Expedient User Manual – Creditors
Contents
1. Description Department Amount Description Enter the description of what function you are performing This is the Charge Code This field has a lookup facility Mandatory which looks up the General Ledger Charge Codes Masterfile in the General Ledger Menu Y This is department in which the money will be posted against This field has a lookup This is the amount of the line item you wish to Add On Write Off Negative amount represents Add On and a positive amount represents a Write Off Posting Add On Write Offs The next step is to Post the Add On Write Offs This process posts the information to the General Ledger and the data in this screen will be cleared This is performed in the Creditors Menu Post Add On Write Offs Creditors gt E EDI Creditors Invoices Job Creditors Invoices G L Creditor Invoices Creditor Add On Write Offs Modify Creditors Invoice Load CASS IATA File Post EDI Creditor Invoices Post Job Creditor Invoices Post G L Creditor Invoices Post Add On Write Offs Reports E A O ee a a 5 Ey 15 Validation Default Optional Blank Blank Mandatory Blank Mandatory Blank Expedient Modify Creditors Invoices There may be occasions whereby users need to alter an invoice number or modify the invoice due date This is performed via the Creditors Menu Modify Creditors Invoices Creditors 5 EDI Creditors Invoices El Job Creditors Invoices E2. ar By clicking the button or typing A will place the cursor in the input screen in Add Mode See below Creating Creditors Invoices This screen can be used for any creditor that you owe money for Ifthe creditor happens to be CASS IATA in which they send you their Creditors Invoice at the Consol level then in the Invoice No field enter the Master Bill Number An additional option is available to allow for users to enter a Valid Import Consol number This extracts the Currency and Bank Rate against the consol To activate this please contact GMA staff See below Import Consol 2305611 File Vew Optra GMA Mart Help Calcdsted Totais Inecace Dane ELE e Acc Date DE Exc GST Total Dos 0 ector EC Que Date us GST Ame AAN import Comal rer MU g Im Total invoce No Payment Type EFT ate 2 000000 AUD Art Ives aret CA Insee Line Type EJ GST OK To Post Yes Ine De C JobyCoreci Type Diert Cost Code art No Description EXCL Amount INCL Amount GST Fieecus Died 0 00 Previous Journal 0 00 Prewous Com 0 00 Balance 0 00 wore Amounts Entered Ampart E teres Es peal GST On Yaoi Amoyra Erchuding GST Entered On 29 06 2015 GST Amsurt Inckating GST Oferece Field Name Description Validation Default Invoice Date This is the date of the Creditors Invoice Mandatory Blank Acc Date This is the accounting date in which you want the Mandatory Creditors invoice to fall in This can be set to automatically match the
3. G L Creditor Invoices El Creditor Add On Write Offs Modify Creditors Invoice Load CASS IATA File Post EDI Creditor Invoices Post Job Creditor Invoices Post G L Creditor Invoices Post Add On Write Offs Reports HE D OTTE Find and Update Invoice No Due Date OK to Pay Invoice Date When you enter this screen you will notice that the only Button that is accessible is the Find Button Here you can search any value in all of the fields ull Modify Invoice Due Dates EXPEDIENT DEVELOPMENT File View GMA Maint Help qr A l lt q gt Add Update Delete Find Browse Previous Next Modify Invoice Due Dates Creditor Code DEMCON Q TEST ONLY CUSTOMER Invoice Number 081 12345454 Due Date 29 09 2011 aya OK to Pay Invoice Date 29 09 2011 x Original Amount 611 11 Balance 611 11 Doc No 799718 1 of 14 16 QB Expedient From here simply find a record and then click on Update to alter the Invoice Number Due Date OK To Pay or the Invoice Date Load CASS IATA File Loading the CASS IATA File allows users to reconcile the costs Location of data Tha ATB Detailed This report outlines a list of creditors accounts with aged balances for a specific period which is nominated by the user using the below parameters Report Selection Enter Period A Yeer From 92 2034 2 MARO 2014 Enter Latest lewoice Date 30 07 2014 ou Report Format Hepart New Page Per Creditor No gt Report Criteria Creditor
