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Abila MIP Fund AccountingTM

Accounts Payable Processing

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TABLE OF CONTENTS

Accounts Payable Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Module Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Setup Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Setup Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Organization Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Set Up User Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Setting Up Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Setup Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Preview Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Assign Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Alerts Activity Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Message Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Copy Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Setup Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12General Ledger Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Customize Workstation Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Preferences Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Maintain Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Vendor Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Addresses Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Payment and Terms Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Default Coding Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281099 Information Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Notes Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32User Defined Fields Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Renaming and Merging Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

A/P Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Session Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Entry Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Document Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Transaction Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Transaction Entry Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Review Session Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Check Budget and Encumbrance Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Distribution Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Using Distribution Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Offset Account Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Using Offsets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Memorize/Recurring Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Recall Memorized/Recurring Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Manage Recurring Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Post Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

A/P Credits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Manual A/P Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Paying A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

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Abila MIP Fund AccountingTM

Select Invoices to Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Partial Payment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Pay Selected A/P Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Edit System Generated Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Vendor Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122Checklists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126Reinforcement Exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

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Accounts Payable Processing Module Setup

Accounts Payable Processing

The Accounts Payable module allows you to enter and track unpaid invoices, select and pay invoices, track vendor 1099 information, and print IRS 1099 Forms.

The Accounts Payable module is an easy-to-use, flexible application that allows organizations to set up and track an unlimited number of payable accounts. With an open subsidiary ledger system, Accounts Payable users may pay invoices from multiple cash accounts in the same check run and still accurately track invoice amounts for individual projects, programs, or other account segments.

The maintain vendors form enables tracking of important vendor information and default account codes from which the vendor is paid. Vendors may be added on-the-fly during processing. Vendor payments may be posted to multiple 1099 box numbers on the same transaction, and federal 1099 forms may be reported any time after the end of the calendar year.

The Accounts Payable module makes check writing easy. From the informative select invoices to pay form, the user may sort invoices based on due dates or other criteria, and then choose which invoices to pay. Also, the user may edit payment amounts or applicable discounts for any vendor before printing checks.

You may create aged vendor balance reports or standard Accounts Payable detailed or summarized ledger reports and even print reports showing invoices and totals for the items you have selected to pay. You may choose from many standard report formats or create custom reports.

Module Setup

Setup Accounts PayableIf you have vendor discounts that apply if payment is made within a certain time period, you will need to set up the discount coding. To set up the discount coding, open Organization > Set Up Modules > Accounts Payable. You will complete the default discount coding information on the following form:

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Module Setup Abila MIP Fund AccountingTM

Segment, Default Discount Code, Title

Segment – Select the existing general ledger, non-balancing and restriction segments to which you will typically code discounts. The Application will assign the balancing and fund segments based on the Accounts Payable account selected in the transaction.

Default Discount Code - Select an existing account code for each segment in the default discount code column.

Title - The account code description appears in the title column and cannot be changed. Complete this form before you pay an invoice with discounts, Activities > Accounts Payable > Pay Selected A/P Invoices. The discount account and defaults are required before you can continue the payment process.

TIP: Depending on the segments you created for the current organization, you may need account codes for the general ledger, restriction, and non-balancing segments set up under Maintain > Chart of Accounts Codes, in order to set up and use the discount feature.

Transaction Entry Options

Allow Appending Entries to Invoices and On Account Credits - Clear this option to disallow existing transactions, such as A/P Invoices, On-Account A/P Credit Memos, Copy Posted Documents, and Reverse Posted Documents, to be adjusted with new information. For example, if you allow Appending entries, you will be able to enter an invoice for a vendor that has the same document number and vendor information as an invoice which has been saved in another session. By posting a second invoice, one of the following could occur: the original invoice could be modified to include two separate line items that may not be related or the new invoice could essentially nullify the original invoice.

System Processing Options

Disable Viewable Row Locking - By default, invoices with unposted printed checks are grayed out and unavailable for selection on the Activities > Accounts Payable > Select A/P Invoices to Pay form. Selecting this check box will disable this feature. When disabled, invoices with unposted printed checks are not grayed out and may be selected.

However, selecting an invoice with an unposted printed check will display an error message and you will not be able to proceed until the invoice is de-selected.

Organizations with large numbers of open invoices could notice an improvement when opening the form by disabling this feature.

TIP: Accept the default, to not Disable Viewable Row Locking, by leaving the box unchecked, unless you have a large number of open invoices or invoices with checks/vouchers printed but not yet posted.

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Accounts Payable Processing Setup Accounts Payable

FOR MORE INFORMATION: Please refer to the Paying A/P Invoices section later in this training guide for more information about this feature.

Setup Accounts PayableThe following items may be set up prior to using the Accounts Payable module.

Organization PreferencesYou may set up the organization preferences. You may choose whether you would like to use batch mode, On-Line processing, or a combination of the two. You may specify acceptable date ranges for transaction entry and assign default Session ID and Document ID numbers for use with the auto incrementing feature.

FOR MORE INFORMATION: Please check for the Abila MIP Fund AccountingTM System Administration RealTime and Fund Accounting Basic Training Workshop classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up organization preferences.

AttachmentsThe Attachment function allows you to attach supporting images and files to different forms (documents, records, and worksheets) within the Application. You may then view the attachment while reviewing the source form.

The Application supports most file formats available in the Microsoft Windows environment including *.pdf, *.bmp, *.jpg, *.gif, *.txt, *.xls, and *.doc. You may link the file to a form in the Application or make an encrypted copy of the file. Linking the file retains the original format and location of the file. Encrypting the file changes the file format and copies the encrypted file to a default or user-defined location for later retrieval and viewing. Encrypted documents are scrambled by the Application to prevent unauthorized access.

FOR MORE INFORMATION: Please check for the Abila MIP Fund Accounting System Administration RealTime and Fund Accounting Basic Training Workshop classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up attachments.


Set Up User Alerts Abila MIP Fund AccountingTM

Set Up User AlertsAlerts provide notifications to detect potential fraudulent activity that may otherwise go unnoticed. Notifications may be sent to MIP users using real-time email or in-product messaging. Alert notifications are viewed in the Alerts Message Center accessed using an icon on the menu bar or in the Alerts Activity Log using Organization > Alerts Activity Log. Real-time notifications require a separate IIS installation and SMTP email connectivity. Alerts provide notifications for events or changes generated in System Administration, the General Ledger, the Payroll, and the Budget modules. Seven alerts apply to events generated using Accounts Payable.

Alert Event Default Email Message Module

Cash Balance

Threshold

Send a notification when the cash balance falls below a specified amount. Filters for the cash account, balance amount, and alert time are required.

The cash balance has reached <Balance> for <GLCode>, <GLTitle>

General Ledger, Accounts Payable, Payroll

Check Issued to Linked User

Send a notification when a check or voucher is printed to a vendor linked to a system user.

Check <Document Number> written to <To Name> for <Amount> was issued to Linked User <Linked User ID>, <Linked User Name> by <User ID>, <User Name>


Printed Check/Vouchers Not Recorded

Send a notification when a check or voucher is printed and potentially not recorded. The alert is triggered when selecting No to answer Did all checks print correctly.

Check <Document Number> written to <To Name> for <Amount> was printed but not recorded by <UserID>, <UserName>


System Check/Vouchers Deleted

Send a notification when an individual document is deleted from an unposted APS session.

Check <Document Number> written to <To Name> for <Amount> was issued to Linked User <Linked User ID>, <Linked User Name> by <User ID>, <User Name>


Vendor Hold Payment Changed

Send a notification when someone initiates or changes a Hold Payment on a vendor.

The Hold Payment Status was changed for <VendorID>, <Vendor Name> by <UserID>, <UserName>

Accounts Payable

Vendor Name Change

Send a notification when someone initiates or changes a name on a vendor ID.

The Name was changed for Vendor <VendorID> to <VendorName> by <UserID>, <UserName>

Accounts Payable

Vendor Payment Threshold

Send a notification when a check or voucher is sent to be printed to a vendor with an amount over a specified amount.

Check <Document Number> for <Payment> was issued to <VendorID>, <VendorName>, by <UserID>, <UserName>

Accounts Payable


Accounts Payable Processing Set Up User Alerts

FOR MORE INFORMATION: Real-time notifications require a separate IIS installation and SMTP email connectivity. Please see the Installation Product Guide available at Help > Product Guides > Installation.

Setting Up AlertsTo set up Alerts, use the form available at Organization > Set Up Alerts. On the Navigator, select the System Setup tab and select Set Up User Alerts to create alerts for Accounts Payable. Use the form to create, configure, preview, and assign alerts to users in the system. Begin by creating a unique name for each alert and selecting an importance level.

If email is available, complete the email message on the Preview tab. Use the Assign tab to select the MIP users who will receive the notifications.

NOTE: Alerts provide notifications for events or changes generated in System Administration, the General Ledger, the Payroll, and the Budget modules. Notifications may be sent both in-product and by email. If SMTP has been configured using the form on the Navigator using Administration > System Setup > Edit Organization Information > SMTP tab, then a real-time notice may be sent by email. If SMTP is not configured, select the In-product check box. Select the module and then choose the specific event for the alert.



Setup TabName: (Required) Enter a unique name to represent the alert you are setting up, or use the drop-down list to select an existing alert to edit.

Importance: Select the level of importance for the alert. Accept the default value of Medium or change

to High or Low. The importance level may be changed at any time. The alert image for the message center is based on the Importance status assigned to the alert. The color of the image represents the highest ranked importance status of the alert. The number represents the number of open alerts for the user.If the current user accessing the system does not have any alert notifications, the system will display

.

Status: Select a status for the alert. When creating a new alert, accept the default status, A (Active), or select I (Inactive) from the drop-down list. The status of Inactive disables the alert so that it cannot be used. The status can be changed at any time.

Real-time Notices

Email: If SMTP has been configured, the email check box may be selected to send real-time email. The Preview tab must be configured with the message and the From email address.

In-product: Selecting this check box places the notification in the classic menu bar. An icon with a

number displays the number of alerts in the message center.

If neither Email nor In-product is selected, then the notification is displayed in the Message Center and the Alerts Activity Log, but no email nor in-product alert occurs. Both Email and In-product may be selected at the same time.



The check box for Connect to the Alert Server must be selected at Options > User Preferences for each user. Otherwise, the user will not receive Alert Notices, either email or in-product. Without the connection, the alerts will collect in the Message Center, but the number count on the Message Center will not reflect accurately. Selected is the default setting for the check box.

Configure

Module: Select a module from the drop-down box. The module selection serves as a filter to narrow the Events displayed. Accept the default of <All Events> for a complete list of alerts.

Event: Select an event for which to create an alert. Notifications trigger when activities or changes occur related to the event. For example, the Cash Balance Threshold Alert, once set up, sends a notification whether payroll, accounts payable, or general ledger transactions cause the cash balance to drop.

Filter: The filter choices vary depending on the selected event. Add a filter to limit the alert to conditions that fall within the filter criteria. Selecting the event Cash Balance Threshold requires a filter choice. Filters for other events are optional. With the Cash Balance Threshold event, you may limit the amount of notifications you receive by using the Alert Limit filter to extend the time between notifications.



Preview TabUse the Preview tab to view the subject line, edit, and preview the message for the alert if the Real-time notice email is selected. If in-product is selected or no choice is selected, then the tab is not available.

Email

From: Enter the From email address for the Alert created on the Setup tab. The From address is a required field. Consider using a specific email address created for these notifications. For example, use [email protected]. Recipients will quickly identify the email as an MIP Alert. Users should configure their email settings to recognize the address and not mark it as spam. If Options > System Preferences > Alert Defaults is populated with an email address, that address will populate the From field. You may use a different address for specific Alerts.

Subject: Enter a subject line for the message to identify the Alert for the recipient.

Message

Edit: Accept the default message or customize the notification using the Key Term variables in brackets <>. The information in the variable <Key Terms> contains specific information for the alert. You may remove the variable and enter your own information; however, removing a variable excludes that information from the alert message.

Preview: Preview displays the message from the Edit box as it will be seen by the recipient. Key Terms will be replaced with data in the actual email. Click Update to display the edited message. Click Reset to undo the edits.



FOR MORE INFORMATION: A complete list of Key Terms is available in Help at Administration > Alerts > Set Up Alerts > Set Up Alerts - Preview Tab > Alert Message Terms.

Assign TabUse this form to assign the users who will receive the alert notification. Move the User ID from Available Items to Selected Items. Click Save to create the Alert.

NOTE: A user must select Options > User Preferences and select the Connect to the Alerts Server check box to receive in-product and email alert notifications. Otherwise, Alert Notices may be viewed in the Message Center by clicking the Message Center icon next to the Help menu.

Alerts Activity LogAccess the Alerts Activity Log using Organization > Alerts Activity Log. Use this form to view and/or print all of the alerts that have been detected and recorded in the system. Alerts are listed here regardless of the Real-time notice selected for the alert. An open status means that the alert has not been dismissed by the User who received the alert in the message center. Once the alert is dismissed, the

status displays dismissed. The message center is accessed using > Message Center in any module.



Message CenterThe message center is accessed using > Message Center. The Message Center icon is available on the classic menu bar.

Use the Message Center to view all of the alerts assigned to the current user accessing the system. Select the Dismiss check box for the alerts that you have read, and click Update to remove them from the Message Center. To view all previously dismissed alerts assigned to you, change the filter from Status = "Open" to "Dismiss," and click Display Records to refresh the table. The form defaults to only show alerts with an Open status.

Copy Alerts Use this form to copy the alert settings for the selected alert to a different alert.

Copy From Name: Select an existing alert name.

Copy To Name: Enter a unique name for the new alert. Click OK to create the new alert. Click Cancel to start over.



Optional Activity: Create an AP Alert

Navigator: Administration > System Setup> Set Up User Alerts

Classic View: Organization > Set Up Alerts

Setup tab:

Name: AP Linked User Alert

Importance: Medium (Accept the Default)

Status: A (Active) (Accept Default)

Real-time:

Email: Unselected

In-product: Selected

Configure:

Module: Accounts Payable

Event: Check Issued to Linked User

Filter None Selected

Preview tab: Not Available

Assign:

Move Admin and NPS User ID to Selected Items

Click Save and Close.


Setup Accounting Abila MIP Fund AccountingTM

Setup Accounting

General Ledger AccountAccounts Payable transactions must include an entry to an AP type general ledger account, so you must first make sure that your chart of accounts contains an account of this type. Go to Maintain > Chart of Accounts Codes to verify that your chart of accounts contains the proper AP (accounts payable) type account. If you do not have at least one AP type account, you will need to add it.

What is the difference between account type APO and AP?

An AP account type is what tells the Application that this general ledger account has a subsidiary ledger. An APO account does not have a subsidiary ledger so it cannot be used to track vendors’ transactions. As a consequence of this setup, an AP type of account is used only in transactions in the AP module and an APO type may be used for other types of transactions. Thus, if you attempt to make a journal voucher entry to an AP type account, you will receive an error message. However, you may use an APO type account in a journal entry.


Accounts Payable Processing Customize Workstation Settings

Customize Workstation SettingsYou may tailor each workstation’s appearance and functionality in a number of ways including which tool bars will be displayed, contents of the tool bars, add-on menu selections and a number of user preference items.

You may access the workstation settings from the Options > Customize Workstation Settings menu.

NOTE: Preferences you set here will be retained by the Application, even if you uninstall the current version and reinstall a newer one.

Preferences TabYou may use this tab to customize the Application form and application settings for the working environment

Form Settings: Save Form Layout - If you select this option, when you change the size and/or position of a form or

the width or order of columns, the next time you open the form, it will be the size and position that you changed it to.

Clear Fields on Save - By default, this option is selected. When it is selected and you save a form, all boxes are cleared.

TIP: When you are running reports, consider setting this option to Off. If you do not, each time you save the report you are working on, you will need to reselect the Report Name from the drop-down list.

Show Tooltips on Bottom Buttons - Clear this option if you do not wish to display Tool Tips (the name of each button) as you move your mouse across the bottom buttons on each form.

Use Drop-Down List on Find Forms - Clear this option if you do not wish for the Application to contain data in the Criteria 1 and Criteria 2 drop-down lists on Find forms. You will need to enter your own data in these columns when filtering. For larger organizations with many records, you may clear this option to eliminate the time it takes to load data into the Find forms.

NOTE: The drop-down list feature is not available when using Find to help you select an ID. You must manually enter the information when filtering items.

Fill Find Forms with Records - Clear this option if you do not wish for the table on Quick Search forms or Find forms to automatically display data when opened. This option will fill the table with all


Customize Workstation Settings Abila MIP Fund AccountingTM

applicable records. For larger organizations (with many records), you may clear this option to eliminate the time it takes to load data into the table.

View Recently used IDs - Select this option to only display the 200 most recently used IDs (for example, Vendor IDs or Customer IDs) in the drop-down lists throughout the Application.

Apply Offsets on Save/Post - Select this option to activate the Automatic Offsets feature, which is applied while clicking the Save or Post buttons on certain transaction entry forms.

Use Enter key to move between fields - Select this option in order for the Enter key to move the cursor to the next field, just like the Tab key. When this option is not selected, the Enter key presses the active bottom button on the current form.

Assume last two digits entered are cents - Select this option to assume that the last two digits you enter represent cents (when entering dollar amounts).

Disable auto launch of COA Wizard - Select this option to turn off the auto launch feature of the Chart of Accounts Wizard.

Enable Auto Launch of Quick Search Forms - Clear this option if you do not want the Quick Search form to automatically display when you open a form from the Maintain menu. Instead, any selected Maintain menu form will open as a blank form where you can begin entering information. The Quick Search feature is only available if this option is Enabled.

Records Per Page - Select a default value for the Records per Page drop-down list, used in many tables throughout the Application. You may still modify this number while using a table. Items may be viewed in increments of 10, 25, 50, 100, 250, 500, or 1000.

Restore All Form Layouts - Click the Restore All Form Layouts button to reset the column width and column order to the original Application default for all forms.

Application Settings

Show Status Bar - Clear this option if you do not wish to have a status bar at the bottom of the Application window. The status bar displays information about the menu selections and auxiliary command buttons.

Workbook Interface - Select this option to view forms in Workbook mode. A tab displays at the bottom of the window for each open form, making it easier to switch between multiple forms.

Always Display Screen Fonts with Smooth Edges - Clear this option if you do not wish to apply font smoothing to field names and text. You must restart the computer for this change to take affect.

Enable Abila Product Usage Program: Clear this option to turn off the Abila Product Usage Program (PUP). If selected, Abila selects trend and usage patterns to improve product quality.

NOTE: If the Use the following method to smooth edges of screen fonts check box is selected, Control Panel > Display Properties > Appearance tab > Effects button, and Clear Type is selected on the drop-down list, the workstation’s operating system overrides the smooth edges option.



Alerts Tab

You may use this tab to customize the system warnings for the working environment.

Warning on Exit - Clear this option if you do not wish to have a warning message displayed upon exiting the Application.

Confirm Delete - Clear this option if you do not wish to have a warning message displayed before you delete data.

Confirm Undo - Select this option to display a warning message when you click the Undo button.

Warn For Invoices Due - Select this option to display a list of open invoices (invoices that are due) when you open an organization. This option is only available in the Accounting Application.

