Manual:Accounts Payable

Accounts Payable

Purchase Order

Menu Location: Inventory / Inventory PO / Purchase Order

1. Click Add

2. Enter Order From company

3. Enter Ship To company

• If blank, defaults to your organization’s address displayed on the Main tab (Ship To fields will be blank on Order)

4. Click Select Orders to choose Order (inserts Ref PO#)

5. Enter Purchase Order Lines and update as needed

Buttons

• Create Invoice – creates Accounts Receivable invoice for customer in Ship To
• 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

Inventory Receipt

Menu Location: Inventory / Inventory Receipt – actual receiving of product from a BOL/packing slip

1. Search to find Order

2. Click Create Invoice button

• 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

Pay Invoices

Select/Approve AP Invoices

Menu Location: AP / Pay Invoices

1. Select unpaid AP invoices to be approved/paid by clicking on the invoice line. (To deselect, click the invoice line again).

2. Once all invoices to be approved have been selected, click in the lower right corner.

Create Payments

Menu Location: AP / Prepare Checks

1.  The AP Payment Approval screen shows all invoices selected to be paid and invoices needing approval before being paid.

a. To remove an invoice, select the invoice to be removed and click . This will remove the invoice line and move it back to the Pay AP Invoices screen (unpaid invoices).

b. The total amount due of all the invoices approved will display at the bottom right of this screen. If an invoice is removed the total will be adjusted accordingly.

2.  Click  to create checks for these invoices.

3.  The following pop-up will appear:

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 a physical check.                                                                      

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.

Print Checks

Menu Location: AP / AP Reports / Print Checks

To print physical checks:

1.  Select ‘Print Checks’ radio button

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)

4.  Load printer with stock

5.  Click Print

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

To make an Online Payment:

1.  Select ‘Online Payment’ radio button

2.  Enter Account

3.  Enter starting check number

4.  Click Post

To create an Automated Clearing House (ACH) file:

1.  Select ‘ACH File’ radio button

2.  Enter Account

3.  Enter starting check number

4.  Click Create

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.

Enter A Check:

1.  Click

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

Editing Check Information:

1.  To edit check, click the  button, enter in the relevant check information, and then click the button.

2.  To cancel an edit click the  button.

Check Statuses:

• R = Reprint (edit check and change status to R to reprint, or click the  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  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.

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”

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

• Purchase Orders (Inventory / Inventory PO / Purchase Order or Open Purchase Orders)
  
• AP Aging
  
• See Insight Reporting for all available AP Reports
  

Entering an Invoice

Menu Location: AP / AP Invoice

1. Select from the Toolbar

2. To Select from an existing Purchase Order, click

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”

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 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