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Disbursements Part 1

1. 937 4 6 2 ENREDR Mer 940 4 6 3 Reporting on ENS through CDD TT 943 4 6 4 Order Summary Report this is CDD report 944 956 5 1 Bank Reconciliation 5 956 5 2 Person Entity 5 2 956 5 2 1 OTT 956 Purchasing Troubleshooting 957 5 3 1 PO ale ge Om 957 54 Stores Inventory Troubleshooting uester vet iueyeneterceceatdaodecunedeeatousyyeuatewedsaloadouns 963 6 Advanced Special Configuration ocius oiu cc ceca pun uan c eoe ea nva eua n Cc 964 6 1 Accounts Payable Advanced 964 6 2 Bank Reconciliation Advanced Special 964 6 3 Person Entity Advanced Special 964 6 4 Purchasing Advanced Special
2. 272 3 4 1 Uns ec 272 3 5 Person Entity Processes nie ss T oie detec 272 3 5 1 Me 272 3 6 Purchasing adfecit o o 100 T 310 3 6 1 PO Blanket Order Processing tree ener magn eere 310 3 6 2 Disbursements Guide Purchasing eux 314 3 7 Stores Inventory Processes usce va nS 407 3 7 1 Be Tem 407 3 7 2 SI Tutorial 2 Set Processing 414 3 7 3 SI Tutorial 3 Stores inventory SI Disbursements 421 4 Process 497 41 Accounts Payable Process 497 4 1 1 E NR RET 497 4 1 2 56 gt meet 579 4 1 3 POS ice tht it lt ected incertae ee ante mine 587 4 1 4 UNDIES P 596 4 1 5 PP FAG UNS P
3. 982 9 1 7 How can close EN by account from AP by using in the pay field 982 9 1 8 How do default today s date for the posting date when distribute my AP sets APOHBTDS 982 9 1 9 What posting strategy subsystem interface or glutsy is used for AP processes 982 9 1 10 The Batch ID fields were displaying the Batch ID but rather the word Total 983 9 1 11 Why do get the message You do not have authority to copy sets when try to copy a 7i set in ARORBTUB e o 983 9 1 12 My tax rate changed how does this effect AP PO and SI subsystems 983 9 1 13 How to define Multiple Use Tax rates 984 9 1 14 How to block AP from changing a vendor on an extracted PO APOHBTUB 985 9 1 15 How can avoid overpaying PO encumbrances in an AP 986 9 1 16 Changing AP batch proof to check on entered date instead of date within batch 986 9 1 17 How to use the 10 AP hold status 987 9 1 18 How to produce a paper copy paper remit of the AP EFT to give to the vendor 987 9 1 19 How to print the same check number on all physical checks when there is an overflow void continued stub check 988 9 1 20 How does the retainage g
4. 964 6 5 Stores Inventory Advanced Special 964 e DISBURSEMENTS 8 eO apnime 965 7 1 Accounts Payable Integration HERE DS ERR ANNUI RUNE 965 7 1 1 rci 965 7 1 2 Se CCN e anne E 965 7 1 3 TAEI e E E E E A E 965 7 2 Bank Reconciliation Module 974 7 2 1 PS UN E E 974 7 2 2 EE E eee 974 7 2 3 terface S Ot 975 7 9 Person Ehnlty Module Integration 2 975 7 3 1 ee P 975 7 3 2 sip M n 975 7 3 3 RR NEED o EE 975 7 4 Purchasing Module IntegtatlQli s rrr Ce ennenen nennen nenen S ar rra ennn Py Eni e ERR onc 975 7 4 1 t 975 7 4 2 legi 975 7 4 3 ecu dM dep PIN PII PII a NI
5. 610 42 Bank Reconciliation Process Reference 626 4 2 1 EUN Ke 626 4 2 2 Processing E 627 4 2 3 pc 665 4 2 4 yes mmc DLE 665 4 3 Person Entity Process Reference uice nde eene oa t vou P RR 667 4 3 1 Entry E DISBURSEMENTS 7 4 3 2 684 4 3 3 eee eee 684 4 3 4 PRS OMS 699 4 4 Purchasing Process 707 4 4 1 Eun AN nate NI 707 4 4 2 PROCS S SUNG xXx nr a plex box bu uc ETE 709 4 4 3 Muf C H 852 4 4 4 rice D NENNEN T 866 4 5 Stores Inventory Process 874 4 5 1 En AEDE PEE T EI ED UM ANC MED 874 4 5 2 POC T 889 4 5 3 909 4 5 4 uj 922 4 6 Disbursements ee ems 933 4 6 1 Purchase Request Listing
6. 975 7 5 Stores Inventory Module Integration sse een 976 7 5 1 976 7 5 2 SECUN OTIO 976 7 5 3 pce a 976 o M M 977 8 1 Accounts Payable ImplementatlOli SE Gene Do tes ERR 977 8 1 1 he 977 8 1 2 Template te 977 8 1 3 eger MR D 977 8 2 Bank Reconciliation Implementation ucc RENE exu mer ERERRE ES Me gne n SR 977 8 2 1 Boise M T IE 977 8 2 2 Template Project 977 8 2 3 PUTAS sec cele ede esca 978 8 3 Person Entity 978 8 3 1 Dependencies 978 8 3 2 Template Project cui io va Sad 978 E DISBURSEMENTS 9 8 3 3 caste e
7. S8 howe invoce Detail Reversal Vondor 72 255 8 NN Date 727 1972003 Eray rene E rh Securty Code E User Invoice Total 100 00 Sreteminvoice Tota 10000 invoce Details Main Account Number 101500 fos Description avance Quanfiy 1 Pf E Unt Frica 100 00 Dus Cate 08 19 2003 1 Racsived Dele TY X l a Tax 2 Authorized Dele Cher ge Second Raf Dex Terms 0 0000 Proact gt Bakaw io Bj ches Extended Ameurt 100 00 Div vensi Account Transaction Format iic sea crece Refund Tere Former Gark I Reta Amount 0 00 Status m Posting Code ox UK NOTE Account Number Org Key of Travel Advance Object Code MI DISBURSEMENTS 229 Relate To field AR Division TRVL Step 2 Print AP Set Proof APOHBTBP Step 3 Create AR set from AP set ARSPAP This process automatically created the AR set from the AP set Step 4 Distribute AR set to AR only ARBTARDA This set will be distributed to AR only so there will be no posting to the GL The GL posting will occur when the AP set is processed Step 5 Distribute AP set to OH and GL APOHBTDS DR Travel Advance Receivable 100 00 AP 100 00 Step 6 Print Checks APOHPPSP APOHPPRP amp APOHPPPA DR AP 100 00 CR Cash 100 00 Use Tax Processing How You Do It Step 1 At end of the month after all
8. APOHBTUB in Command box and press Enter Key Step 2 Click Tools on the left side menu bar E DISBURSEMENTS 167 Links Workflow Attachments Tools Reports Step 3 Select Copy OH Set lt j APOHBTUB OH Batch SunG Links Workflow Attachments Tools Tools for Set Header ig Set Step 4 Enter the From Set ID and To Set ID and press Copy E DISBURSEMENTS 168 Copy Set Web Page Dialog OH100251 To Set ID 1 http n74 bi tech com iFas7 Tools APOHCopySet htm Internet Step 5 If the set you are trying to copy has blocks then your copy will be blocked If the copy is unsuccessful you will see the reason why in the message area at the top of the screen To cancel this situation edit the original set and remove the block condition Upon the successful completion of a Set Copy a Copy Complete message will appear at the top of the screen The post state of the NEW set will always be set to BE E DISBURSEMENTS 169 Copy Complete jORRGOSO4 lleer Set Total 01 Creating Set Proof How You Do It Step 1 Opening the Accounts Payable Screen A Click AP Accounts Payable B Click OH Open Hold A P System Totals Sat ictor Su Invoice Count 4 Pound Gout 1 E DISBURSEMENTS 170 Click BT Set Processing D Click BP Create Update Set File Step 2 Type in the name of the se