Warn for Recurring Entries Due - Select this option to display a list of recurring transaction entries that are due when you open the Accounting Application. The Application opens the Recurring Entries Manager form, which display these entries.

Warn if A/P Electronic File not sent - Select this option to display a warning message every time you open the Accounting Application and there is an A/P Electronic Payment file that has not been transmitted. This option is only available if the Electronic Funds Transfer for A/P module is installed.



Reports Tab

Use this tab to customize the Application reports for the working environment.

Generate Large Reports to Disk before Viewing or Printing - Select this option to create reports on disk instead of memory. You may still view the report on screen using Print Preview or Print to Screen. The only difference is that it writes the report to the hard disk rather than using the computer memory’s limited resources. The reports are placed in a temporary directory and then removed after the report is viewed or printed.

TIP: We recommend using this option if you are running very large reports, such as reports that are 1000 pages or more.

Display Report Names with this User ID Only - Select this check box to ensure when a report is opened, only reports secured by the current user may be viewed. However, note that all reports display in the Find form.

Default “Do Not Allow Changes to this Report” to Checked - Select this option to have the Do Not Allow Changes to this Report check box selected for every report that the current user creates. This automatically changes the check box on the Reports > {Any Report} > Security tab.

Hide Default Reports in Drop-Down List - Select this option to remove default reports from Report Name drop-down lists (Reports > {Any Report} > Setup tab).

NOTE: Default reports will display in the Navigator > Process Manager - Reports tab.

Default Reporting Date - If you enter a date in this box, the Application uses it as the current date. Therefore, this date automatically displays in the Opening Balances/From box when you select This Month or This Quarter as the Date Item on the Setup tab of the report. If you select Last Month as a Date Item, the Application displays the month prior to the default reporting date. This selection does not affect the Custom Date Item.



NOTE: The default reporting date is workstation- specific and does not affect the reporting dates on other networked workstations. If the default reporting date is blank, the Application checks the workstation’s internal clock and creates reports using the internal clock as the reference for the date range.

Colors Tab

Use the Colors tab to customize the colors of your Application tables and required fields.

The following options display on the Colors tab:

Highlight Required Fields: Select this option to have the Application display the selected color in all

fields that are required. This attribute does not apply to tables. Click the Color button to select a highlight color.

Table/Drop-Down List Pattern

Select a grouping number and the line shading colors to change the display attributes of your tables and drop-down lists. For example, if you select 2 from the grouping drop-down, white as the line shading color, and gray as the alternate line shading color, the tables and drop-down lists display the first two lines of information in white and the next two lines of information in gray. This sets a pattern of alternating white and gray lines every two rows.

Grouping - Select a number from the drop-down list to vary the line shading and alternate line shading colors. Select 1 to alternate between the colors selected in the line shading and alternate line shading boxes. Select 2, 3, or 4 to increase the number of lines of each color that display. Zero (0) turns this feature off.

Line Shading - Click the Color button to select a line shading color.

Alternate Line Shading - If available, click the Color button to select an alternate line shading color.

Drill Down Tables

Level 1, Level 2, Level 3 -Click the Color button to select the color for each level in the drill down tables. The Application displays the colors selected for each level in the Activities > Display Balances tables and the Activities > Requisitions > Manage Requisitions table.



NOTE: Colors perform differently when using Drill Down button in reports.

Reset Colors - Click the Reset Colors button to reset all color boxes back to the Application default colors.

User Tools Tab

Use the User Tools tab to add, delete, or edit custom menu commands. The custom menus appear on the Options menu. The following options display on the User Tools tab:

Menu Contents - This box contains a list of custom menu items. Once added, these commands appear on the Options menu.

Menu Text - Enter the descriptive text for the menu item that you are creating. The ampersand character (&) is placed before the menu item's accelerator key which is the keyboard letter that activates the menu item.

Command - This is the command for the designated menu item. You might enter the name of an executable (*.exe) file, for example.

Arguments - Enter the applicable arguments for the current command.

Initial Directory - Enter the directory in which the command starts working.

Add - Click the Add button to add a new menu item.

Remove - Click the Remove button to remove a selected menu item from the Options menu.



Move Up/Down - Click the Move Up or Move Down buttons to move the selected menu item up or down in the Options menu.

.



Activity: Customize Workstation Settings

Navigator: Help and Support > Maintenance > Customize Workstation Settings

Classic View: Options > Customize Workstation Settings

Change the following:

Preferences Tab

Form Settings:

Use Enter key to move between fields: Selected

Alerts Tab: No Changes

Reports Tab: No Changes

Colors Tab: Highlight Required Fields: Select Checkbox and Choose Color

Table/Drop-Down List Pattern:

Grouping: 1

Line Shading: Choose Color

Alternate Line Shading: Choose Color

Drill Down Tables: No Changes

User Tools Tab: No Changes

Click Apply and OK.


Accounts Payable Processing Maintain Vendors

Maintain VendorsThe next element that is required for Accounts Payable is Vendor Information. Vendors are entered using the Maintain > Vendors menu selection.

The entry form consists of six different tabs where you enter information about the vendor. You may enter Vendor Information only one vendor at a time.

NOTE: If you already have vendor information compiled in another software program, transfer the vendor records into the Application using the available Import/Export module.

FOR MORE INFORMATION: Please check for the Abila MIP Fund Accounting Basic Import and Advanced Import RealTime classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on importing vendors.

Vendor TabUse the Vendor tab, Maintain > Vendors to enter a new vendor or edit existing vendors.

Vendor ID - Enter a unique ID to represent the new vendor, or use the drop-down list to select an existing vendor. This field is alphanumeric and field length was determined at the time your organization was setup.

WARNING: You should limit your vendor IDs to strictly alphabetic characters (A through Z) and/or numeric characters (0 through 9), and avoid the use of invalid characters such as +, -, @, #, &, *, ‘, , /, \, |.

Status – Specify the vendor’s status. Active is the default status for new vendors. A vendor’s status may be changed at any time. Listed below are the valid status entries and their descriptions.

Active (A) - Set a Vendor ID to Active to allow transaction entry to the ID.

Inactive (I) - Set a Vendor ID to Inactive when it is no longer needed for normal transactions, but it may need to be used at some point. A warning message appears when attempting to use an inactive vendor ID. The warning message is for notification only; the ID may still be used in a transactions. Inactive codes also appear on reports.

Discontinued (D) - Designate a Vendor ID as Discontinued when it is no longer being used. The Application does not allow transaction entry to a Vendor ID with a discontinued status; however, discontinued codes appear on reports.

Name – Enter the name of the vendor. The name will appear on reports and forms the Application produces. This field is alphanumeric and field length was determined at the time your organization was set up.


Maintain Vendors Abila MIP Fund AccountingTM

Account number – (Optional) Enter the account number assigned to your organization by the vendor.

User ID – (Optional) Select the MIP User ID that you want to link to this vendor. Alerts can be set for checks printed to linked users.

Class, Type – (Optional) Enter a new class or type or select one from the drop-down list. Class and Type are user-defined fields used to filter or sort Vendors on reports and printing forms.

TIP: To print the data entered through vendors, use the Reports > Accounts Payable > Vendor Information form.

TIP: To delete an existing class or type in a vendor record, select the vendor, highlight the class or type name, press the Delete key on your keyboard, and then click Save. This deletes the designation for the selected vendor. You must do this for every vendor record that uses the designation in order to delete the class or type in its entirety. Click Find to identify all records that contain a particular class or type. This process is also helpful when renaming a class or type.

TIP: When you create a new Class or Type and save it, the Application uses that new designation. If you create a different class or type for that same record, the first class or type is no longer available. This is because a vendor may only use one class or type at a time.

TIP: If you want the vendor's account number to display when printing checks, Activities > Accounts Payable > Pay Selected A/P Invoices, enter %ACCT% in the Check Stub Comment box on the Payment and Terms tab. The application will then print the appropriate account number on the check stub.



Addresses TabUse the Addresses tab to enter the vendor’s address. The information is available for use on reports and forms.

Address – (Optional) Enter the street address. The Application allows several lines for the main vendor address.

TIP: The Application prints the main address in the street address box on the 1099 form. If your address is more than three lines, it will overflow into the city, state, and zip boxes of the 1099. You should format the address to ensure it fits on three lines.

City – (Optional) Enter the city. The city may be up to 30 characters and alphanumeric.

State/Province – (Optional) Enter the 2 character alphabetic state code.

Postal Code – (Optional) Enter the postal code. This field may contain up to 10 characters. You must enter the dash in a 9-digit US zip code.

NOTE: Please note that the address, city, state/province, and postal code are required if you want to produce a 1099.

Country – (Optional) Enter the country. This field may contain up to 35 characters. You may either enter the entire name or abbreviation of the specified country.

Voice (Optional) Enter the vendor telephone number and extension.

Fax – (Optional) Enter the vendor facsimile number.

Contact Information - For your convenience, the contact information entered in these fields may be included on some Accounts Payable reports.

Title – (Optional) Enter a new title or select one from the drop-down box. Titles may be up to 10 characters in length and may be alphanumeric.

Contact Name - (Optional) Enter the contact name for this vendor.

Position - (Optional) Enter the contact’s job position or level.

E-mail - (Optional) Enter the contact’s e-mail address.



Check Address - (Optional) The Check Address button opens a form with prompts similar to those on the Addresses tab. Use this form to enter multiple check addresses and to select a preferred check address for this vendor ID. If an address is not entered here, or a preferred check address is not selected, the Application uses the main address on checks, vouchers, and A/P invoices. Use the Printed Address button to override the main address and have it printed in a different format.

Address Code - Select a check address code from the drop-down list, or enter a new check address code for this vendor ID. The drop-down list displays all of the address codes that have already been entered for this vendor ID, their description, status and which one is preferred.

Status - Specify the status of the check address code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued), from the drop-down list. The status can be changed at any time. Discontinued is not available for selection on the Transactions > Accounts Payable > Enter A/P Invoices form.

Same As - If the check address is the same as or similar to another address that was entered, select that address type from the drop-down list (None, Main, or PO). The Application then displays that address for you to accept or edit.

Preferred - Specify the preference of the check address code. When creating a new code, accept the default preference, No, or select Yes from the drop-down list. The Preferred field can be changed at any time. However, only one address can be marked as a Preferred Check address for the Vendor ID; when changed this will override every other selection.

Description - Enter a description for the check address.



Purchase Order Address - (Optional) The Purchase Order Address button is available if you own the Purchase Order module. It opens a form with prompts identical to those on the Address tab that allows you to enter an alternate address and contact for the vendor. If you do not enter a purchase order address, the Application uses the main address on purchase orders produced.

FOR MORE INFORMATION: Please check for the Abila MIP Fund Accounting Purchase Orders classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up Purchase Orders.



Printed Main Address - (Optional) There is also the option of the Printed Main Address

button if you would like to override the main address and have it printed in a different format. Use this form to override the printed format of the main address. This is helpful, if for example, the main address is in US postal mail format, but it must be printed in German postal mail format. Use the Update and Reset buttons to update or reset the address to the default settings.

TIP: To print the information on the Address tab, use Reports > Accounts Payable > Vendor Information.

Payment and Terms TabUse the Payment and Terms tab to specify vendor information about payments and payment terms.

Electronic Payments - This feature is only available if you have installed the Electronic Funds Transfer for Accounts Payable module.

Print Separate Check for Each Invoice – (Optional) Check this box to print a separate check to this vendor for each invoice selected for payment. If the box is not checked, then one check to this vendor prints for all selected invoices.

Personal Account – (Optional) Select this check box to indicate that this account is personal, rather than corporate.

Do Not Send Payment Notification E-mail - (Optional) Select this check box if you do not wish to have the vendor to receive an e-mail when the electronic payment file is created and sent. This feature is only available if you have installed the Electronic Funds Transfer for Accounts Payable module.

E-mail Address - Enter the vendor’s email address to send the payment notification. If you are entering multiple email addresses, each address must be separated with a semi-colon. This feature is only available if you have installed the Electronic Funds Transfer for Accounts Payable module.



FOR MORE INFORMATION: Please check for the Abila MIP Fund Accounting Accounts Payable Advanced Topics RealTime classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up Accounts Payable Electronic Funds Transfer.

Hold Payment– (Optional) Check this box to place a hold on payments to this vendor. Use this box when you would like the Application to prevent system-generated checks to this vendor. You will receive a warning message if you try to enter a manual A/P check to a vendor on hold, but you will be able to proceed. When you would like to remove the hold payment status, click the box to remove the check.

TIP: As long as Hold Payments is selected on a vendor record, the Application will not allow any user to select invoices for which to pay the vendor

Check Stub Comment – (Optional) Enter any information you wish to appear on the check stub comment portion of the printed check.

Discount Rates and Availability - Use this group box to enter the vendor's discount rates and the number of days that the discounts are available.

First Discount, Days Available, Second Discount, Days Available - (Optional) Enter the vendor’s discount percentage followed by the number of days that the discount is available. Two discount intervals may be set up, such as a 2 percent discount if paid within 10 days, and a 1 percent discount if paid within 20 days. The Application determines if discounts apply when checks are selected for payment.

TIP: When entering percentages in Abila MIP Fund Accounting, do not include a decimal point. For fractional percentages, you will enter the leading zeroes. For example, enter the following numbers to indicate the percentages:

005 =.5%

05 or 5 = 5%

50 = 50%



Days Until Net Amount Due – (Optional) Enter the default number of days until the invoices are due to this vendor. For example, if the vendor’s payment terms are Net 30, enter 30 at this prompt. When you enter an invoice, the Application uses the number entered in this field to calculate the default due date for the invoice. If you leave this field blank, the Application assumes that invoices are due immediately.

Default Coding TabExpense Account – (Optional) If you know that payments to this vendor are usually debited to a particular general ledger account, enter that account here. The account you enter here is the default account during transaction entry for this vendor. You may change this general ledger account for individual transactions, if required.

Distribution Code – (Optional) Select an existing distribution code. The Application uses the Distribution

Code as the default distribution during transaction entry when you select the Use Distribution Code button in transactions for this vendor. You may change the distribution code for individual transactions, if required.



TIP: Entering a default expense account, or an other general ledger account usually debited, and/or distribution code, may save transaction entry time and prevent errors.

TIP: If you enter a default general ledger account on the Default Coding tab, the Application uses this account as the default for both manual transaction entry and for use with any distribution code used.

TIP: If you enter a default distribution code on the Default Coding tab, it will be the distribution code identified when you select Use Distribution Code on a transaction for the vendor.

1099 Information TabIssue 1099 for this Vendor – Check this box if you plan to issue a 1099 for this vendor. If you have a vendor for whom some transactions are 1099 transactions and some are not, you should still check this box.

You will indicate the appropriate 1099 box number when entering detail transaction line items, thus a specific document may contain both 1099 and non-1099 transactions, as indicated by the 1099 box number on each transaction line. Checking this box enables the following prompts:

Foreign Address Indicator – Select this check box if the vendor is using a foreign address. This option is used when Electronic Filing.

Proprietor Name - Enter an individual name to print on the first line of the recipient’s name box on the 1099 form. For businesses that are operated by individual taxpayers, enter the name of the sole proprietor, such as Ann Miller.



NOTE: The Proprietor Name is a required field if SSN is selected as the Federal Tax Identification Number.

Federal Identification Number – Indicate the type of tax ID number this vendor uses. Then enter the tax identification number if you specified the type as FEIN or SSN. The types are:

FEIN – Federal Employer’s Identification Number

SSN – Individual Social Security Number

Applied For – The tax ID number has been applied for but not received.

Foreign – The vendor is foreign and therefore does not have a US tax ID.

Organization State Withholding – Select the Override State Withholding check box to replace the default information entered on the Organization > Organization Information form with the State and State Tax ID entered here for this vendor.

Override State Withholding -Select this check box if the 1099 withholding State and State Tax ID information is different for this vendor.

State – Select the State from the drop-down list This will replace the default State entered on the Organization > Organization Information form.

State Tax ID – Enter the state tax identification number. This will replace the default State Tax ID, entered on the Organization > Organization Information form.

1099 Form Setup – Select a Default Form Type and Default Box Number, and then enter a Name Control. The form type and box number you enter here appear as the default form type and box number when you enter transaction line items; however, you can change the default form type and box number for individual transaction line items.

Default Form Type – (Optional) Select a default 1099 form type: MISC, DIV, INT, R or W2G.

Default Box Number – (Optional) Select a box number (Form Type-Box Number) from the drop-down list for the selected Default Form Type in which you want to print the vendor's 1099 amount. This drop-down list displays the Code (Form Type-Box Number) and its Description, such as MISC-16 or DIV-01a.

Name Control - Enter the first four characters of the selected Vendor Name as it should appear in positions 7-10 of the B record in the Electronic Filing file. For more information please refer to IRS Electronic Filing publications.

If this is a surname and it is less than four characters, enter only those characters. Surname prefixes are considered, such as, for Van Elm, the Name Control is VANE.

In the case of a business, other than a sole proprietorship, use the first four significant characters of the business name. Disregard the word the when it is the first word of the name, unless there are only two words in the name.



NOTE: Do not enter special characters or spaces. A dash (-) and an ampersand (&) are the only acceptable special characters.

NOTE: It is recommended that you print the Reports > Accounts Payable> Vendor Information > <1099-MISC - Validate Name Control Entries> default report to verify specific name control entries against IRS Rev. Proc. 2006-33.

1099 Adjustments - Enter any manual adjustments required which will adjust 1099 transaction line items you post in the Application. This might be used to enter 1099 startup amounts if you implement the Application sometime other than the first of the calendar year. You must enter a valid Year, Type (1099 Form Type), Box (1099 Form Type-Box Number), and Amount for each line. In order to delete a 1099 adjustment, select the line by clicking in the selection column then press the Delete key on your keyboard.

NOTE: 1099 Adjustments are not available for the W2G form. 1099 W2G transactions are tracked on a per-document basis. Adjustments to W2G are facilitated through the transaction entry process.



WARNING: Increases in Federal or State tax withholding amounts must be entered as negative adjustments while decreases must be entered as positive adjustments. Positive withholding adjustments in the Application translate into negative withholding adjustments on the 1099 Form.

WARNING: The Application will not include a net negative Federal or State tax withholding amount on the 1099 form. The net amount must be positive.

o

Notes TabThe Notes tab is available for you to enter free-form notes relevant to the Vendor. Keep in mind that the information entered is available to print on the Vendor Information list report, Reports > Accounts Payable> Vendor Information.



User Defined Fields TabUse this tab to enter vendor data for the user defined fields (UDFs) you created. In order to use this tab, a vendor type field must be created in the Organization menu and a Vendor must be selected on the Vendor tab.

You may connect user defined fields to allow data entered here to automatically appear in another UDF with the same name on another form in the Application. This process is called flow-thru. Vendor UDFs may be set up to flow to the following forms:

API transaction documents, Transactions > Accounts Payable > Enter A/P Invoices

API transaction lines, Transactions > Accounts Payable > Enter A/P Invoices - Transaction entry table

APS transaction documents, A/P System Generated Checks/Vouchers or Transactions > Accounts Payable > Edit Pay Selected A/P Invoices

CDS transaction document, Activities > Check Writing > Write Checks

CDS transaction lines, Activities > Check Writing > Write Checks - Transaction entry table

NOTE: If you connect a Vendor UDF to an API transaction document, that document may be connected to APS, APC, and APM transaction lines.

