) File=====


:[[File:PrintDialogACH.png]]   
:[[File:PrintDialogACH.png]]   
::1.  Select ‘ACH File’ radio button
::1.  Select <b>ACH File</b> radio button
::2.  Enter Account
::2.  Enter Account
::3.  Enter starting check number
::3.  Starting check number - OPTIONAL. If using check numbers for ACH, the first check number must start with a number of 10 or higher.
::4.  Click Create
::4.  Click Create


====Check Entry/Edit====
===Reprint A Check===
'''Menu Location:'''  AP / Check Entry/Edit
 
::1.  Find Check Number to be reprinted
::2.  Click Re-Print button
:::*Check Status will change to “R” for Reprint
::3.  Go to '''Menu Location:'''  AP / AP Reports / Print Checks
::4.  Change Check Status to “R”
::[[File:PrintChecksR.png]]
::5.  If paying from a non-standard checking GL account, enter the Account Number
::6.  Enter the Check Number from the physical check in the printer
::7.  Change Date if the check date is not today’s date
::8.  Click Print – In addition to printing the checks, the Check Printing process changes the Epiphany Database in the following ways:
:::*Check Status is changed to “P” for Printed
:::*The Check Number of the check is assigned
:::*A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check
 
===Reprint a Check Stub Notification for an Employee===
'''Menu Locaton:'''  Applications / Insight Reporting / Accounts Payable / Payment Notification
 
:1. Navigate to the Payment Notification Report
:2. Enter the Check Number of the check stub to reprint.
:3. Print or Save Report.
 
===Void A Check===
 
'''Menu Location:'''  AP / Check Entry/Edit
 
::1. Find Check Number to be Voided
::2. Click Void Check button 
::*Check status will change to “V” for Void
::*A Journal Entry is created to reverse the distributed amount
 
===Check Entry/Edit===
'''Menu Location:''' AP / Check Entry/Edit
'''Menu Location:''' AP / Check Entry/Edit


The Check Entry/Edit screen is where check information can be entered and edited. This screen also displays additional check information such as the check stub lines, check status, and the distributed amount of the check.
The Check Entry/Edit screen is where check information can be entered and edited (when there is no AP Invoice). This screen also displays additional check information such as the check stub lines, check status, and the distributed amount of the check.


Enter A Check:
Enter A Check:
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::**ACH checks produce a file instead of a physical check when printed. The file location can be set/found in defaults on the ‘Checks’ tab in the ‘ACH File Path’ field.
::**ACH checks produce a file instead of a physical check when printed. The file location can be set/found in defaults on the ‘Checks’ tab in the ‘ACH File Path’ field.
::*Cleared Flag – Indicates when check has cleared.
::*Cleared Flag – Indicates when check has cleared.
Reprint a Check:
'''Menu Location:'''  AP / Check Entry/Edit
::1.  Find Check Number to be reprinted
::2.  Click Re-Print button
:::*Check Status will change to “R” for Reprint
::3.  Go to '''Menu Location:'''  AP / AP Reports / Print Checks
::4.  Change Check Status to “R”
::[[File:PrintChecksR.png]]
::5.  If paying from a non-standard checking GL account, enter the Account Number.
::6.  Enter the Check Number from the physical check in the printer
::7.  Change Date if the check date is not today’s date
::8.  Click Print – In addition to printing the checks, the Check Printing process changes the Epiphany Database in the following ways:
:::*Check Status is changed to “P” for Printed
:::*The Check Number of the check is assigned
:::*A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check
Voiding a Check: 
'''Menu Location:'''  AP / Check Entry/Edit 
::1. Find Check Number to be Voided
::2. Click Void Check button 
::*Check status will change to “V” for Void
::*A Journal Entry is created to reverse the distributed amount


===Reports===
===Reports===
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:*AP Aging <br>
:*AP Aging <br>
:*See Insight Reporting for all available AP Reports <br>
:*See Insight Reporting for all available AP Reports <br>
===Entering an Invoice===
'''Menu Location:'''  AP / AP Invoice
:1. Select [[File:Add.png]] from the Toolbar
:2. To Select from an existing Purchase Order, click [[File:Select_PO.png]]
:::a. Information will auto-populate from existing Purchase order and fields can be updated as necessary, OR enter invoice manually:
:::b. Enter Date (typically the date of the Invoice)
:::c. Enter Vendor’s Name (if name doesn’t exist, click Add Record)
:::d. Enter Person (optional)
:::e. Address will automatically populate, if different, remove displayed address by clicking on – sign and then click on + sign to choose existing address from Address Table (or add new if needed)
:::f. Pay To field is auto-populated; however, if paid by Credit Card, then remove default Company and enter Credit Card Company
:::g. Sup Inv# – Invoice number appearing on Invoice
:::h. Terms – default (change if needed)
:::i. Due date defaults to current date, but can be changed as needed
:::j. Enter Quantity
:::k. Enter or select Account then tab through Line Desc (auto-populated)
:::l. Unit price may auto-populate, but can be updated as needed (tab through Line Desc, and Price fields)
:::m. Enter any pertinent comments
:::n. Save
::::*Verify the total on the screen matches the total on the Invoice
:Create RMA – creates an RMA for the purchase order displayed
::1. Search for Invoice
::2. Click RMA (assigns RMA #)
::3. Review Purchase Order Line information
===Reprint a Check===
'''Menu Location:'''  AP / Check Entry / Edit
:1. Find Check Number to be reprinted
:2. Click Re-Print button
::*Check Status will change to “R” for Reprint
:3. Go to Menu Location:  AP / AP Reports / Print Checks
:4. Change Check Status to “R”
:[[File:AP_Reprint_Checks.png]]
:5. Account Number is only used if you are paying from a non-standard checking GL account
:6. Enter the Check Number from the physical check in the printer
:7. Change Date if the check date is not today’s date
:8. Click Print – In addition to printing the checks, the Check Printing process changes the Epiphany Database in the following ways.
::*Check Status is changed to “P” for Printed.
::*The Check Number of the check is assigned
::*A Journal Entry is created removing dollars from Cash GL account, and balancing with the Check Distribution amount on the check
===Reprint a Check Stub Notification for an Employee===
'''Menu Locaton:'''  Applications / Insight Reporting / Accounts Payable / Payment Notification
:1. Navigate to the Payment Notification Report
:2. Enter the Check Number of the check stub to reprint.
:3. Print or Save Report.
===Void a Check===
'''Menu Location:'''  AP / Check Entry / Edit
:1. Find Check Number to be Voided
:2. Click Void Check button
::*Check status will change to “V” for Void
::*A Journal Entry is created to reverse the distributed amount
===Pay AP Invoice When Payments Are Made Online (no physical check)===
'''Menu Location:'''  AP / AP Invoice
:1. Determine last check number used by clicking [[File:Left_Arrow.png]] through Invoices to get to last Check Number used for non-physical check
'''Menu Location:'''  AP / Pay Invoice
:1. Sort by Pay To company
:2. Use Ctrl key to select Invoices to Pay
:3. Click Pay Invoices
:4. Print Check
'''Menu Location:'''  AP / AP reports / Print Checks
:1. Change Date to Date Paid Online
:2. Cancel hard copy print to printer
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