9. E HE D Warehouse Information SIUPWH To utilize Stores Inventory there must be at least one warehouse defined The warehouse is any physical location where products are stored and an inventory count may be desired E DISBURSEMENTS 132 To access the WAREHOUSE screen key in SIUPWH Warehouse ID Description fps we 2 00 tes 530320 Search Order 1 Overhead 95 10 00 Street ADDRESS LINE 1 Backorders Y ADDRESS LINE 2 Require Association ADDRESS LINE 3 Quoted Pricing City VASHON F state Wa F Zip 99999 Encumbrance Supervisor ID Inventory Account GL ME 01000 1271 g Posting Account GL ME 01000 52 oo g Exception Price Calc LIFO Cycle Count Number Frequency Expressed as Last Inventory Next Inventory M m DISBURSEMENTS 133 E Inventory Information SIUPIN Inventory specific product information must be entered into the Stores Inventory system Each item that is maintained in the Stores Inventory system will have inventory information associated with it Use the INVENTORY INFORMATION and ADDITIONAL LOCATIONS screens to enter inventory information into the system Product ID 2P PO 1 Warehouse 1711 Quantity 1 FIFO Cost 0 00 Description PRODDUCT ONE SIY REQ LSED SISO Units E2 Sh uia Tolal FIFO Value
10. Fastkey File Rebuild 15 VF Fastkey File Verify i 1458 IN Interface into Order Entry Match PO and SI Values Match SIDB with PEDB PG Purge Filled Orders PP Purge Product from SI amp PE ES S S ST ST Tepbeedee S S SI ST 0 RE Re Encumber Orders v BR Receiving Batch from Barcode v RC Recompute Inventory Balan v 44 RV Redeiive Item Values v v E Cl Selectively Change PE ID v ij CH Selectively Change Product ID v vj CU Selectively Change Units t 150 Std Barcode Issuing Interface v v 1458 UB Undo Batch GL Posting SI 8 v v 00 Undo Order PostingSl Ony V UN Undo Trans Posting SI Only v v ij UG Undo Trans Posting SI v ij OR Verify Order Status Codes v f WI Walkin Barcode Issuing Interfc v v MI DISBURSEMENTS 148 Restrictions that can be placed on the user can range from no access to printing no updating of orders and no approval of orders as seen in the example below Approval Class User ID Heidi Genasci Print pick tickets C Approve orders Approval Type RE orders C Display Prices C Change order after printing Security Codes Enter four character security codes along with Read or Write access Example SE
11. If a set was posted with O that should have been posted with P if checks haven t been cut you can undo and re post the set If checks have been cut you ll need to call help desk to discuss which option you want to use to fix the data EN payment was made to wrong object code from AP how to fix Step 1 If the payment was made to the wrong object code then the best way to change it is to change it in AP with a zero tape total AP set Step 2 You would create an AP set with a tape total of zero and a status of PD so that it won t print a check You would create 2 payments one to reverse the payment to the object code you did not want to pay to and one to move the payment on the object code that should have the amount Step 3 Then post it and it will update AP EN GL etc all at once with just 1 set E DISBURSEMENTS 190 Correcting ENs in wrong fiscal year Case 1 A PR is created in new year should have been created in old year PO has not been printed Case 2 A PR is created in old year should have been created in New Year PO has not been printed Solution for 1 and 2 Disencumber the PR with POMADE or ENUTDI use ENUPTR or ENUTPU to erase the EN details correct the requested by date then reopen the PR You may also need to make a temporary change and then change it back to force the system to re pre encumber Note ENUTPU only affects the ENDB It does not delete entries from the PODB Case 3 A PO is printed in
12. clients Bank meme cliemts Bank Neme NET For record type 5 there are three fields assigned by the client or client s bank The three fields are Client Name Client Identification Originating DFI ID ABA These are entered on OHEF CONTROLS in descriptions 1 2 amp 3 respectively E DISBURSEMENTS 249 JUPCD SunGard Di Tech lt Microsolt Interret Cxplorer Edt Mew Fevorkes Took Help e fess i htin ffaether ifes Screensithucleus NUUPCD aspiinsicht 1conrect trein3 amp l 3 81L PM 4 gt oe Raced3o9 3 Code Category 7555 Code Value CONTROLS Ledger uv Shot Desc Medium Desc EFT File Bank Informacion Long Dese Associated Numeric Values Associated Codes Associated Descriptions Vee EFT File Name The file is created in your data group The file name is placed on common code OHEF CONTROL Place the word FILE in a code box and the file name in the description box to the right E DISBURSEMENTS 250 UPOD SunGard Br Tech bromm3 Microsoft Internet Explorer Code Category Code Valuer 2207 Shon Desc Meclum Desc EFT File Long Desc E ee E MEC EIC ra Note Each run of APOHPPPA that produces EFTs will overwrite the last EFT file Vendor Specific Setup Flagging a vendor to receive EFT payments instead of paper checks is done through IFAS mask PE
13. A B C D Enter job number and press enter Enter the Check Date Date of the check Enter the AP check stock ID AP Make sure you to run this interactively as the system will prompt you for the control check numbers as it did when running APOHPPPA in order to reprint the checks The following examples may help in processing check runs as jobs In the example a check run job has been launched and in the first screen shot the Recall command was used The message awaiting a reply is on the upper right hand portion of the screen Borne SunGard fit Tech Madtesth Microsoft Internet Explorer Fie Eck Fewrkes Tods Heb Q x 2 Po Je rentes D Ares E Petr fles m neben tT Gernsis Hane sep 14 01 95 LOM E IFASTST B IF Payable IP Immediate Pay AYP rst Form Control number in current box is 00100185 Open Hold AP Lepl y OK if correct or enter desired 6 digit number 2 Ga Approval Processing E BT Batch Processing CS Client Specific IN Invoice Processing 19 Interactive Inquiry of OHDB P Payment Processing 24 Selectad Opan Hold Entriae 3 4 OH Selecton Criteria Check Date T Jenny Gowers J Printer Copies Name Pri 0l FARMZARC ts orms Printer Copies Name Pn 01 FARNZARC Milos Above is a shot of the display after typing Recall in the comma