4. The email alert will include a copy of the invoice file Check the EDI Creditor Invoice details in the Customer Masterfile against the contents and format of the invoice file When the Customer Masterfile has been updated to match the file forward the email alert including the invoice attachment to the email address shown email alert and Expedient will try to load the invoice again E g the following email alert has been received Invoice 123456789 for Creditor Expedient cannot be loaded as the following Creditors Cost Codes are not mapped Freight BAF 23 Map these Cost Codes in the Cost Code Mapping Table in the Customer Masterfile Creditor tab Once mapped send the EDI Creditor Invoice file attached to email address edicreditorinvoice forwarder com to upload the Creditor Invoice Open the Customer Masterfile for Creditor Expedient and go the Cost Code mapping tab Check whether the Creditors cost codes Freight and BAF are listed If they are not listed map the new charge codes If they are already listed ensure that the Creditor Cost Codes match exactly Freight and BAF Once completed follow the instructions in the email alert to load the invoice in Expedient EDI Creditors Invoices Creditor Invoices that have been received and loaded by EDI can be viewed updated and posted from the EDI Creditors invoice screen available within the EDI Creditors Invoice menu aj Creditors 3 EDI Creditors Invoices E
5. posted Defaults to Yes when a user adds defaults to No when a Creditors Invoice is created from a Data Interface This flags whether the below number is a consol or house bill Validation Default Invoice Date Terms Days Optional Mandatory Mandatory Optional Mandatory 1 00 for AUD Mandatory Mandatory Mandatory Excl GST Mandatory Defaults from Job Consol Blank FieldName Description Validation Default Job Consol This is the Job Consol Number in which the Creditors Mandatory invoice is based on Import amp Export Expedient will find all jobs associated with a Masterbill Number that were registered in the last 12 months E g If there is a consol with 4 house bills and the Creditor is a IATA Cass that bills Freight for the whole consol then users can enter the Consol Number and the Total Invoice Amount Expedient will portion the total amount to the 4 house bills based on the Volume sea or Kilograms Air for each house bill To view the break up you can click on the View Jobs and Amounts button View Jobs and Amounts See below for the break up of costs for each house bill job q r Lime 1 Va u aoa gt lt AM ae H POT DOES WOT BALANCT Coreen Type This is the department of the Job No Consol No This is Defaults for display purposes only from Job Consol Client This is the Client Code for the job that has been entered Defaults The word CONSOL will appear if
6. will place the cursor in the input screen in Add Mode See below 4 Input Add On Write Off Credinors Iewokces EXPEDIENT DEVELOPMENT Add On Write Off Creditors Invoices Header Information Date PORTE a Doc No Creditor TG Invoice No Q Orig Amount Balance Description EEE Code Departme Description Amount a eee ee MN a ee ee o a m Entered By helens Entered On 15 11 2012 if the above amount has a minus sign the Creditors Invoice will be reduced by that amount That is you are not paying the full amount af the invoice Total ee m cc Enviar new donerer run fier Gun Field Name Date Doc No Creditor Invoice No Orig Amount Balance Description Header This is the Add On Write Off date This is the Creditor in which you will be Creating the Add On Write Off Clicking on the will bring up a lookup from the customer master file Where Creditor is selected Enter the invoice number in which you wish to Add On Write Off Clicking on the will bring up a lookup of the invoices raised against the creditor Enter the Original Invoice Amount This value will display if the invoice number is entered This is the balance outstanding based off the original amount and the amount against the General Ledger 14 Validation Mandatory Mandatory Mandatory Default Today s Date Blank Drawn from Invoice Number Drawn from Invoice Number Field Name