FOR MORE INFORMATION: For complete information about User Defined fields, please check for class availability on Abila University, www.abilauniversity.com/fundaccounting, or look in Abila MIP Fund Accounting Help, Help > Contents and Index, or the Abila MIP Fund Accounting Product Guides, Help > Product Guides.

Display Name - The Application displays the name that was assigned to this field. This name cannot be edited here, but may be changed using Organization > Set Up User Defined Fields.

Value - Enter the data for the user defined field.



AttachmentsSelect Attachments button, (the button changes to when attachments already exist) to display the Attachments form.

Use the attachment form to add, view, or delete an attachment that applies to the current menu selection. The form collects the basic information needed to manage and maintain attachments. The list of attachments and edits are limited to the specific transaction source that is associated with the form and the ID or Session ID/Document Number.

Before using attachments, you must first enable the attachments feature at Organization > Attachments > Set Up Locations. You should also review and set up attachment categories using Organization > Attachments > Set Up Categories.

Category/Sub-Categories - The Application displays a list of category and sub-category folders available for the current menu selection. You may expand or collapse folders by selecting the plus or minus sign.

Attachments - The Application displays the existing attachments for the selected category or sub-category. You cannot change the information in the attachment panel.

Name - The name given to the attachment when it was saved.

Type - The type assigned to the attachment when it was saved, either L (Linked) or E (Encrypted).

Path - The location where the attachment was saved.

User ID - The user who created and saved the attachment.

Date - The date the attachment was created and saved.

To view or delete an attachment, left mouse click on the box to the left of the attachment name and

select View button or Delete button. To add an attachment, select New

button, enter the Attachment name, browse to the attachment and select Save.

Add Attachment - Use the Add Attachment Panel to attach an image or file to the selected category or sub-category.

Selected Category - (Display Only) The Application displays the category or sub-category selected in the category/sub-categories panel. The category or sub-category may not be changed after an attachment is saved.

Type: Select the type of attachment.

Linked - Linking to a document means you browse to the document location and the Application saves the path to the document. To view the linked document, it has to remain in the exact location to be viewed.

Encrypted - Encrypting a document means that the document will be scrambled by the Application to prevent unauthorized access, and copied to a location defined at Organization > Attachments > Set Up Locations. Encrypting a document provides basic security and prevents unauthorized individuals from viewing the document outside the Application.



Name - Enter a unique name for the attachment.

Source - Click the Browse button to define the attachment location.

Save - Click Save to save the attachment to the current form.

FOR MORE INFORMATION: For complete information about Attachments, please check for System Administration or Accounting Administration and Setup RealTime class availability on Abila University, www.abilauniversity.com/fundaccounting, or look in Abila MIP Fund Accounting Help, Help > Contents and Index.



Activity: Set up a Vendor

Navigator: Accounting > Accounts Payable > Maintenance > Vendors

Classic View: Maintain > Vendors

Quick Search Click New

Vendor Tab Vendor ID: AustinLegal

Status: Active

Vendor Name: Austin Legal Services

Account Number: NTO200015

User ID: <Blank>

Class: ProfSvs

Type: <Blank>

Addresses Tab Address: 100 Rio Grande

Suite 1000

City: Austin

State: TX

Postal Code: 78750

Country: USA

Optional:

Voice: (555)555-1000

Fax: (555)555-2000

Title: Ms.

Contact Name: Kelly Kennedy

Position: Account Manager

E-mail: [email protected]

<Activity Continued on Next Page>



Activity: Set up a Vendor <continued>

Check Address:

Click Check Address

Address Code: Check

Status: Active

Same As: None

Preferred: Yes

Description: Check Address

Address: PO Box 1234

City: Austin

State: TX

Postal Code: 78750-1234

Country: USA

Click Save

Click Close

Payments and Terms Tab

Electronic Payments (if visible): No

Print Separate Check for each Invoice: Yes

Personal Account: No

E-Mail Address: <Blank>

Hold Payment: No

Check Stub Comment: Payment on Account NTO

First Discount: 10%

Days Available: 10 days

Second Discount: None

Days Until Net Amount Due: 30

Default Coding Tab Expense Account: 52201

Distribution Code: Prof




Activity: Set up a Vendor <continued>

1099 Information Tab Issue 1099 for this Vendor: Yes <Select Checkbox>

Foreign Address Indicator: No <Leave box unchecked>

Proprietor Name <blank>

Federal Tax ID Number FEIN 75-8547832

Override State Withholding: No <Leave box unchecked>

Default Form Type: MISC

Default box number MISC-14

Name Control first four characters of Vendor Name - AUST

1099 Adjustments:

Year: <Current year>

Type: MISC

Box: MISC-14

Amount: $1200.00

Notes Tab Notes: Penalty applies if overdue.

Click Save



Renaming and Merging VendorsIt is possible to rename a vendor or merge two vendor records into one. The Merge/Rename vendor ID

button, found in the Navigator from Accounting > Accounts Payable > Maintenance > Vendors in the Vendor maintenance screen, Maintain > Vendors, is used to initiate either activity.

WARNING: Requires Exclusive control of the A/P processes. Have other users log out, or perform other non-A/P transactions.

NOTE: This form is only available when the Maintain > Vendors form is blank (no vendor ID is selected). Click the New button to open a blank Vendor form.

Renaming a Vendor

To rename a vendor, simply select Rename after clicking the Merge/Rename Vendor ID button. Everything about the vendor record will stay the same; the vendor will simply have a new Vendor ID. All records for the vendor prior to renaming may be accessed through the new ID, and prior transactions will show the new ID instead of the original ID under which they were created.

NOTE: Renaming is reversible; simply rename the vendor again to its original name.

Merging Vendors

The merging vendors process merges all data history from the Current Vendor ID into the Merge Vendor ID. All records will be associated with the merged ID, and then the Application deletes the original ID.

TIP: If you have already processed 1099s and then you merge a vendor ID, it could create differences when 1099 amounts are reported. When the Application deletes the original vendor ID, it also deletes any 1099 adjustments associated with that vendor ID. If needed, create new 1099 adjustments for the merged vendor.



WARNING: Merging is not reversible.You cannot undo a merge of a vendor into the two previous vendors. For this reason, it is important that you make a backup of your organization before merging.

TIP: To print the data entered on this form, including the User ID of the person who performed the Merge or Rename, run Reports > Accounts Payable > Vendor Information.

TIP: The UNASSIGNED vendor ID cannot be merged or renamed.



Activity: Rename a Vendor

Navigator: Accounting > Accounts Payable > Maintenance Vendors


Quick Search:

Click New

Click Merge/Rename Vendor ID.

Current Vendor ID BELL

Action Rename

New Vendor ID SBC

Comments Formerly BELL

Changed mm/dd/yyyy (Today’s date)

Click OK

View the confirmation screen and click Yes

Optional Activity: Merge a Vendor

Navigator: Accounting > Accounts Payable > Maintenance Vendors

Classic View: Accounting > Maintain > Vendors

Click Merge/Rename Vendor ID.

Current Vendor ID IntSup

Action Merge

Merge Vendor ID ISInc

Comments Merge duplicate vendor ID IntSup into ISInc

Merged mm/dd/yyyy (Today’s date)

Click OK

View the confirmation screen and click Yes

Close the Maintain Vendors screen

Close the Quick Search screen


A/P Transactions Abila MIP Fund AccountingTM

A/P Transactions

InvoicesTo make entries into your general ledger, begin with a transaction entry. The transaction entry lines are grouped into documents. The documents are grouped into sessions. Every type of transaction you will enter begins with a session and a transaction source.

Session EntryAfter opening a transaction entry session in the Session ID form, you repeat a series of steps for detailing each transaction in the Transaction Detail form. You will:

Identify the document

Make the accounting entry

Save the transaction

You may start a new session or reopen a previous session that has not been posted. The drop-down list at the Session ID prompt displays the unposted sessions related to the transaction type selected, that are available for reopening. All fields are required except for the session description field.

Use the Find form or type a posted session ID to view previous sessions and their documents. Once a session or document is posted, it cannot be edited. However, you may view (read-only) the session or document.

Session ID - Identify the session. The Session ID is used to link each transaction to the session, in which it was entered, making it possible to track the origin of any entry. For example, if you print a general ledger report and include the Session ID field in the report, you may see the Session ID for each debit or credit listed in the report.

The Session ID is a 31 character alphanumeric field and must be unique within each transaction type. You may select an unposted Session ID from the drop down combo box, enter a unique new ID, or use the Application’s auto increment feature by pressing the plus (+) key. When you press the plus key, the Application refers to the last Session ID that was used for the selected transaction type and increments the value by one. If the last Session ID ended with a character or symbol, the Application appends 001 to the last Session ID to create the new Session ID.

Sometimes it is helpful for you to recognize types of entries within the Application easily and quickly. It is also important that there is no duplication within the Application of session names. Because of this, we suggest that you establish a naming convention for your organization. What is a naming convention? It is a method for you to easily recognize what types of entries are in the session. Review the following example as a suggested method for using naming conventions in your organization.

APIxx01001 – API (Accounts Payable Invoice) Session, for the year 20xx, the month of January (01) and the first session (001).


Accounts Payable Processing Invoices

You could use the following Application abbreviations for common session types. These are what we refer to as the Transaction Source.

Another common method is to use your initials somewhere in the session name, or in the session description.

Status – Choose from the following status codes. You determine your available status codes from Organization > Organization Preferences > Processing menu selection.

BP (Batch-to Post) – Transactions are saved in a file until the session is posted, at which time the ledgers are updated. You may reopen the session to edit the transactions or add new transactions.

BS (Batch-to Suspend) – Like a Batch-to Post, transactions are saved in a file that may be reopened and modified. A Batch-to Suspend session is not available for posting until the status is changed to Batch-to Post. You may save an out-of-balance or incomplete document within a suspended batch.

OL (On-Line Posting) – The ledgers are updated each time a transaction is completed and saved. You cannot retrieve individual transaction entries from within the session to make corrections. You must reverse entire sessions or documents before correct entries may be posted.

NOTE: If your session status is set to OL (On-Line Posting), then on your transaction entry form you will see a Post button instead of a Save button.

You may change the session status from Batch-to Post to Batch-to Suspend (and vice versa) at any time. However, you may only change any Batch status to On-line (and vice versa) if no transactions have been saved or posted in the session.

Trans. Source Description

APC A/P Manual Checks

API A/P Invoices

APM A/P Credits on Account

APR A/P Revaluation

APS A/P System Generated Checks/Vouchers

APV A/P Void Checks/Vouchers

CD Cash Disbursements

CDS Write Checks

JV Journal Vouchers

VCK Void Checks


Invoices Abila MIP Fund AccountingTM

Date: The Application supplies the current date as the default value when a new session is created. The session date may be the date the session was created, the date the session was posted, or the date of the transactions in the session. You may include the session date in many detail reports such as the general ledger. The session date also serves as the default document date for each transaction in the session.

You may change the session date at any time until the session is completed. If you change the session date, the last date used in the session will be stored as the session date and used in reports.

Description - You determined the length of this field when you created your organization’s database. You may include the session description in many detail reports such as the General Ledger reports. The session description also serves as the default document description for each transaction in the session.

You may change the session description at any time until the session is completed. If you change the session description, the last description used in the session will be stored as the session description and used in reports.

Session Totals: The Application displays the total number of documents and total amount (the total identified on each document) entered during the current session. Some sessions (such as Budget, Journal Vouchers, Encumbrances, and Encumbrance Liquidations) do not have a total amount.

TIP: Rather than manually entering a Session ID each time, you may have the Application assign the next available Session ID. With the cursor in the Session ID box, simply press the plus (+) key to automatically increment the Session ID by one from the last Session ID used. To change the last Session ID, use Organization > Organization Preferences > Session tab in Accounting.



Entry OverviewThe Transaction Entry Form is comprised of seven areas. These areas are discussed in detail below.

The title bar, or caption bar, indicates the form name and status. The title bar dynamically changes to indicate the forms state. As documents are created or edited, the title bar displays the current document number and status; new, editing, etc.

A row of auxiliary command buttons is displayed just below the title bar. The pictures on the buttons indicate the buttons purpose. Alternately, you may rest your mouse pointer on any button for a few seconds and a Tool Tip indicating the buttons purpose will appear. The function of each button will be discussed later in this chapter.

Record document level information immediately below the auxiliary command buttons. The term document generically applies to all transaction types.

The sample form pictured above is an accounts payable transaction form. In this case, the document is referred to as an invoice. Other transaction entry forms refer to the document as a receipt, voucher, check, or other applicable term. The fields in the document section of the form vary based on transaction type and modules installed. For example, the amount field on the form pictured is a control field and only appears for transactions that affect subsidiary ledgers such as the Bank Reconciliation or Accounts Payable and Accounts Receivable subsidiary ledgers.

You may use the next section of the form to record the accounting information for the transaction. The accounting area looks like a grid with the information entered into cells. The number of segments in your organizations account structure determines the width of the grid. If the entry grid is larger than the display area, scroll bars reposition the grid to ensure all cells may be accessed. Each transaction will have a minimum of two detail lines containing account codes and debit or credit amounts.

You will find at the bottom of the form the document status, displayed titles and standard command buttons. The document status display shows the total debits, total credits, net difference, current row/record and total number of rows/records in the current document.



The display titles section of the transaction entry form displays the titles for the codes on the current selected line. This serves as an excellent reference to ensure the correct codes were entered. The title

display may be toggled off and on with the Display/Hide Titles button.

The command buttons at the bottom of the form conform to standard command button behavior with one minor difference – the New/Save button is replaced with a Post button when the current session status is On-line posting.

Document EntryThe A/P invoice entry is different from other types of transaction entry because there is an edit check which verifies the amount entered in the Amount box is equal to the debits minus the credits to all AP type accounts. In addition, the A/P invoice entry form prompts for a vendor ID that is a required field.

NOTE: The due date prompt on the A/P invoice form will default to the invoice date, plus any Days Until Net Amount Due that you set up in the vendor's record. The displayed due date is a required field that you may modify.

Document – Use this field for the Document Number. You may use the Application’s auto increment feature for document numbers by pressing the plus (+) key.

Date - Accept the session date, or enter a valid date specific to this document.

Amount - Enter the amount of the invoice, omitting dollar signs and commas. The document amount and the net of the transaction lines must equal if the session status is BP or OL. If the status is BS, these lines may be out of balance.

Description - Accept the session description, or enter a description specific to this document.

Vendor ID - Select the vendor that is associated with the invoice, or use Find to help you select an ID. The vendor may have a status of active or inactive.



TIP: You may click the Vendor Information button during invoice entry to open the Maintain > Vendors form. From the vendor form you may change or add vendor information. Each time this button is selected a new Vendor form is opened.

Check Address - Accept the default Preferred Check Address for this Vendor ID, or select a different check address from the drop-down list. If the Check Address you are looking for is not available in the

drop-down list, complete the following steps: Click Vendor Information button to display the Vendors form; select the Address tab and then the Check Address button; enter a new Address Code and complete the form; be sure to save your changes and close the form; once saved, the Check Address will automatically refresh the drop-down list on the Enter A/P Invoices form.

Due - Accept the default date, or enter a new due date for this invoice. The Application displays the due date calculated using the information specified when setting up this vendor, Maintain > Vendors > Payment and Terms tab.

1099 Type - Accept the default entered on the Maintain > Vendors > 1099 Information tab or select a 1099 form type from the drop-down list, such as MISC, DIV, INT, R or W2G.

NOTE: The 1099 Type field is only available if the Vendor ID selected has 1099 information associated with it.

If creating an invoice On Account, then the 1099 Type is able for selection.

If Applying Credit to an invoice, then the 1099 Type displays but cannot be modified.

Transaction EntryThe Application contains automatic edits, called Transaction Entry Edits, to verify the accounting entry conforms to Application guidelines.

Line level edits ensure that all required information is entered in the transaction line and the account combination validation rules are followed. For example, the line level edits ensure that a general ledger code is entered, and codes are entered for all fund and balancing segments. Additionally the edits ensure that codes are entered for non-balancing segments and the restriction segments for revenue and expense line entries.

Form level edits ensure that debits equal credits within funds, balancing segments, entry type, and effective dates. Form level edits also ensure that entries to the subsidiary ledger accounts equal the document amount.

You do not need to remember all the validation rules. If you try to create an entry that does not conform, the Application displays a message indicating the problem and prevents saving or posting the transaction until the problem is resolved.



Segment Codes (Fund, Grant, etc.) - Enter the codes manually or select from the drop-down box.

1099 Box - Enter the 1099 box number (Form Type-Box Number) for this line or accept the default (if any). If you select a vendor in the Payee ID box on this form and the vendor is set up to receive a 1099, Maintain > Vendors > 1099 Information tab, you are required to enter a 1099 Box number. The available 1099 box numbers change depending on the 1099 Type selected for the document.

Debit/Credit - Enter the appropriate Debit or Credit amount.

Entry Type – You specify the entry type for each line item on the transaction entry form. The entry type defaults to N (Normal), but you may make changes as necessary. Valid entry types are discussed below:

N (Normal) - is used for all accounting activity during the fiscal year (daily and month-end transactions).

A (End of Year Adjustments) - is used to indicate adjustments made on the last day of your organization's fiscal year. It requires that the effective date is the last month and last day of the organization’s fiscal year for that line.

AO (Adjust Opening Balance) - is used to indicate that an adjustment is being made to opening balances for an entry made to any fiscal year. It requires that the effective date is the first month and first day of the organization’s fiscal year you are adjusting.

UO (Beginning Balance) - is used to indicate that opening balances are being entered for the first day and first month of the organization's fiscal year. You might use this entry type when you begin using the Application and enter your balances for the first time.

SO (System Opening) - The Application creates transaction entries effective on the first day of the new fiscal year when you close a fiscal year. These SO entries are created and posted by the Application. You cannot create or edit these transactions.

NOTE: All entry types, except SO (System Opening), are allowed in transaction entry, however, a Revenue or Expense type account cannot be used in a UO (Beginning Balance) or AO (Adjust Opening Balance) transaction. For a UO (Beginning Balance) or AO (Adjust Opening Balance) entry type, the Account Type of Revenue or Expense may not be used. For a Revenue or Expense Account Type, the Entry Type must be N (Normal) or A (End of Year Adjustment), whichever is appropriate for the effective date of the transaction line.

Effective Date - Defaults to document date. You may change this date as necessary to post entries to correct effective date. (This is the date the transaction will post to the ledgers.)

Description - Defaults to document description. You may change this description as necessary. (Also referred to as transaction description.)



{User Defined Field} - This column displays any User Defined Field with a Transaction Lines type and transaction source of the appropriate transaction source. The Application automatically appends one column for each field (to the right of the transaction entry table). These fields were created using Organization> Set Up User Defined Fields> Setup tab.

NOTE: Account level security is available for the transaction entry form through the Advanced Security module. This feature allows you to define the account codes and related amounts a user may view or use on transaction forms.