14. E DISBURSEMENTS Automated Data Export POPO EN POUPPA PrintPO s Purchasing Receiving Database POUPHC Receiving 1 4 6 Basic Steps Under Construction E DISBURSEMENTS 75 1 5 Stores Inventory Overview 1 5 1 SI Overview In broad terms inventory represents the value of assets held for future use The Stores Inventory system SI is designed to account for assets purchased by an organization which are being held in inventory until needed by a sub unit of the organization or until the assets are sold to outside third parties The SI system accounts for the assets from the time they are received until they are disbursed To accomplish this task the SI system has been separated into three major functions The receiving function the inventory control function and the order processing function The SI system includes an optional automatic interface to the Purchasing Accounts Payable Accounts Receivable and General Ledger systems The SI system makes use of the IFAS Person Entity database therefore a separate entry of Vendor Customer and product information into the Stores Inventory database is not required SI Functions The following is an overview of Stores Inventory s three major functions Receiving Functions The Stores Inventory database can be directly updated from the Purchasing system when assets previously defined as Stocked items are recorded as being received in the Purchasing system The Purc
15. Item Gty Unit Price Total Amount 00000000164 07 19 2004 R753460 0002 00000000164 07 19 2004 R753460 0001 10 17 2003 R82278 0001 10 16 2003 R82256 0001 04 25 2002 R81957 0001 NH DISBURSEMENTS 130 5 Free Form Text Use the Free Form Text tab to add information to your record Several categories are provided in which you can enter information and this information may be used for reporting purposes Discount and Price Calcs Brands Vendor Product Info History Free Form Text Count Sheet CT Catalog Purchase Order PO AR Invoice IM Pick Ticket PT Packing Slip V C E DISBURSEMENTS 131 C Stores General Information SIUPGN The General Information screen defines information which determines the characteristics of the system Examples are specifying the Default Pricing Formula Commit Flag Catalog Text Type Catalog Price Formula and Default Codes There can be one GENERAL INFORMATION screen defined for each ledger or for all ledgers Ledger F Default Global Price Calculation C Use interactive committing Catalog Text Type g Show prices by default Catalog Price Calculation C Display quantity Order Entry Receiving C Use Delivery Routes Transaction Code or E RC M Transaction Format E NB Allow multiple warehouses per order g Allow ordering when quantity on hand is zero Global Prices Code Calculation Code Calculation
16. To access the GENERAL INFORMATION screen enter APOHUPGN and press RETURN Refer to the online help attached to the screen for more information about this screen Security Roles The Manage Security Roles screen NUUPSR and the Security Codes screen APOHUPSC are used to define open hold User Approval capabilities If the user will not be using any Security Codes NUUPSR is the only screen required Security Roles are required for regular Accounts Payable processing and to access the Approval module If Security Codes are to be used the APOHUPCD screen must be filled out first and the Security Codes added to the user s Security Role Filter clause Enter Menu Mask NUUPSR and press RETURN You will arrive at the Manage Security Roles definition screen 4 Security Roles lim ees SAL Pak Tile Se at Cr Fue Rove Vae 14 12 Fensi 2 08 lu x Tb Aws ly 2 D dd Accost a abe E sla a Srnie Friaclivas 9 s E Tecs vase Security Roles are documented in the Security Guide Please refer to this guide for more information i DISBURSEMENTS 84 In implementing defining the approval process it is desirable to closely examine the Organizational Structure in use at the site The Organizational Structure would indicate what is necessary for each person to be responsible
17. first sequence would be A then B etc E DISBURSEMENTS 164 2212052418 R 0 00 Step 4 Type in your set total in the User Set Total field if known or 1 if unknown at data entry time User Set Total Step 5 Press the Enter Key to go to the next screen and start entering invoices To enter invoices refer to ENTERING DIRECT PAY INVOICES or ENTERING INVOICES WITH PO guide E DISBURSEMENTS 165 invoice Dezail Step 6 To complete the set click the Set Tab to review the User Set Total to the Set Total from the System Place the correct amount in the User Set Total field Step 7 Run a set proof and submit for posting i DISBURSEMENTS 166 How to Copy a Set How You Do It Step 1 Opening the Accounts Payable Screen A Click AP Accounts Payable B Click OH Open Hold A P C Click BT Set Processing D Click UB Create Update Set File P Cy Favorites B IFAS _ E EN AP Accounts Payable 8 G Immediate A P OH Open Hold A P a Approval Processing E ra BT Batch Processing E 39 Batch Proof Listing 9 83 DA Distribute batch for approval amp 89 DE Dist Batch File to EN Only m 53 DO Dist Batch File to OH Only m 89 DS Dist Batch File to OH amp GL amp E GL Dist Batch File to GL Only 89 Test Batch Posting Report a 3 TX Tax Calculation Methods fa ee Aliant Alternate to Step 1
18. E DISBURSEMENTS 2 SUNGARD PUBLIC SECTOR LLC MAKES NO REPRESENTATIONS OR WARRANTIES ORAL OR WRITTEN EXPRESS OR IMPLIED WITH RESPECT TO THE SYSTEM SERVICES SOFTWARE DOCUMENTATION OPERATING ENVIRONMENT ANY OTHER SOFTWARE OR SERVICES PROVIDED HEREUNDER OR ANY OTHER MATTER ADDRESSED HEREUNDER AND SUNGARD PUBLIC SECTOR LLC EXPLICITLY DISCLAIMS ALL OTHER WARRANTIES EXPRESS OR IMPLIED INCLUDING THE IMPLIED WARRANTIES OF TITLE MERCHANTABILITY AND FITNESS FOR A SPECIFIC PURPOSE SunGard Public Sector LLC shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material This documentation is proprietary and confidential information of SunGard Public Sector LLC Copying reproduction or distribution is strictly prohibited All rights reserved Copyright 2008 by SunGard Public Sector LLC 890 Fortress Street Chico CA 95973 Should you wish to make a comment or if you find an error in the text please contact us via email doc bi tech com i DISBURSEMENTS 3 Document Change Log Version Date Change Description 7 9 3 January 2009 7 9 3 Version i DISBURSEMENTS 4 Contents EOS Mm 11 1 1 Accounts Payable Overview Rum 11 1 1 1 System OvervieW aac lancet 11 1 1 2 Key TS AMSG 14 1 1 3 Getting St