7. Code Creditor Name Department Cade Overseas Loca Report Progress Credtar Aged Detail T B Outpt to Jar smoot New Page Per Creditor Drop Down List If YES 1 Creditor will be displayed per page If NO The report output will remain as it currently NOTE When you enter this screen it defaults to NO 17 Expedient Print IATA Reconciliation This report allows users to reconcile the IATA related job costs in Expedient with what IATA CASS is billing you EDI Creditor Invoices Overview Invoices can be received electronically by email and uploaded into Expedient Software The data is loaded straight into the EDI Creditors Invoice screen so that the information can be checked and confirmed before posting The file should contain the details of a single invoice and follow the format prescribed by Expedient Software and set up for the Creditor in the Customer Masterfile Contact Expedient Software to gain access to the Creditor Invoice EDI options Set Up Creditor Invoice EDI To set up Creditors Invoice EDI the Creditor Invoice EDI module must be active Contact Expedient Software to arrange this Once the module is available update the Customer Masterfile for the Creditor you want to receive Invoice by EDI from Creditor Tab Genemi Debtor Crodtor importe Configuration Gedi CSV He Format Cnst Code Mapping internal Contacs Creditor Sank Details Pepe Fark BSA No Instruction Branch SWIFT Coon Accomet Rofe
8. DI Creditors Invoice E Job Creditors Invoices El N Craditar Tnvniras A A amp Updete Delete find rows Prios Next Post EDI Invoice Wew Jobs and Amours Doc ETH Craditors Invoice treater Info Caculeied Totais invois Date ar til Le Air Liste Zus Er GST Total 1566 De Cradtor DIRCOLN DIRECT COURIERS AUST PTY LTD Di Date OF LOY PDL GST Aut GRSI ARN ANGE M7E965 us Re JAKE Cinrency USD Inv Total 1945 15 Invoice No 6 Bit Hino Rati 280000 AUD Ant 901 99 Invoice Ark 1311 31 Doc Line Type Exd GST O To Post Yes inv Det 106 10 lob Cura Pepe Cient Cost Code Acou Description EXCL Amos INCL Amowf G51 H 2803585 NIA DEMCON AC PAS AIR CARGO REPORTING FEES 124 55 137 01 YES H 0685 NIA DEMCON 3900 79 AAA KK 41 35 10 35 NO H 7803555 NIA DEMCON U 0 LAADAL 26 07 5D WO H 200585 NIA TEMCON FAY 7209 AAA TK 5 07 2 50 NO b OH 7803585 WIA TEMOON AH 7505 AIRLINE HANDLING FFE 5 73 YAD YES H 2A035865 MA DEMCON 0 nn SPIASDFL IK 1 87 13 87 WO H 2803585 MA TEMCON 9900 720 Y FAS IK 29 26 23 76 NO H HORAS WA TECOS 2 774 7 FAST Ve 15 4 1545 MU H JAGR WA TENCON N OO 3 FIA DAL IK 16 73 16 73 NO fy H 2A035655 NIA TEMCON Al 0 ADDITIONAL JPA ERS 120 R 1 32 00 YES Wrevcus Bled Previaus Cost Asla nca i 77 ar p f Invoice Amours Entored Amounts EDE Invoice Status UPDATE GST Un Inwoice Amour 1511 31 Fettudina GST 1104 47 intered By GST Amount 68 53 indading GST 1405 13 Enferad Un Lethe rece 46 10 1 ot ic Data is loaded from the invoice file
9. Freight and decide which Expedient Cost Code will be matched to it General Debtor Creditor Aviation Security Carrier Bank Detai Creditor CSV File Format Cost Code Mapping Internal Contacts Cost Code Mapping Creditor Cost Code Cost Code Description CARTAGE FREIGHT PACKING PD PICK amp PACK DISTRIBUTION Click in an empty row to enter the Creditor Cost code A maximum of 100 characters is permitted Select the Cost Code using a The Cost Code description will appear beside the cost code Creditor Invoice EDI Internal Contacts Expedient will send email alerts when invoices are received but cannot be loaded for the following circumstances e The Creditor has sent the invoice file in a different file format to that set for the Creditor in the Customer Masterfile e The file contains cost codes which have not been mapped to Expedient cost codes Expedient will send email alerts when invoices are received and have been loaded for the following circumstances e Expedient has received an invoice which has already been loaded but not posted Expedient has updated the invoice details with the details from the newer file e Expedient has received and loaded an invoice which has already been posted Add user email addresses at your site to receive alerts when there is a problem loading invoices Use o in the Full Name column to view all available users At least one email address must be provided
10. ING zes ee nee E a A 25 POSE 3 Bi M aho CE rE PEE E EAEE AE EEEE ET T OE EN EEE ES E T OE E EE Vela OES ITET dai E EA OT 25 CREDITORS INTRODUCTION Xpedient software contains an Accounting Module one of which is the Creditors function The Creditors Function allows users to pay process creditor payments and monitor creditor payment history Accounting Process Debtors Invoicing Creditor Invoicing amp Profit Uptake Invoice Customer DEBTORS Exp Goni gt Job Invoices Receive Creditors CREDITORS Creditors Imvoice Or pay creditor directly BANKING Disb Cheques Expedient Cash Payment Process The below diagram highlights all of the possible scenarios of processing payments and the various processes in Expedient that take place to do so Note The red Text boxes are Expedient Menu items that you need to use to perform the various functions Cash Payment Scenarios 1 Receive Invoice hardcopy or electronically from Creditor to pay Local amp Foreign Currency 2 Pay Cheque immediately to Creditor amp assign costs against a job no creditors invoice 3 Pay money to a non job related expense like Rent Stationery 4 Credit Card a Receive invoice from creditor Add G L Creditor Invoice Pay on Credit Card in Banking moving money from Creditor to Credit Card people OR b If normal Credit Card Payment such as Petrol then go straight in to Banking G L Cheques Proce