FOR MORE INFORMATION: For complete information about Advanced Level Security, please refer to Set Up Account Level Segments and Set Up Account Level Security in Abila MIP Fund Accounting Help, Help > Contents and Index, or the Administration Guide, Abila MIP Fund Accounting Product Guide, Help > Product Guides.

NOTE: The Over Budget form appears if the transaction being entered exceeds budget and you are using On-Line posting for the current organization and the Check Available Budget During Posting check box is selected.

User Defined Fields Tab

Use this tab to enter data for any User Defined Field with a Transaction Documents type and the applicable transaction source to the open document. You may only enter data on this tab after entering a document number on the Transaction Entry tab.

These fields were previously created and assigned characteristics using Organization > Set Up User Defined Fields > Setup tab. When entering data in the value column, you must adhere to the pre-defined settings (e.g., field type, length, and decimal places).

Once fields have been created, the Application automatically creates the Transaction Entry tab and User Defined Fields tab. Otherwise, the Transaction Entry form is available, but without the tabs and any user defined fields.

Attachments

Attachments - Use the Attachment button to attach, view, or delete a document. The button changes

to when attachments already exist.



Transaction Entry RulesThe general ledger account codes determine what other segment codes are required. For revenues and expenditures, all segment codes are required. For balance sheet accounts, the Application verifies that segments designated as Fund and Balancing types have codes. See the table below for complete information.

Hot Keys

The Application provides data entry tools for faster transaction entry.

Use Tab to move the cursor to the next cell. If the cursor is at the end of the line, it wraps to the next line.

Use Shift + Tab to move the cursor to the previous cell.

Use F2 to select or deselect text.

If you use F4 in a drop-down list, the Application drops the list or pulls it up, if it is down.

Use F5 to copy the contents of the cell immediately above the active cell (starting with the second row) into the active cell.

Use F6 to copy the contents of the row immediately above the active row (beginning with the second row) into the active row.

Use F7 to pull in all of the values from the entry defaults form.

TIP: Any transaction line having debits and credits that equal zero is treated as a memo entry. Memo entries are related to the account code combination on their transaction line.

TIP: Once a session or document is posted, it cannot be edited. However, you may view (read-only) the session or document. Initially, the Session ID drop-down list only includes unposted sessions. To view posted sessions, select the posted Session by entering the ID or using the Find button.

GL Account Type Entered

Segment Type

Fund Balancing Non-Balancing Restrictions

Revenue and Expense Required Required Required Required

Net Assets/Equity Required Required Optional Required

Other Balance Sheet Accounts (Assets & liabilities

Required Required Optional Optional



TIP: To have the Application combine the detail transaction lines, select the Summarize Transaction Entries check box, Organization > Organization Preferences, and then click the Use Offset or Use Distribution Code buttons, and complete the process. The Application automatically summarizes all system generated, fixed assets and allocation transactions.

TIP: The Transaction Entry table contains an unlimited number of lines available to record the document. As you complete each line another becomes available. Use the scroll bars to move up and down in the table if the entry has too many lines to be seen at one time.

TIP: Initially the transaction lines appear in the order in which they were entered; however, they may be moved to the order you would like them to appear. Simply highlight the entire row, and then drag the row to the appropriate place using the mouse.

TIP: By default, the Application displays the same effective date and description in the Transaction Entry table as the document date and description, unless defaults were specified using Entry Defaults.

TIP: A transaction may be entered to a closed fiscal year. However, you may wish to change entry dates, Organization > Organization Preferences> Entry Dates tab, to warn or prohibit the user from making an entry to a closed fiscal year.

TIP: A document’s debits and credits may be out of balance when the session status is Batch-to Suspend.

TIP: The invoice Due Date defaults to the Invoice Date, plus any Days Until Net Amount Due you set up in the vendor’s record, Maintain > Vendors. However, the Due Date is not updated if the entry is edited after saving.

NOTE: If you are using on-line posting for the current document, and you activated the Edit for Available Budget feature, Organization > Set Up Modules > Budget > Primary Budget Controls, the Over Budget form appears if the transaction you are entering exceeds the available budget.



Activity: Begin A/P Invoices Session

Navigator: Accounting > Accounts Payable > Enter Invoices

Classic View: Transactions > Accounts Payable > Enter A/P Invoices

Enter Session Information Session ID: Use the plus (+) key to auto increment

Status: BP - Batch-to Post

Description: AP Invoices

Date: <Today’s Date>

Click the Start button.

Enter Document Level Information

Document Information: Invoice: 93847

Date: <One week ago> (Also use for all effective dates)

Amount: $150.00

Description: Supplies for child care

Vendor ID: Rapid (Rapid Supplies Provider)

Due: <Accept Default>

Check Address: Main

1099 Type: N/A (Not Available)

Click Display/Hide Titles to display the Titles section of the Transaction Entry form.

First Transaction line:

Press Tab key to advance to the first cell of the second transaction line.




Activity: Begin A/P Invoices Session <continued>

Second Transaction line: Press the F5 key in each segment field and the Debit field. The Application will copy the cell above.

Change the Program code to: 301

Press the Down Arrow key to advance the cursor into the third transaction line.

The Application fills in Entry Type, Effective Date, and Description automatically from the previous transaction line.

Third Transaction line: Press the F6 key. The Application creates a new line that is identical to the previous line.

Change the Program code to: 401

Press the Down Arrow key to advance the cursor into the fourth transaction line.

Fourth Transaction line: Use the F5 key or manually enter the last line of data to complete the accounting entry:

Click Save

Do not close the form



Review Session Information

You may wish to review or change current session information without closing and reopening the session. For example, you may be using the session date or session description as default values in your transaction entry. After entering all the transactions for one date, you may need to change the session date to ensure your default will be correct for subsequent documents.

The Application provides an auxiliary command button to accommodate that need. You may use the

Review Session Information button to change the session description, session date, or session status.

You may change the session status from one of the batch modes, Batch-to Post or Batch-to Suspend, to the other at any time.

You may only change from On-Line status to Batch status or Batch status to On-Line status if no documents have been saved or posted in the session.

TIP: When you set up your organization, Organization > Organization Preferences > Processing tab, you designated a processing mode. The status appears in the drop-down list according to the processing mode that you chose for the organization.

TIP: If the processing mode is Combined and a document has been saved or posted the following rules apply: 1) If the document has a status of OL, it posts immediately and therefore cannot be changed. 2) If the document has a status of either BP or BS, you may switch between BP and BS. OL (Online Posting) does not display in the drop-down list.



Check Budget and Encumbrance Balances

Use the Check Budget and Encumbrance Balance button during transaction entry to check Budget and Encumbrance balances for a document. This helps determine the impact of the current document on the Primary budget.

The balance check is determined by using the following:

The budget date range and account types for all available accounts except cash, Accounts Payable - Vendors, and Accounts Receivable - Customers are used.

The displays uses the critical segment and GL report group set options selected on the Primary Budget Controls, Organization > Set Up Modules > Budget > Primary Budget Controls.

NOTE: This form is only available if the Budget module is installed. If you have not installed the Encumbrance or Electronic Requisitions modules, you will not see their related columns.

Budget Year Beginning, Ending - Enter the budget date range. Initially, the Application defaults to the organization’s current fiscal year start and end dates. Once a budget date range is entered, it becomes the default. This entry choice is unavailable if a critical segment applies and is enabled on the Critical Segment form, Organization > Set Up Modules > Budget > Primary Budget Controls.

Check Balances Table - The Application verifies the balances and displays budget and encumbrance information related to the current document’s general ledger and distribution codes.

GL/GL Group - The Application displays any accounts or group codes associated with this purchase order. If you have a group set selected on the primary budget controls form, it will display in place of the general ledger code.

Current Document - The Application displays the total amount for the displayed segments on the current document.

Budget - This is the total amount of budget documents for the budget period.

Actual - This is the total amount of posted G/L transactions.

Posted Encumbrance - This amount includes encumbrances that were posted using Transactions > Encumbrances > Enter Encumbrances or Enter Encumbrance Liquidations; or Activities > Manage Sessions > Post Transactions; or if OL was selected as the status on the Encumbrances session form. The Application displays this column if you have installed the Encumbrances module.

Available Budget - This amount is calculated taking budget less actual less current document less encumbrance.

Unposted Encumbrance - This amount includes unposted transactions that were created with a status of BP or BS on either the Enter Encumbrances or Enter Encumbrance Liquidations Session form and have not been posted yet. The Application only displays this column if you have installed the Encumbrances module.



Pending Requisitions - The Application displays the amount for all requisition items coded to the account combinations that are not included in the document.

Adjusted Available Budget - The Application calculates this amount by taking the available budget less requisition amounts. The Application only displays this column if you have installed the Electronic Requisitions module.

Budget Year Beginning, Ending - The Application displays the critical segment begin and end dates associated to this segment. The critical segment date is selected using the Primary Budget Controls > Critical Segment form. If a critical segment is not selected, the Application displays the budget date range entered for the Budget Year Beginning and Ending dates.

TIP: When Budget Year Beginning and Ending dates are entered, this budget date range becomes the default dates on any Check Budget and Encumbrance Balances form. Also, if you have a critical segment selected and have changed the beginning and ending dates for it, then these dates will be used instead of the budget date range.

TIP: If you have installed the Encumbrance module, you may run the Encumbrance Budget report to obtain information related to encumbrance and budget data, Reports > Encumbrances > Encumbrance Budget.

TIP: The Check Budget and Encumbrance Balances form processes different amounts depending on the options selected on the Primary Budget Controls form, Organization > Set Up Modules > Budget > Primary Budget Controls.



Activity: Check Budget and Encumbrance Balances



Session Information Session ID: (Currently in Session)

Select Invoice: 93847

Select Check Budget and Encumbrance Balances.

NOTE: The available Budget surplus or deficit.

Close Check Budget and Encumbrance Balances.

Click New to clear the entry form.




Distribution CodesUse this form to enter a standard entry template, called a Distribution Code. Distribution Codes allow you to specify, in advance, which account segments you would like to distribute transaction amounts. Distribution Codes help to reduce transaction entry time and increase accuracy for common entries. They are most useful when you have specific types of transactions that are allocated to many accounts on a regular basis. While the dollar amount may vary each time, the account codes generally do not. Examples might include utilities and rent, which you pay regularly and may be distributed to the same account codes each time. When you record a transaction, you may recall the distribution code and supply the amount you would like distributed. The Application creates the transaction detail lines defined by the distribution code. All Distribution Codes must have percentages and they must equal 100 percent. Amounts are applied first—any remainder is applied according to percentages.

Open the Distribution Code form using the Maintain > Distribution Codes menu selection, or

from the Distribution Code Information button on the transaction entry screen. The following example displays the Distribution Codes form.

Code - Either select a previously entered code from the drop-down list to edit, or enter a new Distribution Code ID that describes the accounting entry template you are creating.

It is best to limit your entry to strictly alphabetic characters (A through Z) and/or numeric characters (0 through 9), and avoid the use of the symbol set keys such as the pipe (|), double and single quotation marks (", '), the number sign (#), etc.

Status - This default is A (Active) when you are adding a new code. You may change a code’s status at any time. See Help for more information on Status codes.

Apply To - Select whether you would like to apply your distribution codes to A (Accounting only) or to B (both Accounting and Payroll). The Apply To box will only display if you have installed the Payroll module.

Description - Enter or change the description for the Distribution Code you entered.



Segment Codes - The segments that you specified when you set up your Chart of Accounts, Maintain > Chart of Accounts Codes, are available here. Enter the codes for the account segments displayed. Remember, using Revenue or Expenditure type general ledger accounts in combination with your distribution code requires all segments. If you are only using balance sheet type of general ledger accounts, then only balancing segments are required here. Notice the general ledger type segment is not available. The general ledger account is entered at the time you generate your entry. If you have more columns than may be displayed at one time, you may scroll to view or access other segments.

NOTE: The GL segment code is supplied at transaction entry time, making it possible to use a single distribution code for more than one purpose.

Percent, Units, Amount – You may create a distribution code either using percentages, units or amounts. You may assign amounts to individual lines, but each code must have at least one line containing a percentage or unit. Additionally, the total distribution for any code must equal 100%. Distribution codes entered by unit automatically calculate percentages. Each line must include a percentage, unit, or amount.

NOTE: At the bottom of the Maintain > Distribution Code form, the Application keeps a running total of the assigned Percentage (%), Units, and Amount ($).

Percent - You may enter the percentage you would like distributed to the current line. If you enter a percentage, the units column is disabled. You must have at least one line with a percentage (when entering units, the Application displays the appropriate percentage for you) and the total percentage must equal 100%.

Units - If you use units, you must enter a unit value for all lines that do not contain a dollar amount. When you enter a value in the units column, the percentage column is disabled. The Application automatically calculates the resulting percentages when units are used.

TIP: You may wish to enter, or maintain, units representing square footage or full time equivalents (FTEs). When you enter or update the units, the Application updates the corresponding percentages.

Amount - You may enter a fixed amount you would like distributed to the any line. During transaction entry, the Application first allocates amounts in the order you entered them in the distribution code. Any remaining amount is distributed according to percentages.

NOTE: After you have completed setting up your distribution codes, go to Reports > Lists > Distribution Codes, to print out a list of your codes. It is helpful to use <default> reports that are provided in the Application.



Using Distribution CodesThe Use Distribution Code auxiliary button becomes available after you have entered a document number. If you enter the document date, amount, description, and/or vendor ID (if applicable) before clicking on the Use Distribution Codes button, that information will automatically display on the Use Distribution Codes form after you select a distribution code to use. You may accept the description for your entry, edit the description, or replace it to meet your needs.

Distribution Code - Enter an existing distribution code or select one from the drop-down list.

Description - The document description will display as the default for this prompt, if already entered. If not, the distribution code’s description will display as the default. Accept the default description or type in a new description to use for the current entry. The description entered represents the line description in the transaction entry form.

Date - The document date, if entered, serves as the default value for this date field. Accept or change the date shown. A drop-down calendar is available for selecting a date. The date entered represents the effective date in the transaction entry.

General Ledger Account - Type in a GL account code or select one from the drop-down list. The Application inserts the GL code into the transaction entry lines it creates as specified by the distribution code.

Amount to Distribute - Enter a dollar amount greater than $0.00. If your transaction entry form contains an Amount prompt, that amount entered serves as the default value for the Amount to Distribute.

Distribute As - Debit/Credit. Select the distribution a debit or as a credit entry. If entering a budget or an encumbrance, distribute the transaction as a decrease or an increase.



TIP: Use the following table to determine if a distribution is entered as a debit or credit or as an increase or decrease.

NOTE: Accounts Payable, Encumbrances and Accounts Receivable offsets are only available to set up if the corresponding modules are installed.

Using... Doc. amount is...Enter asa...

Cash receipt positive credit

Cash disbursement positive debit

A/P invoice positive debit

A/P credit memo positive credit

A/P manual check N/A N/A

A/R invoices positive credit

A/R credit memo positive debit

Journal voucher N/A debit

Budget N/A increase

Encumbrance N/A increase



Offset Account AssignmentsAccounting is a double-entry system. This means you are responsible for creating a balanced entry for each transaction before the transaction may be saved or posted. You may either manually type each debit and credit line in the transaction or use the automatic offset feature built into the Application. The automatic offset feature saves you time and provides consistency in your data entry.

Using Offsets

Use the Use Offsets button to create the other half of transactions based on the transaction type. For example, A/P Invoices offset to Accounts Payable. Offsets may be set up to generate interfund transactions as well.

You may apply offsets manually to a document by selecting the Offsets button or the Application may apply offsets for you when you save the document.

To have the Application apply offsets, select the Apply Offsets on Save/Post check box, Options > Customize Workstation Settings > Preferences tab. If the document is not in balance, the Application will automatically apply offsets when you click the Save or Post button on the document entry form.

Offset account assignments must be set up using Maintain > Offset Account Assignments.

Account level security is available with Offsets. Account level security allows you to define (filter) the account codes and related amounts a user may view.



Activity: Set up a Distribution Code and Use in A/P Invoice




Set up a Distribution Code Click Distribution Code Information at the top of the screen

Code: LglSvc

Status: Active

Apply To: A (Accounting only)

Description: Legal Services

Complete the table as follows:

Click Save and Close the form




Activity: Set up a Distribution Code and Use in A/P Invoice <continued>

Enter A/P Invoice

Document Information Invoice Number: 10100

Document Date: Today’s date <Accept the Default>

Amount: $5000.00

Document Description: Legal Retainer

Vendor ID: AustinLegal

Due Date: <Accept the default>

1099 Type: MISC <Accept the default>

Click Use Distribution Code

Distribution Code: LglSvc <Change from the default>

Description: <Accept the Default>

Date: Today’s date <Accept the Default>

GL: 52201 <Accept the Default>

Amount to Distribute: $5,000.00 <Accept the Default>

Distribute As: Debit <Accept the Default>

Click OK

Review the Debit entries

Click Use Offsets

Review the Credit entries

Click Save to complete the transaction




Memorize/Recurring Document

The Application provides an easy method of memorizing, recalling and scheduling recurring documents. The Application also provides a recurring entry manger, Activities > Manage Recurring Entries, allowing you to quickly review, modify, and process your recurring documents. Examples of recurring documents are monthly invoices, journal vouchers for depreciation expense or prepaid assets, and cash receipts to record the monthly draw down of grant funds.

Memorized documents may be manually recalled at any time. Memorized documents may also be scheduled as recurring documents. If a memorized document is saved as a recurring document the Application will create a schedule based on the selected First Transaction Date, Frequency, and Ending Transaction Date (if used). When you process the scheduled items, Activities > Manage Recurring Entries, the Application creates unposted sessions with the recurring document.

Memorizing a document requires a completed transaction that is ready to be saved. All required information must be entered on the transaction entry form and the transaction information must meet all transaction entry edits.

Save Document As

Name – Either type in a name for your memorized document or select a previously memorized name from the drop-down list. If you select a previously memorized name, the new transaction entry overwrites the existing memorized entry.

Actual Amounts - Select Actual Amounts if the amount of the memorized document will remain the same each time you recall or process the memorized entry.

Percentages - Select Percentages if the dollar amount will vary each time the memorized document is recalled. If you select this option, the Application converts the amount for each line item to percentages and then applies the percentages to the new document amount entered when the memorized transaction is recalled.



NOTE: You may select Actual Amounts or Percentages when using the Recurring Document Setup options.

NOTE: The available transaction sources for recurring entries are API, ARB, BD, CD, CR, ENC, ENL, and JV.

Recurring Document Setup

Recurring Entry - Select this check box to schedule the document as a recurring entry.

First Transaction Date - Enter the first transaction date. This is the first day the recurring transaction is available for processing in the Manage Recurring Entries form, Activities > Manage Recurring Entries.

Frequency - Select the recurring frequency from the drop-down list:

On Hold (Recurrence On Hold)

Weekly (Weekly Recurrence)

Biweekly (Biweekly Recurrence)

Every Four Weeks (Every Four Weeks Recurrence)

Semimonthly (Semimonthly Recurrence)

Monthly (Monthly Recurrence)

Quarterly (Quarterly Recurrence)

Semiannually (Semiannual Recurrence)

Annually (Annual Recurrence)

Ending Transaction Date - Enter the ending transaction date. This is the last day the recurring transaction is available for processing. If the No Ending Date check box is selected, the Ending Transaction Date is disabled.