19. opt Note When defining the BKRC xxGEN common code for this type of bank file use N for header and trailer records Account Reconciliation Output Format for Mainframe Data Transmission Diskette Cartridge Below is a layout of data produced by U S Bank for Full and Partial ARP and Deposit Reconciliation accounts as well as daily checks paid transmission files This data is the same information that is found in the ARP journals with the exception of the outstanding issue balance and contains complete transaction detail on the accounts for the statement period The file has the following specifications IBM standard label or unlabeled cartridge only 80 character record 20 records to a block cartridge only Decimal implied Each file may contain multiple accounts A total record for each account will follow the detail records Detail Record Field Position Length Contents Description 1 01 02 2 01 Record Code 2 03 14 12 Numeric Account Number 3 15 24 10 Numeric Serial Number 4 25 36 12 555555555 Amount 3 37 44 8 MMDDYYYY PAID Cancel Stop Debit DATE E DISBURSEMENTS 98 6 45 52 8 MMDDYYYY ISSUE Credit DATE 7 53 64 12 Numeric Item Reference Number Number on back of paper item used for research Will be zero filled on paperless item 8 65 79 15 Alpha Numeric Additional Data From Issue file if provided from customer 9 80 80 1 Numeric Record Type 1 Paid No Issue 2 Outstanding 3 Reconciled 4 Sto
20. 0 00 LIFO Cost Inventory Additional Location Activity Committed 0 OE Calculation Code Class E 5 Available 1 M Order Point On Order Order Limit Min Supply Back Ordered Bundle Amount Max Supply Bundle Percentage pm Primary Location 9 Supply Expressed In E Bin 6 Safety Stock Floor Last Activity Date Maximum Allowed Row Last Count Date Shelf Oldest Date Age Expressed As D Days Age 2877 1 Inventory The INVENTORY Tab is used to update the Stores Inventory Information regarding products held in inventory This information includes the physical location of products in the warehouse order information and stocking level information NOTE The system will create this screen for items being placed in inventory for the first time Even though the screen is created by the system location information must be entered on this screen uL DISBURSEMENTS 134 To access the INVENTORY tab key in SIUPIN Inventory Additional Location Activity a Reorder Information Committed 0 m Calculation Code Class Available 1 p Order Point On Order Order Limit Min Supply Back Ordered Bundle Amount Max Supply Bundle Percentage BB Primary Location 9 Supply Expressed In Mi Bin 6 Safety Stock Floor Last Activity Date 7 2 6 199 Maximum Allo
21. 1 3 2 Key Features Person Entity Features The features of the Person Entity system will be briefly described as the PE menu is outlined To access the PE menu from the main menu key in PE The following menu will be shown Which function would you like to perform in the Person Entity System FL Database File Listing CS Client Specific IP Interactive Product Inquiry IQ Interactive Inquiry i DISBURSEMENTS 28 LB Print Address Labels LU Vendor Lookup PL Print Product Bar Code Labels SR Standard Reports UP Update Database UT Utilities Person Entity and product information initially enter the PE system either by a user manually entering the information in the Person Entity system PEUP or by other systems such as Pur POUPPR or Accounts Payable APIPBTUB transferring data to the PE system The Person Entity Information and Product Information sections of this guide outline in detail the processes by which data initially enters the PE system Included with all SunGard Bi Tech software is a powerful Interactive Inquiry facility The PerInteractive Inquiry PEIQ and Product Interactive Inquiry PEIP sections detail how to use the Interactive Inquiry Facility File listings may be selected and printed based upon multiple selection criteria The File Listings section explains how to use the File Listings facility Address labels are user defined and may be selected and printed based upon multiple selection criteria T
22. An Immediate Pay Audit report of entries to the GL is printed The set file is moved from the data group to the posted group to prevent duplicate postings OH is Y a Report of Entries is printed Distribute to Open Hold Only This function APIPBTDO allows the user to post to the Open Hold database only The standard process in Immediate Pay is to post to the General Ledger and optionally to Open Hold This function however is useful for users who may have previously chosen to post only to the General Ledger but now want to have transaction history in Open Hold The user would have answered N to Hit OH during the APIPBTDP function The system will prompt the user for a set file name to post Those transactions will enter the Open Hold with a status of PD m DISBURSEMENTS 94 2 1 5 Advanced Under Construction 2 1 6 Best Practices Under Construction 2 2 Bank Reconciliation Setup 2 2 1 Basics BK Terms amp Definitions Dates In Transit Deposit In Transit In Bank Items already cleared through the bank Check Type Code Denotes which subsystem generated the check Deposit Slip Level Information storage level for reconciliation Cash Receipt Information Tied to each deposit slip stored in BK database table Status Codes Match Status Code to tie the original transaction and the bank transaction Deposit Status In Transit or In Bank Recon Status Represents where the record is i
23. Code Category APAH Code Value ADDRESS Mandate Receiving for Purchasing in Accounts Payable Code Category APUB Code Value POPAID Exception listing on AP Set proof Code Category APBP Code Value POEXCEPT Overpayment Control Code Code Category APEN Code Value PAYTOT set Proof Check of Amount Paid Code Category APPO Code Value PAYTOT Block Payment of Duplicate Invoice Code Category APOH Code Value DUPCHECK System Generated Tax Codes Code Category SYTX Code Value User Defined Defined State Rate for system computed Sales and Use Tax Code Category SYTX Code Value STATE Defined State Rate Table Code Category OHTX Code Value TABLEI Defined Relate To Codes Make sure the 1099 codes are mapped on Common Code CK99 RELATEI to RELATE3 Code Category or RTO2 Code Value Defined Value Check Stock ID definition Code Category CKID Code Value User Defined Fund ID definition Code Category FDID Code Value User Defined i DISBURSEMENTS 159 Pay an Invoice Select for Payment Why You Do It Step 1 Opening the Accounts Payable Screen A Click AP Accounts Payable B Click OH Open Hold A P C Click PP Payment Processing D Click SP Select Entries for Payment AP Accounts Payable BR IP Immediate Pay A P ra OH Open Hold A P ia a AP pi Processing Inquiry of OHDB Payment Processing PA Pay Selected Open Hold Entries RP Report of Entries for Payment Alter