11. Invoice Date Please advise Expedient Software if you want this facility Field Name Due Date Creditor Invoice Number Payment Type Currency Exch Rate Invoice Amount Invoice Line Type OK to Post C H Description This is the due date of when the invoice is due The due date is based on the terms of the Creditor which is located in the Creditors Tab in the Customer Masterfile Creditor Terms 90 Days There is some validation on this date The due date cannot take place before the invoice creation date This can be amended by the user This is the Creditor in which the invoice is received from Clicking on the will bring up a lookup from the customer master file Where Creditor is selected This is the Creditors Invoice Number This shows the following values e Cheque e Compay AU Only e EFT BPAY AU Only This represents the method of payment for the Creditors Invoice This is the currency in which the Creditor s Invoice was received Note If Foreign Currency then you need to process payment via Banking Foreign Contra Payment If AUD then use Banking Creditor Cheques This is the current Exchange Rate in which the invoice was received This is the total amount as per the Creditor s invoice This is the type of charge method on the invoice Excluding GST or Including GST This flag is used when the posting program is activated If this is set to No then the invoice will be
12. Volume Expedient User Manual Creditors Gavin Millman amp Associates Aust Pty Ltd 281 Buckley Street Essendon VIC 3040 Phone 03 9331 3944 e Web www expedientsoftware com au Table of Contents ACCOUNTNE Process eisernen 2 Cash Payment Proce S Sasuinn 3 COSIMPOVIMCNE SCCNOIOS vc A A EEE Ne A ee 3 JOD Creditors INVOICE sn vera vsasuensvansusnevassesus vous soaswaserleus vans auawauedensvananenauaia de a voneneasialesessvansdausvadeveasvauesousvalesosavauedensusseuse 5 GFE OUTING CFE ICO SINO OS IS EAS Vie ped bisa ti ia 6 A O 9 Posting Creditors INVOICES ai 9 G L O E Lo E E NVO AR E EE E O 10 Creating G L Creditor INVI tia iii 10 Postino G L Creditor INVOICES o eE e A A a ace oo A nadtcaueaua tee 12 Credtor Ada On WEO A A A iaa 13 creating Creditors Add ONJ WEDOS bl 14 Posting AGT ONJ WNE OS T das to bios 15 Modi y CrEAIEOFSSIHVOLCES tin did 16 Find and Update Invoice No Due Date OK to Pay Invoice Date oooonccccccnccccncncnnnnnnonononanacnnncnnnccnnnnnnnononononaaanacnnnnss 16 LOGA CASS JATA File sron Aar E raue raue 17 AID De a A e a ee Teer ee ee 17 PHC IATA RECONCINOLION scacs UA HI baceananeaaignesesanenemaaIeaReNs 18 EDI Creditor Invoices Overview 18 Ser CRC COM IV ONC taa E R 18 edor TOD ee dd een 18 EDP CreGitor Invoice Ene FOTINIGTS nun eek 20 IVES FONS ratito 20 ESMAS ON eco 20 COCOS IMAN ad eii 23 Creditor INVoice EDI Internal ConNtaCts een 23 EDREFEAILOTS INVOICES nenn e N E a E AN 24 COSES B
13. a consol has been from entered Job Consol Cost Code This is the Cost associated with the Creditors Invoice you Mandatory are entering Clicking on the will bring up a lookup from the Alpha Charge Code master file which is found in Administration Menu Account This is the General Ledger Cost Code associated to the Defaults Alpha Cost Code from Cost Code Description This is the Cost Code Description Defaults from Cost Code Excl Amount This is the amount on the invoice line excluding the GST N A Null Amount QB expedient FieldName Description Validation Default Incl Amount This is the amount on the invoice line including the GST N A Null Amount Previous This is the amount of money that has already been billed N A Defaults Billed on this invoice for the creditor This is for display from purposes only Invoice Creditor Previous This is the amount of money that has previously been N A Defaults Cost paid out on this invoice for the creditor from Invoice Creditor Balance This is the balance of money from the Previous Billed N A Previous Bill minus Previous Cost Previous Cost GST On Clicking this Check box will automatically add the GST to Optional the line items Use this feature if the Creditors Invoice you have received excludes the GST amounts on the line items Action Buttons Post Job This allows the user to post the current record Creditor The button will be enabled under the following Invoice cond