No Ending Date - Select the No Ending Date check box if the recurring entries do not have a specific end date.

TIP: In order for Memorize Document to be available, you must have entered data in all of the required boxes of the document; it must be in balance, and cannot be posted. The session must be in Batch to Post status.

TIP: When you memorize a document with User Defined Fields, those fields are copied to the new document.



Activity: Memorize a Recurring Document



Session ID: Already in session

Invoice: Select invoice 10100

Click Memorize/Recurring Document

Memorize/Recurring Document Form: Name: Legal Retainer

Save Memorized Document As: Percentages

Recurring Entry: Select

First Transaction Date: <Last day of next month>

Frequency: Monthly (Monthly Recurrence)

Ending Transaction Date: <2 years from last day of next month>

Click OK to save the recurring document

Click Close to close the Session



Recall Memorized/Recurring Document

Recall a memorized document from within a blank transaction entry form for the transaction type needed to create the entry. For example, to recall a memorized A/P invoice, open a blank A/P Invoices transaction entry form and click on the Recall Memorized Document auxiliary button.

Use this form to recall a previously memorized document to include in the current session. If you decide to change the document’s name after it has been memorized, the original name displays, not the new name you assigned when recalling it. However, if you change a vendor or customer address after the document is memorized, the change is reflected when the document is recalled.

WARNING: Recalling a memorized document that is scheduled as a recurring document does not update Manage Recurring Entries, Activities > Manage Recurring Entries.

Recall Memorized Document

Name - Enter the name of an existing memorized document or select it from the drop-down list.

Document

New Document ID – Accept the default document ID, or enter a new one. This ID cannot be the same as an existing ID in this session. This field defaults to the document number from the selected memorized document.

NOTE: The Application does not allow the same document number more than once in a single session ID.

Description – Accept the default description, or enter a new one.

Use Document Description for Line Items – If you would like the document description you entered above to display as the description in the transaction entry table, click this check box.

Document Effective Date – Accept the default date, or enter a new effective date for this document.

Amount - If the document you are recalling was memorized as Actual Dollars the amount displays here, but cannot be changed. If you memorized the original document using Percentages, enter the amount you would like the Application to apply. The Application uses the percentages from the original document.



Delete - You may delete memorized documents that you no longer use. If you delete a memorized document that is scheduled as a recurring document, posted or pending transactions will not be deleted or reversed. However, the recurring history, Activities > Manage Recurring Entries, will be deleted.

To delete a memorized document enter the name of the memorized document or select it from the drop-

down list. Click the Delete button to remove the memorized document.

TIP: Entry types are copied from the memorized document and applied to the current document.

TIP: When you recall a document with User Defined Fields, those fields are copied to the recurrence of the document.



Manage Recurring Entries

Use Manage Recurring Entries, Activities > Manage Recurring Entries, to quickly review, modify, and process your recurring entries.

The Manage Recurring Entries form displays scheduled and processed recurring entries with Recurring Dates one year before and one year after the system date.The Application will not display recurring entries with Recurring Dates in a closed fiscal year.

For example, assume today’s date and the system date on your workstation is 1/15/2014. If you create a recurring entry with a First Transaction Date of 02/15/2014, a Frequency of Monthly, and an Ending Date of 01/15/2018, only the Recurring Dates between 02/15/2014 and 01/15/2015 will display in the Recurring Entries table.

Two months later, on 3/15/2014, the Recurring Dates between 02/15/2014 and 03/15/2015 will display in Recurring Entries table.

One year later on, 1/15/2015, the Recurring Dates between 02/15/2014 and 01/15/2016 will display in Recurring Entries table, if you have not closed fiscal year 2014. If you have closed fiscal year 2014, the Recurring Dates between 01/15/2015 and 01/15/2016 will display in Recurring Entries table..



NOTE: Memorized/Recurring entries with a frequency of On Hold (Recurrence on Hold) do not display in the recurring entry table.

Documents are initially sorted in date order. You can choose to sort records based on any column by clicking the column title. Click the check boxes to select the documents you want to process. No documents are selected the first time this form is opened. The column on which documents are

sorted has an ascending order button or descending order button in the column heading. The sorting functionality is only for table display and does not affect printing. Print uses the data from the database and is therefore not reflective of how the items were sorted.

Use this form to select the entry that you would like to process. In the Recurring Entries table, you may click in a check box to select or de-select individual items, or use the buttons at the top of the form to select or de-select multiple items. A check mark appears next to selected items. Items with a status of Pending or Posted are grayed out and cannot be selected. The Filter at the top of the form allows you to limit which recurring entries are displayed in the Recurring Entries table.

If the Display Filter button is not currently selected, you may click it to display the Filter section at the top of the Manage Recurring Entries form. This allows you to set view criteria for the entries listed in the Recurring Entries table. For example, you may wish to view only entries for a specific memorized document, or Name.

Click the Display Records button on the Manage Recurring Entries form to have the Application display only the records that match the filter criteria. If you are not using the filter (it is blank at the top of your form), then clicking the Display Records button will display all of the scheduled and processed recurring entries.

The display grid for recurring entries lists up to 1000 entries per page. If all of your entries cannot display on one form, due to the volume of

scheduled entries, use the View Next Page button to see the next incremental block of records.

You may use the View Previous Page button to move back through records.

After you make your selection, click on the Process button to have the Application create a session and document to record the recurring entries. The session status will be BP (Batch-to Post) regardless of the processing mode preference selected from Organization > Organization Preferences > Processing tab. You may edit the entries by selecting and starting the related session(s).

NOTE: If you use the same session ID for two types of transactions the Application will create two separate sessions, one for each transaction source.

Filters Table – Use the filter to narrow and more explicitly define the entries you would like to display on the Manage Recurring Entries form. The filter is for display purposes only; it simply allows you to limit which entries are listed in the Recurring Entries table. By default, the filter is set to display recurring entries with a status equal to Due.



Available Filter, Selected Filter - Select an item in the Available Filter column, and click the Mover button to move it to the Selected Filter column. Your choices for filtering entries are: Recurring Date, Name, Session ID, Source, ID, Frequency, and Status.

Compares To - Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which entries will be displayed in the Recurring Entries table.

Criteria 1- Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you may use % as a wild card to represent any number of characters.

Criteria 2 - Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Recurring Entries Table

Entries are initially sorted in Recurring Date order. You may choose to sort records based on any column by clicking the Column Title. By clicking the Column Title again, you may change the displayed items from ascending to descending order, as indicated by the arrow appearing next to the column title.

Click the check box to select the entries you would like to process. The first time you open the form, there are no entries selected.

Records per Page - Select how many documents per page to display using the Records per Page drop-down list. You may view documents in the table in increments of 10, 25, 50, 100, 250, 500, or 1000.

NOTE: The Default number of Records per Page is selected in Options > Customize Workstation Settings > Preferences.

Recurring Date - This column displays the date. The recurring date becomes the document and effective dates when the transaction is processed.

Name - This column displays the name of the recurring transaction.



Session ID - Enter a unique Session ID, select one from the drop-down list, or press the plus (+) key to have the Application assign one. We recommend limiting your entry to strictly alphabetic characters (A through Z) and/or numeric characters (0 through 9), and avoiding the use of symbols. You might use some combination of date and session type such as CD for Cash Disbursements and JV for Journal Vouchers when assigning the Session IDs. This makes locating specific information much easier and provides a better audit trail.

NOTE: Only unposted Session IDs created using the Recurring Entries form are available in the drop-down list. Unposted sessions created outside of this form are not available.

Document ID - Enter a unique Document ID, or press the plus (+) key to have the Application assign one.

Source - This column displays the transaction source of the Memorized/Recurring Transaction. The available transaction sources for recurring entries are API, ARB, BD, CD, CR, ENC, ENL, and JV.

ID - This column displays the customer or vendor ID for transaction sources API, AR, CD, or CDS. Otherwise it is left blank.

Frequency - This column displays the frequency of the Memorized/Recurring Transaction. However, On Hold items cannot be displayed because records are not created for these items.

Amount - This column displays the amount of the recurring transaction. However, for transaction source JV, <None> will display.

Currency - This column displays the currency code of the Memorized/Recurring Transaction. This column only displays if the Multicurrency module is installed for the current organization.

Ending Date - This column displays the ending date entered on the recurring transaction. However, if the No Ending Date check box is selected, <None> will display.

Status - This column displays the status of the recurring transaction, such as Due, Future, Pending, or Posted. The Due status are transactions where the recurring date precedes or is equal to the system date, Future are transactions where the recurring date exceeds the system date, Pending are transactions where the session that the recurring document is attached to has not been posted, and Posted are transactions where the recurring document was posted.

NOTE: If you delete a processed recurring document prior to posting (status of Pending on the Recurring Entries table), the scheduled date for that recurring document will become available in Manage Recurring Entries, Activities > Manage Recurring Entries, and the status will return to Due or Future as applicable depending on the Recurring Date.



Modifying Recurring Entries

You may modify the transaction dates, frequency, and ending date of the recurring entries as well as the memorized document from the Manage Recurring Entries form.

To change the recurring dates or place the recurring entry on hold, follow these steps:

Use the filter section of the form to filter for the name of the memorized document

Select the Display Records button.

Select the Memorize/Recurring Document button to display the Memorize/Recurring Document form. The name displays for informational purposes and cannot be changed.

You may change the Recurring Entry check box selection, First Transaction Date, Frequency, or Ending Date of the recurring entries.

Select the OK button to update the Manage Recurring Entries form.

Review the message and select Yes to replace the document with your changes or select No to return to the form.



To change the recurring document, use the filter section of the form to filter for the name of the memorized

document and select the Display Records button.

In the Recurring Entry grid, double left mouse click on a recurring entry to display the memorized document form.The fields in gray are for information purposes only and cannot be changed.

The available fields, including amounts and segment codes, may be changed.

After making your changes, select the Save button to save the memorized document.

NOTE: Changing the Recurring Dates will not delete, reverse, or modify entries with a status of Posted or Pending.

NOTE: If you de-select the Recurring Entry check box on the Memorize/Recurring Document form, the Application will delete all unprocessed Recurring Entry Dates. Recurring Entries with a status of Pending or Posted will not be deleted.

NOTE: The Memorize/Recurring Document button is not available on the Manage Recurring Entries form for recurring entries with a frequency of On Hold (Recurrence on Hold).



NOTE: Changing the memorized document does not change recurring entries with a status of Posted or Pending.

NOTE: If you select Warn for Recurring Entries Due, Options > Customize Workstation Settings > Alerts tab, the Application will open the Recurring Entries Manager form and display a list of recurring transaction entries that are due when you open Accounting.

TIP: To change the amount for an Actual Amount type recurring entry, double-click on the item in the Recurring Entries table to open the source recurring transaction. In this form, the Amount and Description fields, along with the Transaction Entry table, are all editable. Note that Debit and Credit totals must equal the Amount and any change modifies all Due and Future recurring transactions.

.

TIP: To change the transaction lines for a Percentages type recurring entry:

First enter an amount for the item in the Recurring Entries table.

Then double-click on the item to open the source recurring transaction.

In the source recurring transaction form, the Description field, along with the Transaction Entry table are all editable. Note that Debit and Credit totals must equal the Amount and any change modifies all Due and Future recurring transactions.

TIP: We recommend that you select multiple entries (enter their Session ID, Document ID, and amount, if applicable) before selecting the Process button instead of processing one entry at a time. Processing several documents together will enable you to use the same Session ID for multiple transactions of the same type. Processing a batch of entries could take a little more time because the application regenerates the scheduling of the other entries.

NOTE: User security rights must be applied to both the Manage Recurring Entries and the appropriate transaction entry forms. To grant View, Add, and Process rights, use the Security > Set Up Organization Menus form. Then, grant View and Add rights to the appropriate transaction entry forms, such as Transactions > Accounts Payable > Enter A/P Invoices and Transactions > Enter Journal Vouchers.



TIP: To delete a recurring document, or to change the recurrence date or the Actual Amounts/Percentage selection, click the Memorize/Recurring Document button located in the toolbar on the Recurring Entries Table.

TIP: To modify an occurrence of a memorized document, first process the document. Then, navigate to its original entry form, e.g. Enter A/P Invoices, to make your modifications.



Activity: Modify and Process a Recurring Entry

Navigator: Accounting > Basic Transactions > Manage Recurring Entries

Classic View: Activities > Manage Recurring Entries

Selected Filter: Selected Filter: Status

Use Left Arrow to move Status from Selected Filter to Available Filter.

Click Display Records to refresh the filter results.

Recurring Entries Table Recurring Date: Check box for <last day of next month>

Enter:

Session ID: Use the plus (+) key to auto increment

Document ID: 10200

Amount: $6000.00




Activity: Modify and Process a Recurring Entry <continued>

Review the Memorized Document

Double left-mouse click on the <last day of next month> Recurring Date line.

Invoice: 10200 <Display Only>

Date: <Display Only>

Amount: $6000.00 <Display Only>

Document and Transaction Description: Modify description: <Current Month> Retainer

Vendor ID/Name: AustinLegal/Austin Legal Services <Display Only>

Due: <Display Only>

1099 Type: MISC <accept default>

Note: the Debit and Credit transaction lines each total $6000.00

Click Save to save changes and close the form

Process the Recurring Transaction on Manage Recurring Entries form:

Click Process to create the recurring entries.

Click Finish to close the Processing form.

Click Cancel to close the Manage Recurring Entries form.




Activity: Modify and Process a Recurring Entry <continued>

Review a Processed Recurring Entry



Session Information

Session ID: Select Session with Description: Process Recurring

Transactions

Click Start

Document Information:

Invoice: 10200

Review the document, click Close to close the document and the session



ReportsPrint the Unposted General Ledger Transactions report to review the accounting entries for accuracy before posting them.

Optional Activity: Unposted General Ledger Transaction Report

Navigator: Accounting > Accounts Payable> Process Manager-Reports > Transaction Reports > Unposted General Ledger Transactions

Classic View: Reports > Transactions > Unposted General Ledger Transactions

Setup Tab Report Name: <By Session then Document>

Content Tab No Changes

Filter Tab Selected Filter: Transaction Source

Compares To: = Equal to (Criteria 1)

Criteria 1: API/Accounts Payable Invoices

Option Tab No Changes

Layout Tab No Changes

Security Tab No Changes

Setup Tab Report Name: Unposted AP Invoices Transactions

Click Print to Screen

Review the report, using the page forward and back buttons to navigate between the pages

Close the print screen by clicking on the Close

Click Save to save the report and then the Close button to exit the report setup



Post TransactionsSelect the Post Transactions button on most navigator pages to open the Post Transactions form. The Post Transaction form lists all unposted sessions with a current status of Batch-to Post. Use this form

to select any or all of the unposted sessions displayed, and then click the Post button at the bottom of the form to initiate the process.

You may use the Display Filter button to display the Filter section of this form. This allows you to set view criteria for the sessions appearing in the Sessions table. For example, you may wish to view only sessions with a transaction source of API - Accounts Payable Invoices.

When you click the Display Records button, the Application will display only the records that match the filter criteria in the Sessions table. If you are not using the filter, the Display Records button will display all of the sessions that are currently in the Batch-To Post status.

You may click the Clear Filter button to clear all of the selected filtered sessions. Remember, that the filter is for display purposes only; you cannot save the filter items.

If you have more sessions in Batch-to-Post status than the Records per Page setting, all your records will not display at one time. You may click the

View Next Page button to display the next incremental block of records. Use the View

Previous Page button to display the previous records. You may click any column and sort records by items in that column, either in ascending or descending order.

Click the View First Page button to display the first page of sessions listed and click the View

Last Page button to display the end of the listing of sessions.

Click the Scheduler button to open a form that allows you to schedule tasks to run automatically at designated times. Since transactions may be posted only once, you must select a Recurrence type of Run only once on the Scheduler Task Scheduler form. This button is only available if you have installed the Scheduler Module.

After you make your selection of session(s) to post, click the Post button to have the Application post your session(s).



NOTE: All Budget Worksheet sessions and Payroll sessions are transferred as Batch-to Post, therefore you will always need to post those sessions here, regardless of the processing mode you indicated for the current organization, Organization > Organization Preferences > Processing tab.

NOTE: To post a session with a status of Batch-To Suspend, re-open the session using the appropriate menu selection and change the status to Batch-To Post.

NOTE: It is a good idea to perform a backup of your Organization Database before posting. Use your regular procedures for backing up your Organization, File > Backup, before proceeding.

If you have the Budget module and you have activated the Edit for Available Budget feature, Organization > Set Up Modules > Budget > Set Up Primary Budget Controls, the Over Budget form displayed below will appear if the transaction you are trying to post exceeds the available budget.



The Over Budget table provides information on transactions which exceed budgeted amounts:

Actual Amount - The Application displays the total of the actual amounts (PTD or Annual) that would appear in the ledgers if this session were to post.

Encumbered Amount - The Application displays the total of the encumbered amounts that are posted to the ledgers as of the effective date. This column only appears if the Encumbrances modules is installed.

Budget Amount - The Application displays the total of the budget amounts that are posted to the ledgers. (Compare actual to budget to determine the overage.)

Difference - The Application displays the difference in this column. The difference is calculated by adding the actual amount to the encumbered amount, and then subtracting the budget amount. This column only appears if the Encumbrances module is installed.

Effective Date - The Application displays the effective date for each combination of account codes.

Budget Year Beginning/Ending - The Application displays the beginning and ending dates that were specified in Organization > Set Up Modules > Budget > Primary Budget Controls > Critical Segments tab.

Segment Codes - The Application only displays the edit segments that were specified in Organization > Set Up Modules > Budget.

What to Do - Indicate what you would like to do with the over-budget session.

Move Document to New Session - Click this option button to move the over-budget document to a new session, thereby removing it from the current session in order for you to post that session. If you select this option, you must enter a session name at the Session ID box. If you selected Warn Before Posting in module setup, you may either move the over-budget document(s) to a new session, or Continue Posting.

Session ID - If you select the Move Document to New Session option button, you must enter a new Session ID here. All documents in this session with line items that exceed budget must be moved to the same new session, therefore you are prompted for only one new Session ID.



Continue Posting - Click this option if you would like to post the session regardless of the fact that it contains an over-budget document. If you chose Prevent from Posting under Organization > Setup Modules > Budget Posting is not available here. You must move the over-budget document(s) to a new session before you are able to post.

TIP: This form appears any time an expense line item exceeds the budget. If a budget has not been entered for the combination of account codes attempting to post, the system assumes the budget is zero and warns that the budget is exceeded.

Activity: Post Transactions

Navigator: Accounting > Accounts Payable > Post Transactions

Classic View: Activities > Manage Sessions > Post Transactions

Selected Filter: None

Select: All Sessions

Click Post and then Close to exit the form


A/P Credits Abila MIP Fund AccountingTM

A/P Credits Accounts Payable Credits button are used to enter an applied credit for posted vendor invoices, enter an on-account credit for an existing vendor, or enter an applied credit to reduce an on-account credit. Entering and posting an applied credit reduces the balance of an existing invoice or on-account credit. Entering and posting an on-account credit decreases the balance owed to an existing vendor. To enter an A/P credit you will select Transactions > Accounts Payable > Enter A/P Credits.