24. Datch Proof Listing B g 8 i 2j 23 23 89 cs Specific Alternate to Step 1 Type APOHBTUB in the Command box and press the Enter Key E DISBURSEMENTS 183 Step 2 Finding the Set or Invoice A Click on the Find button and from the drop down menu select Find Search Type in the Purchase Request number and press Enter B You may search for your Set or Set by typing in the Set ID and pressing enter Set ID 4 If you would like to find a particular Invoice click on the Invoice Tab and type the Invoice number in the Invoice field and Press enter D Or you may click on the Next button and view each of the invoices entered in a set You may also search on many other fields including date and account number Step 3 Changing the Direct Pay Invoice A Click into the field you would like to change and make the correction In the example below we are changing the Price Quantity vendor and account codes are other commonly changed fields Price E DISBURSEMENTS 184 Invoice Detail Invoice 56866 g Vendor 10 17000072 Add Cd 1 Invoice Date 01 01 2003 VENDOR 2 Security Code F User Invoice Total 202 00 Invoice Details Account Humber EFOD Description FOOD por PF Due 01 01 2003 Relate ReceNed Date Atho Te Deta Second Rat Product ID Bank 10 CH Rec
25. Not required Descriptions 1 5 Not required Loading Updating Transaction Information SIUPTR This function allows the user to place transactions directly into the Stores Inventory data base or modify transactions without using the normal processing procedures Any corrections made using this function will only affect the Stores Inventory data base and will not be posted to any other system however changes made here may have an effect on the further processing of the transaction at a later date Therefore caution is advised in using this function to make changes to the Stores Inventory data base When this function is used an audit trail report is printed which lists any changes adds or deletes that were made using this screen uS DISBURSEMENTS 144 To load update transaction entries in the Stores Inventory data base key in SIUPTR and the TRANSACTIONS screen will be displayed Product ID APPO1 PRODDUCT ONE SIY REQ LSED SISO Warehouse AP11 d Type Quantity Units F Total Amount 25 00 Reference OE990783 Item 0001 Trans Code oz 8 Total Cost 4 302 ID Posting Code 0 1 Account GL ges 1010 5200 4 Description test Second Ref Batch ID Misc Lot 0712994 SI Job Humber Prep ID KH Serial 30712990 GL Job Number GL Post Date 07 26 1999 Expiration Date 08 15 1999 Date 07 2 67199 Stock Gty 1 Unit Value Time 2346 In Stock Gty 0 Unit Balance Sequence U
26. Note The entire PO does not have to be reprinted to automatically update Encumbrance The update occurs when the changed item or the PO is reprinted PO NU Security is established via Security Roles Security can be set via a combination of Data table and attribute Functional and Menu Mask permissions Security codes can be established to allow disallow reading writing and updating Purchase Requisitions A date range may be established within which Purchase Requisitions may be dated budget period Join Codes can be established which will allow like items entered in the Purchase Requisition screens to be printed on one line item on a Purchase Order A join code is not necessary just to have like items on the same PO but it is necessary if they are to appear on one line on the PO Alternate Currencies may be established for budget checking purposes Global printing assignments may be established for Purchase Order Printing Codes may be established to enable messages to be printed on Purchase Orders PO AP When making an Accounts Payable Open Hold or Immediate Pay entry from an invoice for which a PO was issued the Pay Type the PO Invoice and Invoice Date are the only required fields the remaining information is automatically generated from the Purchasing Data Encumbrance is automatically relieved when the payment is issued for a PO PO PE New vendors persons may be added directly to the Person Entity Data Base from the
27. Used to record a person s middle name Affiliation An eight character code designating a link between the PEID defined and another PE ID For example the term Computer can be placed in this field to link all PE IDs with a Computer Affiliation Code to the description of Computer Vendors Later a report may be extracted with the use of selection criteria listing all PE IDs that are Computer Vendors Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEAF in the Code Category field enter up to eight characters in the Code Value field and enter a Medium Description that describes the Affiliation Last Name Used to record a person s last name Salute Enter the four character code that represents the salutation for formal correspondence Examples include MS to represent Ms and DR to represent DR Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PESA in the Code Category field enter a two character Code Value of what is to be recognized as valid and enter a description of the salutation in the Medium Description field Select 1 amp Select 2 These two eight character codes may