14. cimal 122 C 123 45 Total value of the invoice excluding GST Conditional Mandatory 20 Invoice Currency 123 45 Total value of the invoice including GST 50 20 20 3 12 2 12 2 Sample Bess u Name zu nu Business Rules if TtInvGST is not IETNVGST is not included aso TtInvGST ER Ei BSD DEREN value ofthe GST on the invoice Conditional Mandatory if decimal 111 00 TtInvAEGST is not included lem ae a char Expedient Job Number to be quoted by Creditor ao costcade char om Freer Creditorscostcode o qq CCAEXCGST decimal 122 Im 19345 Cost Code Amount excluding GST aa ecestna ear alm vorn Indicates whether GST is applied to the Cost Code Y es or N o 3 custrep char 25 fo 987654321 Customer Reference associated with the Invoice The CSV file must include the Field Name headings in the first row of the CSV CSV Sample File Example EDICode InvoiceNo InvDate BillNumber Currency ItInvAIGST TtInvGST JobNumber CostCode CCAExcGST CCGSTInd Cust ref DEMCON 123456789 3 02 2012 0BL987654321 AUD 123 45 111 00 1234567890 FREIGHT 10 00 Y 987654321 If the Creditor intends to send their invoices in the CSV File Format use the CSV File Format tab to match the information provided by the Creditor Debtor Creditor Aviation Security CSV File Format Cost Code Mapping Internal Contacts CSV File Format Field Name Field Order Required Client Reference 1 Yes Yes Yes Airway Ocean H
15. eing Creditor Payments Vessels When you have money to pay out that is not Job Related i e Stationary then you can input the Creditors Invoice which subsequently bypasses the Job Creditors process and is input directly into the General Ledger Creating G L Creditor Invoice Sr By clicking the button or typing A will place the cursor in the input screen in Add Mode 10 View Options GMA Maire Help v J ES a Add Update Delete Find Browse Presous Next Fost Gl Credikor wore Docs G Ledger Crediice Invoice Notes Meader Inis Cakoudeted Totals lrresice Date LOO4 20L5 Acc Dane BONS Ewe GST Total 452 03 Creditor DEMCON L DEMCON Due Date 14 2015 i sc Fre Invoice No DEMPOSTI ABR Currency ALO yA tee pp Irrecace Art 25 00 tech Rate 1 0000000 bw DR 0 00 Reference TEST TICKET 19904 im Une Woe Sed GST GL Code Department Desorption Exctuce Amount Inchade Amzurt GST CO 1220 000 ACCUMULATED DEPRECIATION 200 00 220 00 YES Capital Rem lwode Amounts Entered Amounts Entered fy meres GST On Imuce Amount 455 00 Exchucing GST 450 00 Entered Or 20 04 2015 GST Aunsum 45 00 Inchuding GST 495 00 Dierense 0 00 FieldName Description Validation Default Invoice This is the date of the Creditors Invoice Mandatory Date Acc Date This is the accounting date in which you want the Mandatory Creditors invoice to fall in Due Date This is the due date of when the invoice is due The due Optional Invoice Date date is based on the terms of t
16. he Creditor which is Terms Days located in the Creditors Tab in the Customer Masterfile Creditor Terms 90 El Days There is some validation on this date The due date cannot take place before the invoice creation date This can be amended by the user Creditor This is the Creditor in which the invoice is received from Mandatory Clicking on the Q will bring up a lookup from the customer master file Where Creditor is selected ABN This is the Creditors ABN Number This is a display only N A Default from field Creditor Invoice This is the Creditors Invoice Number Mandatory Number 11 Field Name Description Validation Default Reference This is the Creditors Reference Details A short Optional Details description of the payment being made Invoice This is the total amount as per the Creditor s invoice Mandatory Amount Invoice Line This is the type of charge method on the invoice Mandatory Excl GST Type Excluding GST or Including GST GLCode This is the Cost associated with the Creditors Invoice Mandatory you are entering Clicking on the will bring up a lookup from the Alpha Charge Code master file which is found in Administration Menu Department This is the Department in which the payment is to be Blank attributed Description This is the Cost Code Description N A Defaults from Cost Code Excl This is the amount on the invoice line excluding the GST N A Amount Amount Incl Amount This is the amount on the invoice