Session Information

The entry process is much like other type of transaction entry from opening the session through entering the document level information.

After you click the Start button, you will see the document entry screen.

Document Information

After entering the document level information (credit memo #, date, amount and vendor ID), you may select the Choose Invoices button to select the invoice or invoices to which the credit will be applied or you may select on account if the credit does not apply to a specific open invoice. Also, after you select the vendor ID, if you press the Tab key the same invoice selection screen will appear.


Accounts Payable Processing A/P Credits

Credit - To create a new document, enter a unique ID or press the plus (+) key to have the Application assign a document ID.

To edit or view an existing document, select it from the drop-down list.

When the entered credit number exists for the selected Vendor ID with the Credit Type of On Account, the application changes this transaction from Credit to Appending Credit, and this entry modifies the original credit. This option is only available if the Allow Appending Entries to Invoices and On Account Credits check box was selected on the Organization > Set Up Modules > A/P form.

Date: Accept the session date, or enter a valid date specific to this document.

Amount: Enter the amount of the credit, omitting dollar signs and commas. The document amount and the net of the transaction lines must equal if the Session status is BP or OL. If the status is BS, these lines may be out of balance.

Description: Accept the session description, or enter a description specific to this document.

Vendor ID: Select the vendor that is associated with the on account credit, or use Find button to help you select an ID. The vendor may have a status of active or inactive. After you select an ID, the Choose Invoices form displays. After selecting the credit type, invoice/credit number, the application displays the appropriate data in the table.

Credit Type - Applied Credit or On Account displays depending on which Invoices Credit Type was selected on the Choose Invoices form for that vendor.

1099 Type - Accept the default entered on the Maintain > Vendors > 1099 Information tab or select a 1099 form type from the drop-down list, such as MISC, DIV, INT, R, or W2G.

Transaction Entry Table:

In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, an invoice number, a debit or credit amount, an effective date, an entry type, and a description.

1099 Box: Enter the 1099 box number (Form Type-Box Number) for this line or accept the default (if any). If you select a vendor in the Payee ID box on this form and the vendor is set up to receive a 1099, Maintain > Vendors > 1099 Information tab you are required to enter a 1099 Box number. The available 1099 box numbers change depending on the 1099 Type selected for the document.

{User Defined Field}: This column displays any Transaction Lines type user defined field that was assigned the APM transaction source. The Application automatically appends one column for each field (to the right of the transaction entry table).

Choose Invoices

Select the Choose Invoices button to select the invoice you want to apply an existing credit (applied credit) or record an on account credit for the vendor. The form displays all open invoices and credits for the selected vendor.



Filters - The filter is for display purposes only; it simply allows you to limit which invoices are displayed in the Invoices table.

Available Filter, Selected Filter - Select an item in the Available Filter column, and click the Mover (>) to move it to the Selected Filter column. Your choices for filtering invoices are: Invoice Number, Date (the document date), Due Date, and Session ID.

Compares To - Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which invoices are displayed in the Invoices table.

Criteria 1 - Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use % (percent) to represent any number of characters.


Invoices/Credits Table - The application displays the invoice/credit number, document date, due date, unpaid/credit balance, and session ID for all open invoices and on account credits for the designated vendor. Click in the check boxes to select or clear individual items, or use the buttons at the top of the form to select or clear all invoices.

To reduce an existing invoice:

To apply a credit to one or more existing posted invoice(s), enter document and transaction information on the Enter A/P Credits form in the following order:

Enter the document information: Credit, Date, Amount, Description, and Vendor ID. Enter a positive number for the document amount.



From within the Choose Invoices form, select the Invoices > Credit Type of Applied Credit and select the invoice(s) to which this credit applies. This form automatically displays after you select a Vendor ID. Click OK to return to the A/P Credits form.

TIP: Select the Choose Invoices button if the form does not display.

Enter the offsetting transaction lines, Distribution Code or select Apply Expense Codes as

Use Offsets Each line item will contain the appropriate account codes, an Invoice/Credit Number, related Debits and Credits, an Entry Type, an Effective Date, a Description, and an Exchange Rate, if appropriate. If the vendor you selected requires a 1099, you also need to complete the 1099 Box.

Complete the Enter A/P Credits - User Defined Fields tab, if appropriate.

Click Save.

When you post the applied credit, the Application uses the credit amount to reduce the invoice(s) balance(s) in the A/P subsidiary ledger.

To enter an On Account credit:

To enter a credit on account, not applied to specific invoices, enter document and transaction information on the Enter A/P Credits form in the following order:

Enter the document information: Credit, Date, Amount, Description, and Vendor ID. Enter a positive number for the amount.

Select the Vendor ID. Select the Invoices > Credit Type of On Account to record a credit for this vendor using the Choose Invoices form. This form automatically displays after you select a vendor ID. Click OK to return to the A/P Credits form.

NOTE: When you select On Account, the invoice table will be grayed-out and you will be unable to select invoices. If you want to select invoices to which to apply the credit, choose Applied Credit as the Credit Type.

Enter transaction line items, at least one balanced entry is required. Each line item will contain the appropriate account codes, related Debits and Credits, an Entry Type, an Effective Date, a Description, and an Exchange Rate, if appropriate. If the vendor you selected requires a 1099, you need to complete the 1099 Box.

Complete the Enter A/P Credits - User Defined Fields tab, if appropriate.

Adjust the debits and credits as necessary.

Click Save.



NOTE: Both the Use Distribution Code button and the Use Offsets button are available when using Credit On Account.

To reduce an existing On Account credit:

To reduce an existing On Account credit, enter document and transaction information on the Enter A/P Credits form in the following order:

Enter the document information: Credit, Date, Amount, Description, and Vendor ID. Enter a positive number for the document amount.

From within the Choose Invoices Form, select the Invoices > Credit Type of Applied Credit and select the credit number to which this credit applies. This form automatically displays after you select a vendor ID. Click OK to return to the A/P Credits form.

Enter the offsetting transaction lines or select Apply Expense Codes as Use Offsets button. Each line item will contain the appropriate account codes, an Invoice/Credit Number, related Debits and Credits, an Entry Type, an Effective Date, a Description, and an Exchange Rate, if appropriate. If the vendor you selected requires a 1099, you also need to complete the 1099 Box.


Use this tab to enter data for any User Defined Field with a Transaction Documents type and transaction source of APM. You may only enter data on this tab after entering a credit memo number on the Transaction Entry tab.

Attachments

Attachments: Use Attachment button to attach, view, or delete a document. The button changes to

when attachments already exist.

TIP: A document’s debits and credits may be out of balance for a combination (document number, fund code, balancing segment, effective date, or entry type), when the session status is Batch-to Suspend.

TIP: If you receive a credit from a vendor and you have already made full payment for all existing invoices (all invoice balances are zero), you may record the credit as either a negative Accounts Payable Invoice, or as a Credit On Account (using Enter A/P Credits).

TIP: If you need to change the account coding of a line item that the Application displays, you must record an invoice adjustment (using Enter A/P Invoices).



TIP: The Transaction Entry table contains an unlimited number of lines available to record the credit. As you complete each line, another becomes available.

.

TIP: Use the scroll bars to move up and down in the table if your entry has too many lines to be seen at one time.

TIP: Initially, the transaction lines appear in the order in which they were entered. However, they may be moved to the order you would like them to appear. To drag a row up or down, highlight the entire row, and then drag the row to the appropriate place using the mouse.

TIP: The Application defaults the effective date and the transaction description to the document date and description, unless you specify defaults using Entry Defaults.



Activity: Enter an A/P Applied Credit

Navigator: Accounting > Accounts Payable > Enter Credits

Classic View: Transactions > Accounts Payable > Enter A/P Credits

Session Information Session ID: Use the plus (+) key to auto increment

Status: Batch to Post

Description: AP credits

Session Date: Today’s date

Click Start to enter the session

Document Information Credit: CM10100

Document Date: Today’s date

Amount: $500.00

Document Description: Credit on invoice 10100

Vendor ID: AustinLegal

Click Choose Invoices if it does not appear automatically

Credit Type: Applied Credit <Accept Default>

Invoice to Select: Invoice #10100 for $5000

Click OK to close the selection form

Adjust Debit Amounts Should reflect a total of $500, not $5000

Click the Apply Expense Codes as Offsets button

NOTE: Notice that the Credit Type is Applied Credit.




Activity: Enter an A/P Applied Credit <continued>

Click Save

Click New to clear the form

Do not Close the form



Activity: Enter an A/P Credit On Account

Navigator: Accounting > Accounts Payable > Enter Credits

Classic View: Transactions > Accounts Payable > Enter A/P Credits


Document Information Credit: CM09201

Document Date: Today’s date <Accept the Default>

Amount: $250.00

Document Description: AP Credit on Account

Vendor ID: CPA

Click Choose Invoices if it does not appear automatically

Credit Type: On Account


Click Use Distribution Code button

Distribution Code: Prof <Accept the default>

Description: <Accept the Default>

Date: Today’s date <Accept the Default>

GL: 52201 <Accept the Default>

Amount to Distribute: $250.00

Distribute As: Credit <Accept the Default>

Click OK

Review the Credit entries

Click Use Offsets button

Review the Debit entries

NOTE: Notice that the Credit Type is On Account.




Activity: Enter an A/P Credit On Account <continued>

Click Save to complete the transaction and Close to close the session


Manual A/P Checks Abila MIP Fund AccountingTM

Manual A/P ChecksYou may use the A/P Manual Checks menu selection to record accounts payable payments issued outside the Application and apply those payments to the appropriate posted outstanding invoices.

Session Information

Transaction entry for an A/P manual check session is very similar to entering A/P credits. However, you will enter an additional field on the session form; the Cash Account Prompt. You will enter the general ledger code for the checking account that you used to write the check. The general ledger code you enter here is the only cash account you may use in the session and you cannot change the cash account once you have entered or posted a check in the session.

Transaction Entry Tab

Use this form to record checks that have been manually written to pay posted A/P invoices.

Check - To create a new document, enter a unique ID or press the plus (+) key to have the Application assign a document ID. To edit or view an existing document, select it from the drop-down list.

Date - Accept the session date, or enter a valid date specific to this document.

Amount - Enter the amount of the check, omitting dollar signs and commas. The document amount and the net of the transaction lines must equal if the session status is BP or OL. If the status is BS, these lines may be out of balance. The transaction amount may be zero for transactions that need to be manually recorded as Void in the Application.

Description - Accept the session description or enter a description specific to this document.

Vendor ID - Select the vendor that is associated with the check, or use the Find button to help you select an ID. The vendor may have a status of active or inactive. After you select an ID, the Choose Invoices form displays. After selecting the invoices, the Application displays the appropriate data in the table.

Check Address - Accept the default Preferred Check Address for this Vendor ID, or select a different check address from the drop-down list. If the Check Address you are looking for is not available in the

drop-down list, complete the following steps: Click Vendor Information button to display the Vendors form; select the Address tab and then the Check Address button; enter a new Address Code and complete the form; be sure to save your changes and close the form; once saved, the Check Address will automatically refresh the drop-down list on the Enter A/P Invoices form.

Transaction Entry Table:

In order for an entry to be saved or posted, every line item must include all required account codes (segments) for the organization, an invoice number, a debit or credit amount, an effective date, an entry type, and a description.


Accounts Payable Processing Manual A/P Checks

1099 Box - Enter the 1099 box number (Form Type-Box Number) for this line or accept the default (if any). If you select a vendor in the Payee ID box on this form and the vendor is set up to receive a 1099, Maintain > Vendors > 1099 Information tab, you are required to enter a 1099 Box number. The available 1099 box numbers change depending on the 1099 Type selected for the document.

{User Defined Field} - This column displays any Transaction lines type user defined field that was assigned the APC transaction source. The Application automatically appends one column for each field (to the right of the transaction entry table).

Choose Invoices button - Use this button to see all available open invoices for this vendor. Remember, when you select an invoice on the Choose Invoices form, the data displays in this table, and you cannot change the invoice number.

As with other transactions you may use the Use Offsets button to create the offset lines to cash. You may of course still enter the cash portion of the transaction manually if you prefer.


Use this tab to enter data for any User Defined Field with a Transaction Documents type and transaction source of APC. You may only enter data on this tab after entering a check number on the Transaction Entry tab.

Attachments

Attachments - Use Attachment button to attach, view, or delete a document. The button changes to

when attachments already exist.

TIP: A documents debits and credits may be out of balance for a combination of reasons (document number, fund code, balancing segment, effective date, or entry type), when the session status is Batch-to Suspend.

TIP: The transaction amount may be zero for transactions that need to be manually recorded as void in the Application.

TIP: If you make a payment to a vendor that has zero outstanding invoices (all invoice balances are zero), you cannot record the check using this form. You may either: Record the check as an expenditure or prepayment using the Enter Cash Disbursements form or Write Checks, or, record the check as a Credit on Account using the Enter Accounts Payable Credits form. The credit may then be chosen later for payment and netted against future invoices.


Manual A/P Checks Abila MIP Fund AccountingTM

TIP: If you need to change the account coding of a line item that the Application displays, you must record an invoice adjustment using the Enter A/P Invoices form.

TIP: The Transaction Entry table contains an unlimited number of lines available to record the check. As you complete each line, another becomes available. Use the scroll bars to move up and down in the table if your entry has too many lines to be seen at one time.

TIP: Initially the transaction lines appear in the order in which they were entered; however, they may be moved to the order you would like them to appear. To drag a row up or down, highlight the entire row, and then drag the row to the appropriate place using the mouse.

TIP: Unless you specify defaults using the Entry Defaults button, the Application defaults the effective date and transaction description to the document date and description.

TIP: Use Manual A/P Checks to record payments you’ve made outside the Application, applying those payments toward posted invoices. For example, use this form to record a payment made on-line or with a hand-written check.

TIP: If you do not have an invoice to which to apply the payment, but made the payment outside of the Application, use Transactions > Enter Cash Disbursements.


Accounts Payable Processing Manual A/P Checks

Activity: Enter a Manual A/P Check

Navigator: Accounting > Accounts Payable > Enter Manual Checks

Classic View: Transactions > Accounts Payable > Enter Manual A/P Checks



Description: Online AP Payments

Session Date: Accept default <Today’s date>

Cash Acct.: 11001


Document Information Check: WireTrnmmddyy <today’s date>

Document Date: Accept default

Amount: $150.00

Document Description: Wire transfer payment for Invoice #93847

Vendor ID: Rapid

Check Address: Main

Click Choose Invoices if it does not appear automatically.

Invoice to Select: #93847 for $150.00


Click Use Offsets to complete entry

Click Save and Close to complete the transaction


Paying A/P Invoices Abila MIP Fund AccountingTM

Paying A/P InvoicesIn order to generate checks and EFT payments, you will need to select the invoices that you would like to pay using the Activities > Accounts Payable > Select A/P Invoices to Pay form.

If you would like to make partial payments, select the invoice, click the Partial Payment button on the Select A/P Invoices to Pay form, then enter the amount to pay on the partial payment form.

You may print a report to ensure that the correct invoices are selected for payment using the Reports > Accounts Payable > Invoices Selected for Payment report.

Once you have selected invoices for payment, you are ready to print checks using the Activities > Accounts Payable > Pay Selected A/P Invoices form.

When you print checks to your printer, the Application also generates internal or system generated transactions for the checks. If you have not posted the Pay Selected A/P Invoices session, you may edit one of the checks using the Transactions > Accounts Payable > Edit Pay Selected A/P Invoices form.

You may print a list of posted checks using the Reports > Check/Voucher Register report after the Pay Selected A/P Invoices session has been posted via Activities > Manage Sessions > Post Transactions.

If you decide you do not wish to deliver or mail a check that you have processed and posted, you may void it using the Activities > Check Writing > Void Checks/Vouchers form.

NOTE: Before you may select an invoice to pay and print checks, you need to set up the appropriate offset account information (APC - A/P Checks transaction type) using the Maintain > Offset Account Assignments form.

Select Invoices to PayIn the normal Accounts Payable processing sequence, you will select the posted accounts payable invoices you would like to pay and let the Application print the checks/vouchers. The invoice selection form is accessed from the Activities > Accounts Payable > Select A/P Invoices to Pay menu.


Accounts Payable Processing Paying A/P Invoices

Discount Calculation Date – The Application uses this date to calculate discounts for selected invoices. Today’s date is the default date but it may be modified.

Select A/P Invoices to Pay Table

(Display Only) Invoices in the table are initially sorted on the second column, Invoice/Credit Number, in ascending order. You may choose to sort records based on any column by double-clicking on the column title. By clicking on the column’s title again, you may change the displayed items from ascending to descending order. The following columns comprise the invoice list table:

Vendor ID - The Application displays the vendors with open invoices/credits. You will see vendors with hold payments but you will be unable to select their invoices. You designated hold payments using the Maintain > Vendors > Payment and Terms tab.

Invoice/Credit Number - The Application displays all open invoices and credits.

Pending Check/Credit -The Application displays the check number for invoices that were previously selected for payment and printed but have not been posted.These items are not available for additional processing until the check or credit has been posted or deleted. If an invoice is selected that contains Pending Check/Credit information, you will need to uncheck that invoice to be able to continue.

Unpaid/Credit Balance – The Application displays the total balance for the open invoices. An amount with ( ) denotes that a credit balance exists for the document.

Amount to Pay - The Application displays the scheduled amount to be paid to the designated vendor. The amount defaults to zero when an invoice is not selected. Once you select an invoice, this amount changes to the unpaid balance minus any calculated discounts. You may change the amount using the Partial Payments form.



Discount Amount – The Application displays the discount amount allocated to the designated payment. This amount defaults to zero when an invoice is not selected. You may change the amount using the partial payments form.

Due Date - The Application displays the due date entered for the invoice. You entered this date when you entered your invoice using the Transactions > Accounts Payable > Enter A/P Invoices form.

Discount Date - The Application displays the date the first available discount will be given. This date is calculated based on the number of days available which you entered on the Maintain > Vendors > Payment and Terms tab.

Discount Available - The Application displays the total calculated discount. The amount does not include any adjustments you made using the partial payments form.

Invoice/Credit Date - The Application displays date on the invoice/credit. You entered this date when you entered your invoice using the Transactions > Accounts Payable > Enter A/P Invoices form or your credit using the Transactions > Accounts Payable > Enter A/P Credits form.

Vendor Name - The Application displays the designated vendor's full name as it will appear on the printed check. This was entered when you set up this vendor using the Maintain > Vendors form.

Description - The Application displays the description that you entered on the invoice document description field on the Transactions > Accounts Payable > Enter A/P Invoices form. This description will print on the check stub(s).

Vendor Information – The Application displays helpful information about the vendor such as Hold Payments and Print Separate Checks for Each Invoice. The information was selected on the Maintain > Vendors > Payment and Terms tab.