28. Wie M Step 6 Review the set proof and submit to your manager for approval and posting If errors are found in the set go back into the set and make the necessary corrections After corrections are made re run the set proof E DISBURSEMENTS 172 Post Sets Why You Do It Please note that an Accounts Payable set proof must be completed and reviewed for accuracy before performing this process In addition to the GL posting the Encumbrance Purchasing and Open Holds databases will also be updated Step 1 Opening the Accounts Payable Set Processing Screen A Click AP Accounts Payable Click OH Open Hold Click BT Set Processing Click DS Dist Set File to OH amp GL Sg vun TURN CAPS LOCK ON Accounts Payable P Immediate Pay A P H Open Hold A P AP Approval Processing BT Batch Processing BP Batch Proof Listing Ci DA Distribute batch for approval DO Dist Batch File to OH Only GL ist Batch File to GL Only TP Test Batch Posting Report TX Tax Calculation Methods UB Create Update Batch File E d d at ar t d Alternate to Step 1 Type APOHBTDS in the Command Box and press the Enter Key APOHBTDS Favoritesw Jobsw v E DISBURSEMENTS 173 Posting the Set How You Do It A Type in the name of the set file to be posted You may only post one set at a time 2 101724_ Choose the long or short format for the set proof Checking the box will give you the short fo
29. and statements and 1099 reports Of these the PE ID and PENAME are also available for standard report selection criteria in all other subsystems The address information along with information for Phones Emails Price Calcs Relations and Associations are all initially presented to the user in grid view The grid view be exited and a single record view is available for each of the previously mentioned tabs as well In the example below the AP accounts payable address is being shown in single record format i DISBURSEMENTS 32 Record 1 of 1 Security Cd Status fac Expire Date g cme Supply Company First Name SSN Middle Name Affiliation Select 1 Last Name Salute Cd Select 2 Nickname Suffix Web URL http bi tech com Addresses Phones Emails Vendor Customer Price Calcs Relations Associations Address AP Address Stat Ca ac Address Line 1 123 Main Street Address Line 2 C O Accounts Payable Clerk Address Line 3 Address Line 4 55926 nico StuProv ca Country Code s E Contact Id 1H Attention Record 1 of 2 Field Descriptions Person Entity details PE ID Up to 12 characters that uniquely identify the Person or Entity Clicking on button beside the PE ID field will result in a list of system generated ID based on the format defined in Common Codes Set up of a PEID numbering seed is done on the CO
30. for retail the Calc may be FIFO 1 1 representing a ten percent mark up on the current FIFO cost for this item Relations To access relation information for a Person Entity click on the Relations tab Below is an example relation information for a particular Person Entity E DISBURSEMENTS 47 Record1of1 71999 a Security Cd l Status Expire Date g cme Supply Company First Name SSN Middle Name Affiliation Select 1 Last Name Salute Cd E Select 2 Created 13 01 2007 Nickname Suffix Web URL http fbi tech com Addresses Phones Emails Vendor Custome Price Calcs Relations Associations Relation Cd g Relation Type g Related 14 E Field Descriptions Emails tab Relation Cd A two character code to identify the relationship Examples include RALT for RALT IDs Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PERL in the Code Category field Relation Type A two character code to identify the relationship type Examples include S for Sibling NI DISBURSEMENTS 48 Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen ap
31. i Posting Date Ub 3U ZUU3 t Lie Printer Copiee Name Pri 01 25 8 9 orapar E g p Options Submt i DISBURSEMENTS 238 Check Run APOHPPPA You use today s date for both sets on the check run 2 Home SunGard Bi Tech express Microsoft Internet Explorer Edt wew Fa tdt Yew Favontes Icds Heb Q O daB Ama Jem eO BE Qo ETT Fsvortes Jobsw j DE a H P IER D T APA gt POEEEEE s v B Eu il Today s date if i i E i HE Forma Printer Copies Nama Pri Report of Entriee for Payment Select Entries for Payment we 8 1 2 Stale Dating Utility How You Do It Step 1 Enter BK Selection Criteria to be used Normally 04 Bank Ids and Numbers Step 2 Enter As of Date Step 3 Select the checkbox if this is a trial run if not leave the box blank E DISBURSEMENTS 239 Pc 8 Yew Deb Ji 955 ioc AM Ufas 7 Screana uces ore i ill Dwtibutce of Cash Park dem i aD 2 5 a a ur 53 5 a Pyge Traraacters Stale Date 2271972001 8 Trial Ran Papon n Bz ELLA i 5599 5959 9 F PSTS ECECELEEDEEEECEELDE PSPRLIRASAE SH It is then the clients decision what to do next
32. s guide for more information on NUUPDE and setting up defaults The PO E mail Option The PO E mail Option the PO system to automatically send e mail to IFAS users when certain events occur The contents of the e mail messages are somewhat configurable A E mail Events There are four specific points in the life of a PR PO that e mail is sent Each of these points is called an event and is detailed below 1 PR Waiting on POUPPR POUPAM Approval PO is Printed POPO surements AN O Item is deleted POUPPR PR is Referred Back POUPAM Event 1 occurs whenever the next approval for a PR changes to a non blank value i e needs another approval This applies to creating a new PR as well as approving one Once the PR receives the last required approval the next approval code becomes blank and e mail is not sent Event 2 occurs whenever the PR is printed This applies to the first print of the PR as well as reprints of the PO Event 3 occurs whenever an item is deleted from screen 2 item screen of POUPPR This applies to both real deletes of PR items as well as logical deletes of PO items Event 4 occurs whenever a PR is referred back to a prior approval level in POUPAM This applies to referrals back one step as well as referrals back to the beginning Note event 4 is a new feature that has not been released as of the 9907 update B E mail Contents Each event may have its own message which is c
33. 5505 lt M Security Code User Invoice Total 120 50 wipe ttm ast 120 50 Compare Step 3 The system will bring you to a fresh invoice screen to add another invoice and follow the guide from Step 2 A m DISBURSEMENTS 181 Step 4 When all the invoices in your set have been entered A fresh screen as shown below will appear Exit out of this screen by clicking on the X located on the upper right corner of the screen and go to Step 3 System Totals Set Tota ooo Coun 0 Record Count D 7 INi Statua fox NOTE If you have finished entering all your invoices and the system does not bring you to the above screen click the Set Tab to review the User Set Total to the Set Total from the System Run another tape of all your invoices and type in the new amount in the User Set Total field if all the invoices have been entered correctly H DISBURSEMENTS 182 Modifying Direct Pay How You Do It Step 1 Access the Direct Pay Screen A Opening the Accounts Payable Screen Click on AP Accounts Payable Click on OH Open Hold A P Click on BT Set Processing Click on UB Create Update Set File Favoritesw Jobsw 9 c o BT Batch Processin DA Distribute batch for approval DO Dist Batch File to Only DS Dist Batch File to OH amp GL GL Dist Batch File to GL Only TP Test Batch Posting Report TX Tav Calculation Methods m Ej