17. into the EDI Creditors Invoice screen following the instructions in the Customer Masterfile i e the date of exchange rate consolidation of cost codes and the mapping of Creditor costs codes to Expedient cost codes is set in the Customer Masterfile e Documents for the Creditor Invoice can be added to this screen using the P9S toolbar button Expedient will attempt to match the Bill Number in the file to a House Bill Number or Master Bill Number in Expedient If the bill number supplied by the Creditor cannot be found Expedient will show NOT FOUND in the Client Column Update and insert the correct Job or Consol number to 24 allow the invoice to be confirmed and posted Expedient will not allow the invoice to be set to OK to Post if any lines on the invoice display NOT FOUND Costs Billed In Update and when the cursor is in the Cost Code column in the table of charges the gsizuBilleni button will appear next to Insert Append and Delete This button will open a pop up window listing all the Costs previously billed for the Job or Consol highlighted in the Invoice screen Post EDI Invoice The posting function is available as a toolbar button in the EDI Creditors Invoice screen The button is available when OK to Post is set to Yes Only the invoice on the screen will be posted All EDI Invoices where OK to Post is set to Yes will be posted as part of the overnight Post process for all invoices Any Document
18. itions e OK to Post YES e Invoice is Balanced View Jobs This shows the Jobs and their invoicing amount which and are attached to the Consol that has been entered in the Amounts Job Consol Creditors Screen Docs Allows the user to attach supporting documents to the record Costs Billed In Update and when the cursor is in the Cost Code column in the table of charges the Costs Billed button will appear next to Insert Append and Delete This button will open a pop up window listing all the Costs previously billed for the Job or Consol highlighted in the Invoice screen Posting Creditors Invoices The next step is to Post the Invoice This process posts the Creditor s Invoice information to the General Ledger and the data in this screen will be cleared This is performed in the Creditors Menu Post Job Creditor Invoices aj Creditors N 0160 ME Y DE a E EDI Creditors Invoices Job Creditors Invoices G L Creditor Invoices Creditor Add On Write Offs Modify Creditors Invoice Load CASS IATA File Post EDI Creditor Invoices Post Job Creditor Invoices Post G L Creditor Invoices Post Add On Write Offs Reports To view this invoice after it has been posted go to Enquiry Only Creditor Invoices G L Creditor Invoices 8 Enquiry Only Job Financials Debtors Invoices Debtors Ageing Debtors Receipts __Batch Print Debtors Invoices_ Creditors Invoices Creditors Ag
19. line including the GST N A Amount GST On Clicking this Check box will automatically add the GST Optional Blank to the line items Use this feature if the Creditors Invoice you have received excludes the GST amounts on the line items Posting G L Creditor Invoices The next step is to Post the G L Creditors Invoice This process posts the invoice information to the General Ledger and the data in this screen will be cleared This is performed in the Creditors Menu Post G L Invoices Function 12 2 Creditors gt 3 EDI Creditors Invoices E Job Creditors Invoices oO G L Creditor Invoices Creditor Add On Write Offs Modify Creditors Invoice El Load CASS IATA File al Post EDI Creditor Invoices a Post Job Creditor Invoices Post G L Creditor Invoices la Post Add On Write Offs gt E Reports Creditor Add On Write Offs An Add On is whereby you have overpaid by a small amount and you wish to balance the general ledger A Write off is whereby you have short paid by a small amount and you wish to balance the general ledger a Creditors gt EDI Creditors Invoices E Job Creditors Invoices G L Creditor Invoices El Creditor Add On Write Offs El Modify Creditors Invoice iD Load CASS IATA File Post EDI Creditor Invoices Post Job Creditor Invoices Post G L Creditor Invoices Post Add On Write Offs Reports D OTOT 13 Creating Creditors Add On Write Offs ar By clicking the button or typing A
