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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===Pay Invoices===
===Pay Invoices===
=====Select Invoices=====
'''Menu Location:'''  AP / Pay Invoices<p>
:1. Select all Invoices to Pay using Ctrl + left mouse click on<br>
:2. Click Pay Invoices Button <br>
::*Lists everything to be paid <br>
:3. Click Create Checks<br>
::*Creates one check per customer (Pay To Company) and displays them in the Check Entry Table
<p>


=====Print Checks=====
====Select/Approve AP Invoices====
'''Menu Location:'''  AP / AP Reports / Print Checks<p>
 
:[[File:AP_Print_Checks.png]]
:1. Enter Account<br>
:2. Enter starting check number<br>
:3. Load printer with stock<br>
:4. Click Print<br>
 
===Check Entry/Edit===
'''Menu Location:'''  AP / Check Entry / Edit
 
:1. Click Add
:2. Select Company or Person
:3. Account Number—enter Cash account (COA)
:4. Check Amount – enter check amount
:5. Distributed Amount – enter Account Number to be applied to and amount
:6. Check Stub (Stub Lines) – enter note for check stub lines
:7. Click Save
 
::Check Statuses
:::*R = Reprint = R (edit check and change status to R to reprint)
:::*X = Unprinted Check (check has not been printed yet)
:::*P = Printed (check has been printed)
:::**If Account Number is blank or Distributed Amount table has no entries, nothing will print
:::*V = Voided (edit check and change status to V to void check)
:::*Cleared Flag – indicates when check has cleared
 
===Pay Invoices(New)===
 
====Select/Approve AP Invoices:====
'''Menu Location:''' AP / Pay Invoices
'''Menu Location:''' AP / Pay Invoices


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:2. Once all invoices to be approved have been selected, click [[File:ApprovalScreen.png]] in the lower right corner.
:2. Once all invoices to be approved have been selected, click [[File:ApprovalScreen.png]] in the lower right corner.


====Create Payments:====  
====Create Payments====  
'''Menu Location:''' AP / Prepare Checks
'''Menu Location:''' AP / Prepare Checks


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:3.  The following pop-up will appear:  
:3.  The following pop-up will appear:  
::[[File:PrintChecksPopUp.png]]
::[[File:PrintChecksPopUp.png]]
::a. Click yes to open the check print dialog and print the checks (see ‘Print Checks’ section below for instructions on this dialog).
::a. Click '''Yes''' to open the check print dialog box and print the checks (see '''Print Checks''' section below).
::b. Click no to create the payments without printing checks.                                                                         
::b. Click '''No''' to create the payments without printing a physical check.                                                                         
:::i. These payments will be added to the Check Entry Table and can be printed later.
:::i. These payments will be added to the Check Entry Table and can be printed any time.
:::ii. The Check Entry Table can be viewed by going to the following menu location: AP / Check Entry/Edit.
:::ii. The Check Entry Table can be viewed by going to the following menu location: AP / Check Entry/Edit.


====Print Checks====
====Print Checks====
'''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)
::4.  Load printer with stock
::4.  Load printer with stock
::5.  Click Print   
::5.  Click Print   
:::a. To see a preview of the check click Preview. This will not print the check or alter the check status.
:::a. Upon clicking Print the GL postings and journal entries take place and the check status on the check records changes to P
:::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
 
=====Make An Online Payment=====


To 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
 
=====Create An Automated Clearing House (ACH) File=====


To 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


===Reports===
===Reprint A Check===
'''Menu Location:'''  AP / Check Entry/Edit


:*Purchase Orders (Inventory / Inventory PO / Purchase Order or Open Purchase Orders) <br>
::1.  Find Check Number to be reprinted
:*AP Aging <br>
::2.  Click Re-Print button
:*See Insight Reporting for all available AP Reports <br>
:::*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


===Entering an Invoice===
===Reprint a Check Stub Notification for an Employee===
'''Menu Location:'''  AP / AP Invoice
'''Menu Locaton:'''  Applications / Insight Reporting / Accounts Payable / Payment Notification


:1. Select [[File:Add.png]] from the Toolbar
:1. Navigate to the Payment Notification Report
:2. To Select from an existing Purchase Order, click [[File:Select_PO.png]]
:2. Enter the Check Number of the check stub to reprint.
:::a. Information will auto-populate from existing Purchase order and fields can be updated as necessary, OR enter invoice manually:
:3. Print or Save Report.
:::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
===Void A Check===
: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


===Void a Check===
'''Menu Location:'''  AP / Check Entry/Edit
'''Menu Location:''' AP / Check Entry / Edit


:1. Find Check Number to be Voided
::1. Find Check Number to be Voided
:2. Click Void Check button
::2. Click Void Check button
::*Check status will change to “V” for Void
::*Check status will change to “V” for Void
::*A Journal Entry is created to reverse the distributed amount
::*A Journal Entry is created to reverse the distributed amount


===Pay AP Invoice When Payments Are Made Online (no physical check)===
===Check Entry/Edit===
'''Menu Location:''' AP / AP Invoice
'''Menu Location:''' AP / Check Entry/Edit
 
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:
 
::1.  Click [[File:Add3.png]]
::2.  Enter a check number
::3.  Select Person and/or Company (Lines below will autofill with the name and addresses attached to this Person or Company)
::4.  Enter account number
::5.  Enter distributed amount by entering the account number to be applied to and amount
::6.  Enter note for check stub lines (Optional)
::7.  Click [[File:Save.png]]


: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
Editing Check Information:


'''Menu Location:'''  AP / Pay Invoice
::1.  To edit check, click the [[File:Edit.png]] button, enter in the relevant check information, and then click the [[File:Save.png]] button.
::2.  To cancel an edit click the [[File:CancelEdit.png]] button.


:1. Sort by Pay To company
Check Statuses:
:2. Use Ctrl key to select Invoices to Pay
:3. Click Pay Invoices
:4. Print Check


'''Menu Location:'''  AP / AP reports / Print Checks
::*R = Reprint (edit check and change status to R to reprint, or click the [[File:Re-Print.png]] button)
::**A check with the status of ‘R’ will no longer be editable as it has been printed.
::*X = Unprinted Check(check has not been printed yet)
::*P = Printed(check has been printed)
::**A check with the status of ‘P’ will no longer be editable as it has been printed.
::**If Account Number is blank or Distributed Amount table has no entries, the check will not be printed.
::*V = Voided(edit check and change status to V to void check, or click the [[File:VoidCheck.png]] button)
::**A check with the status of ‘V’ will no longer be editable as it has been voided.
::*O = Online
::**Online 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.
::*A = ACH
::**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.


:1. Change Date to Date Paid Online
===Reports===
:2. Cancel hard copy print to printer
 
:*Purchase Orders (Inventory / Inventory PO / Purchase Order or Open Purchase Orders) <br>
:*AP Aging <br>
:*See Insight Reporting for all available AP Reports <br>
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