34. CC See the Common Code guide for more information 3 Numbering Purchase Orders Both the Purchase Request and Purchase Order seeds are created the same way Seeds that are created with a PR SEED or PO SEED value are the standard definitions In classic IFAS these would equate to NEW in the PR or PO number fields for the POUPPR screen In 7i the drop down box will have a list with the valid seeds to choose from N DISBURSEMENTS 111 New PR PO seeds would have the following format SYNOPR SAA This would be a PR seed and to use it in classic IFAS you would enter NEWSAA in the PR number field In 7i the drop down box would show the seed SAA represents your unique identifier that can be from one to five characters SYNOPO SAA This would be a PO seed and to use it in classic IFAS you would enter NEWSAA in the PO number field In 7i the drop down box would show the seed SAA represents your unique identifier that can be from one to five characters Code Definition Code Category SYNO Code Value Ledger Short Desc Medium Desc Long Desc Associated Numeric Values Associated Codes Associated Descriptions 0 90597 R 06 Begin with R w 6 digit number 0 00030 Counter E DISBURSEMENTS 112 See the Common Code guide for more information Defining General PO setup in POUPGN If you are funning
35. Disc Terms Disc Amt Price Cd Price Calc 0 00 0 CO 0 00 0 0 00 o co 0 00 0 00 0 C0 o oo i DISBURSEMENTS 126 1 Discount and Price Calcs Tab The first tab on the Product Information screen is used to manage discounts and set price calculations Discount and Price Calcs Brands Vendor Product Info History Free Form Text Carrying Cost ENSE 9t Ordering Cost 0 00 Retail Price 5 000C0 Price Calculations Disc Gty Disc Terms Disc Amt Price Cd Price Calc 0 00 0 CO 0 00 0 00 0 00 o co 0 00 0 CD 0 00 0 2 The Brand tab is used to enter descriptive information about product The user may enter as much descriptive information as necessary to describe the product N DISBURSEMENTS 127 Click the Brand tab on PEUPPR to display the tab Discount and Price Calcs Brands Vendor Product Info History Free Form Text Brand Code Brand Created Create Date Updated By Update Date B DISBURSEMENTS 128 3 Vendor Product Information The VENDOR PRODUCT INFORMATION screen provides a link between vendors and products A record may be created for eve
36. Ledger Accounts is performed with this function CS Holds processes that have been specially written for certain clients If your site has any specific enhancements written for the Accounts Payable Immediate Pay subsystem they will be located here UT Contains two utilities that may be performed These are the Flat File Interface FI and Reprint Checks RP from last run Set File Creation To create a set of transactions in the Immediate Pay Accounts Payable module from the Immediate Pay subsystem menu type in BTUB and press return The following screen will appear on your terminal The user has two options at this point A new IP set can be created or an existing set may be accessed To create a new set simply key in the new set name and press ENTER The system will say File does not exist press ENTER to create If the name is keyed correctly press ENTER once more to create the new file The user will then be taken to the IP set screen Additional search criteria may be used to narrow down the type of set to be browsed Placing a value in the Fileset field e g IP directs the system to search for all set files that are indicated i e files that begin with The Group field may also be used to search all set files in the DATA or POSTED group Enter DATA or POSTED to indicate the group to be searched Note For MPE systems the create date is the date that the set was originally created For Unix systems the create d
37. Purchasing data entry screens Unknown Vendor Person ID s may be looked up from the Purchasing data entry screens New product codes may be added directly to the Person Entity Product Information Data Base Unknown Product Codes can be looked up from the Purchasing data entry screens PO FA Fixed Asset Items can be flagged on the Purchase Request Items screen i DISBURSEMENTS 69 Tag Numbers can be entered in the Receiving part of the Data Base can be automatically entered into the Fixed Assets Data Base PO SI Stocked Items can be ordered with the corresponding Warehouse on the Purchase Request Items screen By receiving stocked items on the Receiving screen the Stores Inventory quantity on hand can be increased Purchasing Receiving Database Reporting Manual Data Entry Format Definition Purchasing Receiving Database DISBURSEMENTS 3 E DISBURSEMENTS Automated Data Update AP CK Accounts Check Payebb Management APOHTHDS APOHPPPA Purchasing Receiving AP Check Run Database E DISBURSEMENTS Automated Data Entry 81 Spes menton Commedty WP POUTCT Purchasing Receiving Database E DISBURSEMENTS 73 Automated Reporting Purchasing Receiving Database Standard Reports POREQD Overdue Repot Open Puch e Orders PORERR Receiving Repert PORESP Special Purchase Requeiton Yerato Date Summary Purcaees Woreheet