20. ouse Bill Number 4 Yes Yes Yes Yes Yes Yes Yes Yes Yes Customer Reference 113 No Expedient Software requires specific fields to be included in the CSV file This is indicated by the colour coding in this tab e Red Mandatory e Orange Conditional e No Colour Optional Mandatory fields must be supplied by the Creditor in their invoice file Expedient cannot upload the invoice if the mandatory information is missing 21 Set the Required flags to Yes or No to match the information the Creditor will supply in their CSV file The system will indicate which of the Conditional fields must be supplied by the Creditor Creditor Invoice EDI Fields Select one of the following fields to be included in the CSV file format Field Name Total GST Amount Total Invoice Amount excluding GST Match the order of the columns the Creditor is using in their file to the Field Order number on the screen Expedient Software will not load a Creditor Invoice if the order of the columns in the file does not match the order specified in the Creditor tab 22 Cost Code Mapping This screen matches the cost code your Creditor uses for charge items to the cost codes you use in Expedient e g your Creditor may use the code TRUCK in their invoice which correlates to your cost code FR for Freight Obtain a list of the Cost Codes used by your Creditor which may be short code or a full text description e g
21. rence 12345578501 234 407890 123430780 Acccumt Ni ABA Muertos Croditor Toma Days rot Card G EFT Croditor Nat Sul Up Account Balance 272 A0 Receive Creditor Invaice EDI Yes On Aca Amot IELU FoI Create Advise the Creditor to sand the Invoice Me to the Hile Fama CSW Ale Formal dorobisatical system admin Creditors Identitying Retorence Invaice G Consolidate Ines with the same ST Exctuding Cost Code pe JobiConsol number No Agolied Exchange Rate Late of Invoice Set Receive Creditor Invoice EDI to Yes The screen will then display the set up questions and further tabs for Creditors Invoice EDI Work through the following questions in the Creditor Tab 18 Field Name File Format Advise the Creditor to send the Invoice file to the following address Creditor s Identifying Reference Invoice GST Consolidate lines with the same Cost Code per Job Consol number Applied Exchange Rate Description This indicates what format the Invoice data will be received in Select from the pull down list This field is followed by the email address the Creditor should send the email with the Invoice file to This field displays the email address the Creditor should send the invoice file to The creditor needs to send an email with the invoice file as an attachment Provide this email address to your Creditor If you do not see a valid email address here contact Expedient Software using Suppor
22. s added to the EDI Creditor Invoice will remain with the posted invoice Creditor Invoices received by EDI are easily identified in the Enquiry Only gt Creditors Invoice screen by the EDI Invoice tickbox antes sas Erudito brocs EXPEDIENT OLVELOOMEINE A e Le file View Options GMA Maint Help 1 A _ u 5 tit Find Browse Previous Nett Docs Creditur Invoice Invoice Details Creditor DEMCON 4 DEMONSTRATION A COMPANY Document No 7727 Payment Status UNPAID Invoice No 45289 Account Date 17 08 2012 Y Doc 2 Description Invoice Date 20 12 2010 User tania EDI Invoice OK to Pay Duo Date 17 08 2012 Y Invoice Charge lab Mo Department Account Mc Description Amount GST GST Amownt Total Amount FXC Amount i LA A 17 fh N SUAN i i E g 48072 QIS DA 4060 DRAWBACK APPLICATION 10 00 Y 1 00 11 00 0 00 Amounts Overseas Amount 121 00 GST Amount 100 invoice Amount 121 00 Currency Rate 1 0000 Balance 171 00 1 of 13 25
23. ss Payment Payment Job Related Yas Does Payment need to be made immediately No Receme Creditors Invoice Do not add Invoice Inform Creditor Yes CREDITORS Add G Ledger Creditor Invoices Creditor on Terms BANKING Add Disbursement CREDITORS Add Job Creditors Invoice CREDITORS Post GST Gen Ledger BANKING Post Disbursement Cheque CREDITORS Post Creditors Invoice BANKING Post Gen Ledger Cheque BANKING Add General Ledger Cheque BANKING Foreign Payments BANKING Post Contra Payments BANKING Add Creditor Cheques Does Creditor eed to be paid No f No Action Required Mark Cheque amt Mark off Full Creditor Involce s amount Save Creditor using Short Over Cheque Pald button BANKING Post Creditor Cheques Job Creditors Invoice QB expedient In order to process payments you firstly need to create a Creditor s Invoice This is available in the Creditors Menu Job Creditors Invoices Creditors gt ca EDI Creditors Invoices Job Creditors Invoices G L Creditor Invoices El Creditor Add On Write Offs Modify Creditors Invoice E Load CASS IATA File Post EDI Creditor Invoices Y Post Job Creditor Invoices m Post G L Creditor Invoices Post Add On Write Offs gt 3 Reports Once you have selected the Invoice Function you will be presented with the follo