Pending Check/Credit Session - The Application displays the pending session information created for an invoice, including full and partial payments. The session information was created using Activities > Accounts Payable > Pay Selected A/P Invoices. The Application also displays the session information created for a credit that was entered using Transactions > Enter A/P Credits.

NOTE: The Pending Check/Credit column displays manual checks, system generated checks, and invoices that were selected for payment and printed, but have not been posted. It also displays applied credits that were entered but have not been posted. If the Disable Viewable Row Locking check box was selected on the Organization > Set Up Modules > A/P form, these items are not available for additional processing until the check or credit has been posted or deleted. If the Disable Viewable Row Locking check box was not selected, the check box is available. If you select an Invoice/Credit that has pending information, you will receive a notice indicating that you cannot process the item until the pending session has been posted.

WARNING: If an invoice is selected that contains Pending Check/Credit information, you need to uncheck that invoice to continue the pay AP Invoices process.



Selected Vendor - The system displays the vendor description for the selected invoice.

Summary of All Vendors and Invoices/Credits Selected to Pay - The system displays the number of Vendors and Invoices/Credits selected, and the selected invoices/credits Total Amount to Pay.

Pay Criteria

To select an invoice, check the box to the left of the Vendor ID. To expedite the selection process, you

have a Pay Criteria toolbar button that allows you to filter the displayed invoices.

Available Filter, Selected Filter - To filter data, you must first select an item in the available filter column, and then click the mover (>) to move it to the selected filter column. Once an item is in the selected filter column, you may set up its filtering criteria. Then the select A/P Invoices form is limited to the data that falls within the criteria you designated.

Compares To - Select an operator from the drop-down list, or accept the default operator. The operator compares the value in the selected filter column with the values in Criteria 1 (and Criteria 2, if applicable) to determine which records to display.

Criteria 1 - Enter a value to compare with the item in the selected filter column. When using Like or Not Like, you may use % to represent any number of characters.




TIP: You may use any existing Vendor-type User Defined Fields, Organization > Set Up User Defined Fields, to filter the pay criteria.

TIP: If you would like to pay all invoices that are due by a certain date, filter by Invoice Date.

TIP: If you select to filter by session ID or invoice number, only original sessions or invoices display in the criteria drop-down list. Any posted adjustment for invoices or invoice sessions that have been copied or reversed do not display.

Partial PaymentYou may either click the Partial Payment button while on an invoice you would like to partially pay, or you may double click any invoice to select it for partial payment. The Partial Payment form allows you to specify how much payment will be applied to each account code combination/line item used on the invoice.

Invoice - The Application displays the invoice number you selected on the Select A/P Invoices to Pay form.

Date - The Application displays the document date for the invoice.

Due - The Application displays the due date for the invoice.

Description - The Application displays the invoice’s description.



Original Session - The Application displays the original session ID for the invoice.

Vendor ID - The Application displays the vendor ID and the vendor name for the invoice.

Discount Available - The Application displays the total calculated discount.

Until - The Application displays the last day that the discount is available.

Partial Payment Table: Fund, General Ledger, and other segments - The Application displays the segments for the line

item.

1099 box - The Application displays the vendor’s 1099 box number.

Unpaid Balance - The Application displays the unpaid balance for the line item of the invoice.

Amount to Pay - Enter the amount you would like to pay toward the invoice.

Discount Amount - Enter the discount amount you would like to take.

Discount Available - The Application displays the total calculated discount for the line item.

NOTE: Only the Amount to Pay and the Discount Amount may be changed; changing any other information requires an invoice adjustment.

TIP: You may sort any column by double-clicking on the column’s heading.

TIP: Unposted Accounts Payable sessions could result in incorrect payments to a vendor. You may want to post all Accounts Payable sessions before beginning the A/P payment process.

TIP: If a credit memo or an invoice with a negative amount is selected for any vendor, you must also select a positive balance invoice for that vendor. The net check amount for a vendor must be zero or greater.



Activity: Select A/P Invoices to Pay

Navigator: Accounting > Accounts Payable > Select Invoices to Pay

Classic View: Activities > Accounts Payable > Select A/P Invoices to Pay

Select Invoice Note that 10100 for AustinLegal is not available to select for payment

Review information in Pending Check/Credit column and Pending Check/Credit Session column

Post A/P Transactions Click Cancel to close A/P invoices selection screen

Click Post Transactions

Post all unposted A/P sessions, Close Post Transactions form, and Open Select A/P Invoices to Pay

Select A/P Invoices Discount Calculation Date: 5 days from today

Select Invoice Select Invoice: 10100 for AustinLegal

Review information, including calculated Discount

Partial Payment Select Invoice: #25639 for CPA

Click Partial Payment or double click on the invoice number

Amount to Pay: $5,000.00

Discount Amount: $0.00

Click OK

Select Credit Select Credit: CM09201 for CPA (if available)

Review Summary of All Vendors and Invoices Selected to Pay

Click OK to save selected invoices and close form



ReportsPrint the Invoices Selected for Payment report to review the selected items for accuracy before printing the checks/vouchers.

Optional Activity: Invoices Selected for Payment Report

Navigator: Accounting > Accounts Payable> Process Manager - Reports > A/P Analysis > Invoices Selected for Payment

Classic View: Reports > Accounts Payable > Invoices Selected for Payment

Setup Tab Report Name: <Invoices for Payment>

Content Tab Select Show Total by Vendor ID

Select Wrap for all lines

Setup Tab Report Name: AP Invoices Selected for Payment


Review the report

Note the invoices/credits selected for each vendor

Verify the discount calculation date and calculated discounts

Confirm the cash required

Close the print screen by clicking on the Exit

Click Save to save the report and then the Close button to exit the report



Pay Selected A/P Invoices Use the Session form to enter the payment session level information and to prepare to print A/P checks/vouchers.

Session ID - Enter a unique Session ID representing the checks you would like to print, or press the plus (+) key to have the Application assign a Session ID.

Status - Select a status from the drop-down list: BP (batch-to post), BS (batch-to suspend), or OL (on-line posting).

Description - Enter a description for this batch of checks.

Date - Enter a valid date for this session.

Check Date - Enter a date to appear on the checks.

Print Order - Select the print order of the checks/vouchers from the drop-down list. Choose from:

Vendor ID

Vendor Name

Vendor Name & Vendor ID

Class & Vendor Name

Type & Vendor Name

Check Zip & Vendor Name

Vendor ID & Invoice Entry Order

Invoice Entry Order

TIP: If the Print Separate Checks for Each Invoice check box is not selected on the Maintain > Vendors > Payment and Terms tab, the Application combines invoices from the same vendor and prints them on one check. However, if this check box is cleared and you select Invoice Entry Order as the Print Order, the Application sorts invoices by Cash Account (Ascending) and Invoice Entry Order (Ascending). Consequently, checks print in Invoice Entry Order even when there are multiple invoices for the same Vendor. For example, if you entered three invoices: 001 for Vendor ABC, 002 for Vendor XYZ, and 003 for Vendor ABC, the two Vendor ABC invoices will print on separate checks because invoice 002 came between them in entry order. To have 001 and 003 for Vendor ABC print on the same check, select Vendor ID & Invoice Entry Order as the Print Order.

Override Electronic Payments and Print Checks for All Vendors - Select this check box to print checks for all vendors. Checks will be printed for the vendors who usually receive electronic payments. This feature is only available if the Electronic Funds Transfer for A/P module is installed.

Session Totals - The Application displays the total number of checks and total amount.



Load A/P Checks/Vouchers (Print)

Once you click Start, the Print: Load Checks form will appear, prompting you to load checks. Use this form to change the printer and check the format (continuous or laser), and to enter the beginning check number. The Application displays this form after you enter session information.

The cash account displayed is based on the appropriate Accounts Payable checks offset. You must have set up your offsets before selecting the invoices for payment, Maintain > Offset Account Assignments. All invoices for the designated cash account print first. If you have selected other invoices for which the offset designates a different cash account, the load checks form redisplays, prompting you to print those checks.

Start with Check Number - Enter the check number for the first actual check or voucher. You can set the Last Used Check Number for General Ledger type cash accounts using the Maintain > Chart of Accounts Codes form. When a check uses that cash account, the system automatically displays the next check number for that account, regardless of the form from which the check is being generated.

Format - Select the format type that matches the printer, continuous or laser. If you created A/P Check or Voucher forms using the Forms Designer module, they appear in this drop-down list.

Cash Account - The system displays the cash account for the check. The Accounts Payable check offset determines the cash account.

Print Alignment - Click this button to properly align forms before beginning the print process.

OK - Click this button to print the checks or vouchers. Once clicked, the Application displays a message informing you about the number of documents that will be processed and estimate the number of pieces of stock that will be required for printing. Click OK to proceed with the check run.



NOTE: Electronic Funds Transfer for A/P Users: You may also use this form to print vouchers for the vendors that are receiving electronic payments. The Application sends pre-notes based on the last changed setting in either Maintain > Vendors > Payment and Terms tab or Organization > Set Up Modules > Electronic Funds Transfer > Bank Information tab.

1. Verify the Print To information. If you need to change the printer or print settings use the Print Setup button.

2. Print an alignment check if you would like to verify the check formatting. You may print as many alignments as needed. The Application does not print check numbers on alignment forms, nor does it increment the check number. Therefore, print your alignment forms before entering a beginning check number.

3. Enter the starting check number.

4. Verify the check format is compatible with the type of printer being used (laser or continuous) and that the correct form is selected.

5. Click OK to print your checks.

6. The Application displays a message informing you about the number of documents that will be processed and estimate the number of pieces of stock that will be required for printing. Click OK to proceed with the run.

The Application will ask you if all checks printed properly. If you indicate they did not, you will be given the opportunity to select those checks that must be reprinted. Once all checks have been printed properly, the Application will automatically generate the entries for accounting based on the default vendor coding and APS (Accounts Payable System Generated Checks) offsets.

After you have indicated that the checks printed correctly, the Application creates any A/P electronic payments necessary for the invoices you have selected for payment.

NOTE: You must have the Electronic Funds Transfer for Accounts Payable module installed in order to process electronic payments.

FOR MORE INFORMATION: Please check for the Abila MIP Fund Accounting Accounts Payable Advanced Topics RealTime classes on the Abila University website, www.abilauniversity.com/fundaccounting, for information on setting up Accounts Payable Electronic Funds Transfer.

Unprinted A/P Checks/Vouchers

If you respond to the question, Did All Checks Print Correctly? with No, the Select Checks/Vouchers to Reprint or Delete form appears. The form contains a list of the checks/vouchers the Application produced.



Use this form to select the checks or vouchers that you want to reprint or delete. To select checks, click in the left-most column of each row and then select the appropriate button to Reprint or Delete. Click Finish to end the payment process and close the form. All checks and vouchers will be included in the payment session.

This form appears only if you answered Yes when asked if there are any documents that need to be reprinted. It contains a list of checks/vouchers the system produced.

If the Delete option is selected, you will need to choose between spoiling the deleted checks or delete without spoiling.

Select Checks/Vouchers to Reprint or Delete Table - This table displays the checks and/or vouchers that were just sent to the printer. Click the check box, and then select Reprint, Finish, or Delete.

Reprint - Select the document or documents you want to reprint, and click the Reprint button.

Finish -End the payment process and all selected checks will be included in the payment session. If none of the checks were selected to be deleted or reprinted, they will be included in the payment session. When you select Finish, the following message will display.

Delete - Select the document or documents you want to delete and click the Delete button.You will be prompted to select whether or not to spoil the deleted checks.



FOR MORE INFORMATION: For complete information about Spoiled Checks, please check for Accounts Payable Advanced Topics class availability on Abila University, www.abilauniversity.com/fundaccounting, or look in Abila MIP Fund Accounting Help, Help > Contents and Index, or the Abila MIP Fund Accounting Product Guides, Help > Product Guides > Accounts Payable.

NOTE: Electronic Funds Transfer for A/P Users: You may also use this form to reprint vouchers for the vendors that are receiving electronic payments.

NOTE: You cannot use Pay Selected A/P Invoices to add or edit transactions for an existing session. To edit checks within a session, use Transactions > Accounts Payable > Pay Selected A/P Invoices form.

TIP: If you select Finish on the Select Unprinted or Damaged Checks form without selecting any checks, the Application saves the checks as if they printed correctly.

TIP: You may not restart the same Pay Select A/P Invoices session. If you attempt to do so, you will receive the message below. You may review printed checks in Transactions > Accounts Payable > Edit Pay Selected A/P Invoices prior to posting the session.



Activity: Pay Selected A/P Invoices

Navigator: Accounting > Accounts Payable > Pay Selected Invoices

Classic View: Activities > Accounts Payable > Pay Selected A/P Invoices


Status: Batch-to-Post

Description: Regular A/P checks

Session Date: Accept Today’s Date

Check Date: Accept Today’s Date

Print Order: Vendor ID <Accept default>

Override Electronic Payments and

Print Check for All Vendors (if visible): Not Selected <Accept default>

Click Start to process the checks

Print: Load ChecksStart with Check Number: <Accept default>

Format: <Appropriate to your printer>

Click OK to print the checks

Review the message indicating the number of checks for this check run

Click OK to proceed with the run

Once your checks have printed, click Yes to indicate they printed properly to complete the session.



Edit System Generated DocumentsIf you need to edit the system generated entries prior to posting (assuming you used a batch-to-post or batch-to-suspend session status) you will access the unposted session from Transactions > Accounts Payable > Edit Pay Selected A/P Invoices. To do this you must first select the session from the drop-down list on the session form and then click Start.

Session Information

Once you have started the edit session, the edit A/P Checks form will appear. It is necessary to select the A/P checks or vouchers you would like to edit from the drop-down list.

Session ID - Select the Session ID that represents the checks/vouchers you would like to edit.

Status - Accept the existing status (assigned to the Session ID when it was created), or select a different status from the drop-down list. You may only choose Batch-to Suspend or Batch-to Post.

Description - Accept the existing description (associated with the selected Session ID), or enter a new one for this batch of checks/vouchers.

Date - Accept the existing date (assigned to the selected session ID), or enter a new one. This date serves as the check/voucher date and effective date.

Session Totals - The Application displays the total number of checks/vouchers and their total amount.




Use this form to edit transaction entry line items or document information for an existing Accounts Payable system generated check/voucher. When you paid invoices, the Application automatically generated checks/vouchers (with a transaction source of APS) to pay the selected invoices, Activities > Accounts Payable > Pay Selected A/P Invoices.

Begin by selecting a document number. The Application displays the current document information. You may change the date, description and transaction entry line items. If you change the debit or credit amount, the total amount must not change.

You cannot add new documents or change the document number, vendor ID, document amount or transaction lines with an A/P account type. You cannot change the 1099 box number if the vendor receives a 1099.

Check Number – Select an existing check from the drop-down list. You cannot edit check numbers.

Date – The Application displays the document date assigned to the selected check. You may accept the date or change it if necessary.

Amount - This is the amount of the system generated check you created using the Activities > Accounts Payable > Pay Selected A/P Invoices form. You cannot edit this amount.

Description - You may either accept the existing description or edit it.

Vendor ID - This is the vendor associated with this check. You cannot edit this ID.

Transaction Entry Table: Segments, Debit, Credit, Entry Type, Effective Date, Description - You may either accept the data in this table, or you may edit the information.

Fund, General Ledger and other segments - The Application displays the document’s segments, and their codes, in this table. You cannot change segment codes for line items that have an AP type account.

Debit, Credit - The Application displays the debit or credit for the line item. You may edit these columns if necessary. However, if you make changes to these columns, the total amount cannot change.

Entry Type - Accept the existing entry type or select a different one.

Effective Date - The Application displays the existing effective date in this box. You may change it if necessary. This date is the effective date that posts to the ledgers.

Description - The Application displays the existing line item description in this box. You may accept the default description, or enter a new one.

{User Defined Field} - This column displays any user defined field with a Transaction Lines type and transaction source of APS (Accounts Payable System Generated Checks and Vouchers).

Attachments - Use Attachment button to attach, view, or delete a document. The button

changes to when attachments already exist.

After you have made any necessary corrections to the checks, post the entries to record them.



NOTE: Advanced Security Users: Account level security is available for this form. This feature allows you to define the account codes and related amounts a user may view on transaction entry forms. Note that if a user does not have account level security enabled, the user will see all account codes.

Activity: Edit System-Generated A/P Checks

Navigator: Accounting > Accounts Payable > Edit Unposted Checks

Classic View: Transaction > Accounts Payable > Edit Pay Selected A/P Invoices

Session Information Session ID: Select Session created in last Activity


Document Information Check number: Select Check to Vendor <CPA>

Change the Document Description to: Partial Payment

Click Save and Close to exit the form.

Post Transactions



Post the Session.

Review the message and then click OK to continue

Click Close to close the post transactions screen


Accounts Payable Processing Vendor Balances

Vendor BalancesThe Vendor Balances form is accessed from the Activities > Accounts Payable > Display Vendor Balances. Use this form to view and print balance and document information on any vendor for a specific document or all documents of a specific type and time period.

Vendor ID – Enter or select the vendor ID of the vendor whose balance you would like to display.

Name – (Display Only) Displays the name of the vendor selected.

Lookup From – Select the transaction type you would like to view. Choices are:

AACT = All transactions associated with the vendor ID, including cash disbursements (CD) and write checks (CDS).

OAPI = All outstanding invoices and on account credits

AAPI = All A/P Invoices/Credits

CRD = All applied credits

CHK = All checks/vouchers, including CD and CDS

Document Number – (Optional) You may either select a document number from the drop-down list or leave this box blank. If you select a document, the document will only display in the detail grid. If you leave this box blank, the Application will display all documents in the table for the selected transaction type.

A/P Account – (Optional) Select an AP type general ledger account. Your selection will filter the display for balance information for this account number. If account level security is applied, you will not have access to this box.

Date From and To – Select the date range you wish to view by entering the date range in the date from and date to boxes. If the same date is selected for both boxes, the Application will display the documents created on that day. This filter only applies to the original document; the associated documents will not be filtered on these dates. The date range selected may cross fiscal years.

Vendor Transactions Table – (Display Only) The Application displays document information depending on your selections. Click the Display button to view data.

The table supports expandable levels. You may click on the plus (+) sign next to a level to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply click the minus sign.

Level One: Original Document

The Application displays the following items depending on your Lookup From selection. If you selected a specific document in the document number box, only that document will appear.

Document Number – The Application displays the document number; this is the actual number entered on the Transaction Entry form. If you selected a specific document in the Document Number box, only that document will appear.


Vendor Balances Abila MIP Fund AccountingTM

Applied Credit - The Application displays the applied credit number; this is the actual number entered on the Transaction Entry form. This column is only available if you chose Applied Credits in the Lookup From box.

Document Date – The Application displays the date of the document; this is the actual date entered in the document section of the Transaction Entry form.

Due Date - The Application displays the due date for the document; this is the actual due date in the document section of the Transaction Entry form. This column is only available if you chose All Activity, Open A/P Invoices/Credits, or All A/P Invoices/Credits in the Lookup From box.

Status – The Application displays the status of the check in Bank Reconciliation—CL (Cleared) or OS (Outstanding). This column is only available if you chose Checks in the Lookup From box, and you have installed the Bank Reconciliation module.