24. t Tracker This is the reference contained in the Invoice EDI that identifies which Creditor sent the invoice The Creditor should advise you what reference they will use in the invoice file Expedient will then upload the invoice against the correct creditor when the file is received This indicates whether GST is applicable to the invoice Select from the pull down list Please advise the Creditor that the invoice file cannot include GST This indicates whether lines of the same cost code in the invoice will be consolidated on upload This is the date the exchange rate will be applied Select the date to apply from the pull down list 19 Validation Mandatory Mandatory Mandatory Mandatory Mandatory Mandatory Default Blank System Generat ed Blank Blank Date of Invoice EDI Creditor Invoice File Formats Creditors can send Creditor Invoice EDI in either XML or in CSV file format Select which format the Creditor will use in the Customer Masterfile Creditor tab XML File Format The Expedient XML file format for Creditor Invoices is as follows Supply this format information to your Creditor if they want to send Creditor Invoice EDI using a XML format The field names in the XML file must match the Field Name specified below M O Sequence Field Name Type Length C Sample Data Business Rules HEADER INFORMATION HEADERINFORMATION o O E i AAA eee o aoe PU so ae muma apaga
25. t eao cecon 3 char 50 M MILLMAN Expedient Bill Number Master Air Way Bill Number Ocean Bill Number or char 20 987654321 House Bill Number TotallnvoiceAmountIncGST 123 45 Total value of the invoice including GST Total value of the invoice excluding GST TotallnvoiceAmountExcGST decimal 11 E To TotallnoviceGST not provided Total value of the GST on the invoice Conditional Mandatory if 10 decimal 123 45 TotallnvoiceAmountincGST not provided a Custref Char 987654321 Customer Reference associated with the Invoice DETAIL INFORMATION 1234567890 Expedient Job Number to be quoted by Creditor CostCodeAmountExcGST decimal Indicates whether GST is applied to the Cost Code YorN Y es or N o The Expedient CSV file format for Creditor Invoices is as follows Supply this format information to CSV File Format your Creditor if they want to send Creditor Invoice EDI using a CSV format Conditional Mandatory if TotallnvoiceGST m nvo amp u N E Oo R ssl The CSV file must include the Field Name headings in the first row of the CSV sequence rietname type tenet more bie Sequence Field Name Type Length M O C Data Business Rules EDICode char 50 M Client Reference Code mapped to Client Code in Expedient Invoiceno enar 200 Invoice Number e aw M Master Air Way Bill Number Ocean Bill Number or House Bill 987654321 Number TunvalGst decimal 122 TtINVAEGST de
26. wing screen File Vew Options GMA Mert Help Add Usdate Delete lu Coria Creditors Header Inf lrvecsce Dane 01 05 2014 Creditor DEMOON Al Inwace Mo MOOO113 4 Irrecece Amt G JobyCorael mM 5014800 H 5019839 H 5014139 H 5014340 H 3046010 a u gt Find Browse Previous Mea Post Job Creditor lrvoce View Jobs and Amounts Docs Acc Date 02 06 2015 i DEMCON TEST FORWADEN Due Oste 91 15 2014 Import Con Currency AJO Peymert Tyce EFT Rete 1 0000006 Invoice Live Type Excl GST OK Ta Poit Yes 687 63 Type Oe 515 WIA WIA VEA vis Erkered By petal AARTSTO DEMCON DEMCON DECON VSCAHYG Cost Code ut Mo Description 2377 IMPORT SECURITY FEE 4001 AGENCY AND ATTENDANCE 4001 AGENCY ANO ATTENDANCE 2345 AIR CARGO REPORTING FEES 2430 DELIVERY ORDER FEE BALE 110 00 Previmn Jour 100 00 Irma Amourts GST On Inverse Amour 637 68 GST Amount S470 EXCL Amount INCL Amoure GST 55 00 06 0 NO 381 42 420 09 YES 15 16 16 63 YES 8 18 75 00 YES on 11 00 YES Prwun n Loet 91 Entered Arriate Exchuding GST Including GST Calculated Total Exc GST Total 672 38 Dos EST Amt 34 70 Inw Tota 687 45 ALO Amt 687 68 Dw Di 0 00 Malsnoe 2 91 612 98 657 66 This screen is designed to display all of the current Creditors Invoices that have yet to be posted to the General Ledger For further information on posting please refer to Post Creditors Invoice expedient
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