EFT Status – The Application displays Created or Sent as the Electronic Funds Transfer status. This column is only available if you chose Checks in the Lookup From box, and you have installed the Electronic Funds Transfer for A/P module.

Payment Type – The Application displays Check or Voucher as the Electronic Funds Transfer payment type. This column is only available if you chose Checks in the Lookup From box, and you have installed the Electronic Funds Transfer for A/P module.

Document Description - The Application displays the document description from the document section of the transaction entry form.

Original Amount - The Application displays the functional amount of the document.

Outstanding Balance - The Application displays the outstanding balance for the document. The outstanding balance reflects the balance as of the system date, not the date range entered in the Date From and Date To boxes. This column is only available if you chose All Activity, Open A/P Invoices/Credits, or All A/P Invoices/Credits in the Lookup From box.

Level Two: Related Document

The Application displays the documents related to the selected activity line. The Application displays the following items:

Transaction Type - The Application displays the transaction type: API (A/P Invoices), APS (A/P System Generated Checks/Vouchers), APV (A/P Void Checks/Vouchers), APM (A/P Credits), APC (A/P Manual Checks), CD (Cash Disbursements), or CDS (Write Checks).

Session ID - The Application displays the document's session ID.

Document Number - The Application displays the document number.

Applied Amount - The Application displays the amount of the selected document.

Document Date - The Application displays the date of the document; this is the actual date entered in the document section of the Transaction Entry form.

Document Description - The Application displays the document description from the document section of the transaction entry form.



Status – The Application displays the status of the check in Bank Reconciliation—CL (Cleared) or OS (Outstanding). This column is only available if you chose Checks in the Lookup From box, and you have installed the Bank Reconciliation module.

EFT status– The Application displays Created or Sent as the Electronic Funds Transfer status. This column is only available if you chose Checks in the Lookup From box, and you have installed the Electronic Funds Transfer for A/P module.

Payment Type - The Application displays Check or Voucher as the Electronic Funds Transfer payment type. This column is only available if you chose Checks in the Lookup From box, and you have installed the Electronic Funds Transfer for A/P module.

G/L account, A/P account - The Application displays the appropriate general ledger or accounts payable account.

Encumbrance number - If an encumbrance was selected for this invoice, the Application displays the encumbrance document number. This column is only available if you chose All Activity, Open A/P Invoices, or All A/P Invoices in the Lookup From box, and you have installed the Encumbrances module.

Encumbrance session - If an encumbrance was selected for this invoice, the Application displays the encumbrance session number. This column is only available if you chose All Activity, Open A/P Invoices, or All A/P Invoices in the Lookup From box, and you have installed the Encumbrances module.

Level Three: Transaction Information

The Application displays the transaction information related to the expanded document. The Application displays the following items:

Segments - The Application displays one column for each valid segment for the selected document. If account level security is applied, you may not see some segments and/or account codes. If you do not have access to one or more accounts, you will not see that record.

Debit, credit - The Application displays the debit or credit amounts for the transaction line.

Entry type – The Application displays the transaction's entry type—N (Normal), A (End of Year Adjustment), or UO (Beginning Balance).

Effective date - The Application displays the effective date for the transaction line.

Transaction description - The Application displays the transaction line item's description.

Total Selected Transactions – The Application displays the total amount for all displayed documents. If All Activity, Open A/P Invoices, or All A/P Invoices is chosen in the Lookup From box, then two totals display—One for the Total Original Amount and one for the Total Outstanding Balance.

All transactions posted to the vendor’s account using the A/P module are available for balance or display in detail, based on the date range selected. When viewing current balance detail, you may select an invoice and view a list of all checks and/or credits applied against the invoice by clicking the plus sign to the left of the invoice (the plus sign will only appear when a payment or credit has been applied).


Vendor Balances Abila MIP Fund AccountingTM

Click the Display button to display the data in detail for the Current Activity table. To clear all boxes on the form and document in the Detail for Current

Activity table click the Clear button. To print the

contents of the table, click the Print button. The print button is available when the table is displayed and an invoice has been selected.

TIP: When viewing data in the table, level 1 needs to extend beyond (be wider than) levels 2 and 3 in order to view all column data. You also need to use the vertical scroll bar within that level to see its data.



Activity: Display a Vendor Balance

Navigator: Accounting > Accounts Payable > Related Tasks > Vendor Balances

Classic View: Activities > Accounts Payable > Display Vendor Balances

Vendor ID: ABC

Lookup From: AACT (All Activity)

Document Number: <No>

A/P Account: <No>

Date From: 01/01/2015

Date To: 02/28/2015

Click Display to display invoices

Review the detail lines that appear

Click the plus sign next to invoice 21000 to display the applied transactions for the invoice

Double- Click anywhere on the row containing Invoice 21000 to review original Invoice

Click Close to return to Vendor Balances

Click Print to display the detail report and Exit to close.

Click Close to exit Vendor Balances


Reports Abila MIP Fund AccountingTM

ReportsThe Accounts Payable module includes a set of AP List and Analysis reports. You may access these reports from Reports > Accounts Payable or, via Navigator, from the Process Manager window of Accounts Payable. These reports allow you to print vendor information lists, research A/P transactions, and get vendor balance information, and aging information for open invoices. Just as in all of the Application reports you have numerous report selections so you may create customized reports that satisfy your reporting needs. There are helpful default reports you may use or modify and as always you may build a report from scratch.

Vendor Information List

Use this report to print vendor information input after you establish the vendor record in Maintain > Vendors. If data was entered in any user defined fields on this form, you may also print and filter them using this report.

NOTE: Electronic Funds Transfer for A/P Users: Additional columns and filters are available to help track vendors that are paid electronically.

Vendor 1099 Adjustments List

Use this report to print a list of 1099 adjustments for a vendor. You may enter vendor 1099 adjustments using the Maintain > Vendors > 1099 Information tab.

Invoices Selected for Payment

Use this report to print a list of invoices that have been selected for payment, Activities > Accounts Payable > Select A/P Invoices to Pay. Then, you may review the selections for accuracy before printing checks. The report assists you in deciding whether you selected the appropriate invoices for payment to the vendors. Additionally, it helps to determine the amount of cash necessary to cover the invoices to be paid. After you print a check for an invoice, that invoice does not appear on this report.

TIP: You may filter this report by Vendor User Defined Fields (UDF’s).

NOTE: Advanced Security Users: Account Level Security is available for this report. This feature allows you to define the account codes and related amounts a user may view in the report. When account level security is activated for the organization, Security > Set Up Account Level Segments, and enabled for a user, Security > Set Up Account Level Security, the report will only print account information the user is allowed to see. Note that if a user does not have Account Level Security enabled, the user will see all account codes.


Accounts Payable Processing Reports

NOTE: Electronic Funds Transfer for A/P Users: Additional columns and filters are available to help track electronic payments.

Aged Payables

Use this report to print a list of invoices using a time factor. The report separates the invoices into four sections of time. The report may be used to review the status of current Accounts Payable balances. You may quickly view which invoices are past due according to the criteria you establish on the Options tab.This is a summary style ledger that contains data from the detail ledgers and summarizes all entries for an A/P invoice, credit memo, or check. The detail entry amounts for an invoice are netted together creating a summary amount due.

If you would like to research items displayed on this report, the Detail A/P Ledger is the appropriate place to start.

Detail A/P Ledger

Use this report to print a list of invoices including the amount due. This is a detail style ledger that may print data in detail or summary. When the summarize dollar amount option is selected on the Options tab, the detail entry amounts for an invoice are netted together creating a summary amount due. However, when this option is not selected, the Application prints each individual record for an invoice in detail. This report will assist you in reconciling accounts payable balances. It is also useful for audit purposes or for researching vendor payment questions. In order to understand the entries that were made, include the column for Transaction Source in your report. Transaction Source explains how transactions were entered. This may help you understand the history of the activity.

Again, the Detail A/P Ledger report prints an individual record for each invoice, while the Summary A/P Ledger report summarizes all entries within an invoice.

NOTE: Advanced Security Users: Account level security is available for this report.

NOTE: Electronic Funds Transfer for A/P Users: Additional columns and filters are available to help track electronic payments to your vendors.

Summary A/P Ledger

Use this report to print a list of invoices including the amount due. This is a summary style ledger that contains data from the detail ledgers and summarizes all entries for an A/P invoice, credit memo, or check. The detail entry amounts for an invoice are netted together creating a summary amount due. This report will assist you in reconciling accounts payable balances. It is also useful for audit purposes or for researching vendor payment questions. Use the Detail A/P Ledger report if you would like to see an individual record for each invoice.


Reports Abila MIP Fund AccountingTM


Vendor Activity

This report allows you to see transactions for a particular vendor or invoice beyond the subledger. In other words, you may capture not only activity for a given time period for your Accounts Payable control accounts, but for cash and expenditure accounts as well.You may include special columns in the report body that correspond to each type of general ledger account - expenses to expenditures, payments to cash, and charges to the subledger.


NOTE: Electronic Funds Transfer for A/P Users: Additional columns and filters are available to help track electronic payments to your vendors.

Optional Activity: Review Detail A/P Ledger

Navigator: Accounting > Accounts Payable> Process Manager - Reports > A/P Analysis > Detail A/P Ledger

Classic View: Reports > Accounts Payable > Detail A/P Ledger

Setup Tab Report Name: <Detailed AP Ledger Transactions - Current Year>


Review the report

Close Print screen by clicking Close

Click Close to exit the report setup


Accounts Payable Processing Reports

Optional Activity: Review A/P Aging

Navigator: Accounting > Accounts Payable> Process Manager - Reports > A/P Analysis > Aged Payables

Classic View: Reports > Accounts Payable > Aged Payables

Setup Tab: Report Name: <Aged Payables>

Current Period Dates: Date Items: Last Month

Report Name: Class AP Aging Report

Content Tab: Add Invoice Date to Selected Columns:

Filter Tab: No Changes

Group Tab: No Changes

Options Tab: Aging Date: <Last day of last month>

Layout Tab: No Changes

Security Tab: No Changes


Review the report

Close Print screen by clicking Close

Click Save to save the report and then click Close to exit the report setup


Checklists Abila MIP Fund AccountingTM

ChecklistsThe following are checklists for setting up the Accounts Payable module. All instructions are provided using the Classic View drop-down list.

Transaction Sources

API = A/P Invoices, Transactions > Accounts Payable > Enter A/P Invoices

APM = A/P Credits on Account, Transactions > Accounts Payable > Enter A/P Credits

APC = A/P Manual Checks, Transactions > Accounts Payable > Enter Manual A/P Checks

APS = A/P System Generated Checks/Vouchers, Activities > Accounts Payable > Pay Selected A/P Invoices or Transactions > Accounts Payable > Edit Pay Selected A/P Invoices

APV = A/P Void Checks/Vouchers, Activities > Check Writing > Void Checks

Use the default report <Detailed A/P Ledger Transactions Current Year > to troubleshoot your A/P issue.

Module Setup Checklist

1. Change the Activation Code, if necessary, to incorporate A/P, System > Activate License.

2. Add the A/P module, if necessary, Organization > Add a Module.

3. Set up Organization Preferences for the A/P items, Organization > Organization Preferences.

4. Set up proper security for the A/P items, Security > Grant Organization Rights.

5. Set up the A/P module with your default discount codes, transaction entry options, and system processing options, Organization > Set Up Modules > Accounts Payable

Accounting A/P Setup Checklist

1. Create appropriate GL Accounts for A/P, Maintain > Chart of Accounts Codes.

2. Create appropriate Offsets for A/P, Maintain > Offset Account Assignments.

3. Create your vendors, Maintain > Vendors.

Entering Invoices Checklist

1. Enter each session of invoices using the Transactions > Accounts Payable > Enter A/P Invoices form. (Choose a status of Batch-to Post on the Session form.)

:

NOTE: If you select a status of On-line, the Application posts each document as it is completed and saved. Consequently, you would skip Steps 2-4 of this checklist.


Accounts Payable Processing Checklists

2. After entering all invoices in a session, print a list of the invoices that you just entered using Reports > Transactions > Unposted General Ledger Transactions. You may wish to filter for Transaction source of API (A/P Invoices) to only print unposted invoices.

3. Verify your invoices against this report and make any necessary additions or corrections to the session before posting.

4. Post the A/P invoices session using the Activities > Manage Sessions > Post Transactions form.

5. Now that you have posted the transactions, you may verify what was posted using the Reports > Transactions> Posted General Ledger Transactions. You may wish to filter by Session ID and for Transaction Source of API (A/P Invoices) to only print posted invoices.

6. Once these transactions are posted, use Transactions > Accounts Payable > Enter A/P Credits or Transactions > Accounts Payable > Enter A/P Manual Checks, or Activities > Accounts Payable > Pay Selected A/P Invoices to credit, pay, or partially pay these invoices.

TIP: When entering A/P Invoices, the amount entered in the document Amount box must equal the net of debits and credits to all A/P type accounts.

TIP: The transaction amount may be zero for check transactions that need to be manually recorded as void in the Application if Transactions > Cash Disbursements or Manual AP Checks are used.

TIP: If you make a payment to a vendor that has no outstanding invoices (all invoice balances are zero), you cannot record the payment using Manual Checks or System Generated Checks (Pay Selected AP Invoices). You may either:

Record the check as an expenditure or prepayment using a Transactions > Enter Cash Disbursements or a Write Checks form, or

Record the check as a credit on account using the Enter Accounts Payable Credits form. This credit may then be chosen later for payment and netted against future invoices.

TIP: If you find that you need to change the account code of a line item of a posted invoice, you may record an invoice adjustment (using the Enter Accounts Payable Invoices form) to correct the original document.


Reinforcement Exercises Abila MIP Fund AccountingTM

Reinforcement Exercises

Enter New Vendors

1, Enter the following new vendors into the database:

Navigator: Accounting > Accounts Payable > Maintenance > Vendors


Quick Search Click New

Vendor #1

Vendor Tab

Vendor ID: High

Status: Active

Vendor Name: High Voltage Electric

Account Number: 9128736635

Class: Util

Type: USA

Addresses Tab

Address: 2250 Statesman Ave

City: Austin

State: TX


Country: USA

Voice: (555)555-3304

Fax: (555)555-1847

Title: Mr.

Contact Name: Brooks Shelton

Position: Account Representative




Accounts Payable Processing Reinforcement Exercises

Reinforcement Exercises <continued>

Vendor #1 <continued>

Check Address:

Click Check Address

Address Code: Check

Status: Active

Same As: None

Preferred: Yes



City: Austin

State: TX


Country: USA

Click Save and Close



Print Separate Check for each Invoice: No



Hold Payment: No

Check Stub Comment: Payment on Account

First Discount: None



Default Coding Tab

Expense Account: 56001 <Utilities & Maintenance Expenses>

Distribution Code: Util <Utility Expense>






1099 Information Tab Not selected

Notes Tab

Notes: Penalty applies if overdue!

Click Save

Vendor #2 Click New

Vendor Tab

Vendor ID: Paisley

Status: Active

Vendor Name: Paisley Medical

Account Number: 9900104

Class: Program Services

Type: USA

Addresses Tab

Address: 33372 W 87th Street

City: Austin

State: TX

Postal Code: 78798

Country: USA

Voice: (555)555-7964

Fax: (555)555-4697

Title: Mr.

Contact Name: Jackson Harper

Position: Pharmacist







Check Address:

Click Check Address

Address Code: Check

Status: Active

Same As: None

Preferred: Yes



City: Austin

State: TX


Country: USA




Print Separate Check for each Invoice: No



Hold Payment: No

Check Stub Comment: Payment on Account 9900104

First Discount: None



Default Coding Tab

Expense Account: 52201

Distribution Code: Prof






1099 Information Tab

Issue 1099 for this Vendor: Yes <Select Checkbox>

Foreign Address Indicator: No <Leave box unchecked>

Proprietor Name <blank>

Federal Tax ID Number FEIN 75-7854832

Override State Withholding: No <Leave box unchecked>

Default Form Type: MISC

Default box number MISC-06

Name Control PAIS <first four characters of Vendor Name>

1099 Adjustments:

Year: <Current year>

Type: MISC

Box: MISC-06

Amount: $2370.00

Notes Tab

Notes: Penalty applies if overdue!





Enter A/P Invoice

2. Enter the following invoice:



Enter Session Information


Status: BP - Batch-to Post

Description: AP Invoices

Date: <Today’s Date>

Click Start

Enter Document Level Information

Invoice: 1012

Date: <One week ago> (Also use for all effective dates)

Amount: $500.00

Description: Electric bill

Vendor ID: High

Due: <Accept Default>

Check Address: Check <Accept default>

1099 Type: N/A (Not Available)

Click Display/Hide Titles to display the Titles section of the Transaction Entry form.

First Transaction line:






Post A/P Session

3. Post AP Invoices Session



Select API session created in Exercise 2.

Click Post and Close

Enter Manual AP Check

4. Enter an A/P manual payment for the invoice just entered

Navigator: Accounting > Accounts Payable > Enter Manual Checks

Classic View: Accounting > Transactions > Enter Manual A/P Checks

Session Information



Description: Payment for Invoice

Session Date: Accept default <Today’s date>

Cash Acct.: 11001






Enter manual A/P check <continued>


Check: 7014

Document Date: Accept default

Amount: $500.00

Document Description: Electric bill

Vendor ID: High

Click Choose Invoices if the screen does not appear automatically.

Invoice to Select: #1012




Additional Reinforcement Exercises

5. Using Batch-To Post session status, enter invoice #1013 from Paisley Medical dated today and due in 30 days in the amount of $2000.00. Enter purchase medical supplies as the Description. Use the Health <default> distribution code with default GL code 63001 and automatic offset to complete the transaction line entry.

6. Change the vendor’s mailing address to 4440 North Lamar Blvd, Austin, Texas 78752. Use the Vendor Information button. Close the session, Post the session, and then return to the main menu.

7. You have just received credit memo # CM1013 from Vendor Paisley in the amount of $200.00 due to an error in the original billing of invoice 1013. This must be entered before we make a payment to this vendor. Use the following information to record the Credit.

You will use the Applied Credit button to select invoice # 1013 to apply the credit. Remember to change the $2000.00 debit amount to $200.00 before completing the remaining lines.

Hint: Adjust the debit lines to total $200.00. Use the Apply Expense Codes as Offsets button to fill in the credit side of the entry, verifying that the credit lines total $200.00.

When you have completed the entry, Close the session, Post the session and then return to the menu.

8. Your Accounts Payable volume is typically very high, therefore you may wish to take advantage of the Application’s ability to make the payment process quicker and easier. Using Select A/P Invoices To Pay, select all outstanding invoices with an invoice due date during the next two months for payment.

Hint: The Pay Criteria button and the Between/Compare To filter will assist you with this process.



9. Using Pay Selected Invoices, pay selected invoices using the following information:


Status Batch-To Post

Description: A/P Payments

Date: Accept today’s date

Check Date: Accept today’s date

Print Order: Vendor ID

Override Electronic Payments: Yes

Beginning Check Number 7015

Print the checks using the appropriate form for your printer.