38. System generated Pick tickets with items listed in the order of location within the warehouse Allows for exceptions to be entered with the option of automatic backordering Extensive on line INQUIRY provides access to Product Vendor Customer Inventory Wareand Transaction information Various reports including Product Catalog Warehouse Catalog Product Activity File ListInventory Item File Listing Transaction File Listing and Warehouse File Listing Custom designed Pick Tickets and Packing Slips Budget checking during receiving and order entry processes User level security and optional higher level approval security features for order entry processes 1 5 2 Key Features IFAS Stores Inventory Warehouse The Stores Inventory System is designed to account for assets purchased by an organization which are being held in inventory until needed by a sub unit of the organization or until the assets are sold to outside third parties Stores Inventory accounts for the assets from the time they are received until they are distributed To accomplish this task Stores Inventory has been separated into three major functions receiving inventory control and order processing Stores Inventory includes optional automatic interfaces to the Purchasing Accounts Receivable and General Ledger Systems Stores Inventory makes use of the IFAS Person Entity database therefore it does not require a separate entry of vendor customer informat
39. T 0 0 SN Direct Update Batch Entry Automated Data Accounts Update Payable Data Automated Transaction General Enty 20 DISBURSEMENTS Manual Data Entry Division Select for Updates Payment Report of all Direct Updates APIRBIBP Batch APOHBIBP APIPBIBP Transaction Batch Proof Listings APTRBIDS APOHBIDS APIPBIBP AJP Distribution APENUPDV APENVPIR 21 i DISBURSEMENTS 22 Automated Update Entry Management POUPRC APIPBIDP Check Numbers from Check Run P O Reference PO Purchase Order Accounts Payable Data Base 1 1 5 Basic Steps Under Construction 1 2 Bank Reconciliation Overview 1 2 1 Introducing Bank Reconciliation Many organizations must reconcile monthly bank statements to their own record of transactions This reconciliation process much like balancing the family checkbook involves comparing the organization s record of debits and credits to the bank s record of posted checks and deposits For all organizations accurate and timely bank reconciliation is a crucial part of the accounting process m DISBURSEMENTS 23 The Bank Reconciliation module is designed to make this task as easy and efficient as possible Bank Reconciliation is a Windows based application that interacts with your existing IFAS subAccounts Payable Cash Receipts and Payroll Organizations using the Bank Reconciliation system use their existing A
40. UB Create bdate Batch File E DISBURSEMENTS 201 Check Date Create an OH or IP batch of reversed entries VN Line Printer Copies Name Pri o1 8 Options 23 Distribute GL amp maybe y Pease enter the name of your TR Batch File 9 Posting Date D BK BankManagment a 4 99 1099 Process J CS Client Specific B 3 DS Distribution of Cash Bank 9 a Transaction Update MM Mass Mantenanc RC Bank Reconciliation Issued Canceled Escheated Reverse Stop Reversed Stale Date Stop Payment E DISBURSEMENTS 202 Bank ID H d Iesue Date 11 2003 Check Type Document Typo Status Subsystenx OH Document Humber 00 0 Total Amour 1 Payee ID 4 Reference o41003L6p 13 967 00 MI M Refarence Doce fos 11 2003 Reverse Diele Escheat Dete CR Payment g Fnenos Cade d Cantal Dein a Leet Ucdste Date 1 11 200 Mecormict Review Date Date Mail Date Release Date Stcp Date Stae Date Reverse Date Escheat Date Cancel Date Last Update Date Step 6 To complete the set click on the Set Tab to review the User Set Total to the Set Total from the System Place the correct amount in the User Set Total field E DISBURSEMENTS 203 Step 7 Run a set proof and submit for posting Go to ACCOUNTS PAYABLE CREATING SET PROOF section Undo Distribution How You Do I
41. an in care of addressee a street address etc There can be multiple addresses for a PE ID To add another address type to an existing PE ID in COLLECT mode simply enter the PE ID the desired two character address type code to add and the address associated with this address code Enter least important information first and ensure that the last line of address information entered is the most important i e the actual street address Zip Up to 14 characters designating the zip code If the zip code has been defined on the ZIP CODE TRANSLATION screen PEUPZP entering a zip will cause the system to display the city and state information Different countries treat zip codes differently If the zip code entered contains a the characters before the will appear before the city and the characters after the will appear after the city For example if Hamburg is entered as the city and 100 200 is entered as the zip 100 Hamburg 200 will be printed on reports If PEUPZP has been created entering only the Zip will translate the City and State information i DISBURSEMENTS 37 City Up to 20 characters designating the city name associated with the PE ID being defined This field may be left blank if the zip code for this address has been defined on the ZIP CODE TRANSLATION screen the system will automatically retrieve the city and state information for the zip code entered State A two character code representing the state This field may b
42. aul 75 1 5 1 ID guo ew 75 H DISBURSEMENTS 5 1 5 2 Key Features MARRE 76 1 5 3 Getting Started 9 78 1 5 4 mi Diagramas ERE 79 1 5 5 aa 81 1 6 IFAS Disbursement 81 82 2 1 Accounts Payable Setup 82 2 1 1 MC EC m 82 2 1 2 Security Code oou aeuo acera pertinens Fut nuuc bona ratupum fasces hodap sn pesas a a aed Eins PUE 84 2 1 3 Disbursements Process Flow Diagrams 2 nen ien ir i pucidu apnd ine bep 85 2 1 4 si 85 2 1 5 AOV dandi Duda N E E faa E aM ad det Rats 94 2 1 6 Best PACS ARR TENE OO 94 2 2 Bank Reconciliation Setup pL 94 2 2 1 94 2 2 2 intermediate oda sed cha aeta eda a cda a e d b a d b s ada sa dbi d a 99 2 2 3 PIGS NN c 99 2 2 4 zii MM 99 23 Person SQ TU m 99 2 3 1 Basics pa cca ies amas et EE maak nas
43. be used The use of spread codes is explained further in the description of the account number field The minimum data entry consists of the following required fields Definition ID Status PEID Invoice Payment Amount E DISBURSEMENTS 213 Account Division Check ID Trans Fmt Start Date End Date or of Payments Every X Y Fields Definition ID This 16 character alphanumeric field is used to identify the payment definition This is a required field and may be used in selection criteria when running the report or payment extraction Each value entered into this field must be unique Status This field indicates the status of the payment definition A value of AC indicates the definition is active and may be used for payment extraction A value of IN indicates the definition is inactive and will be skipped by the extraction process A value of DN indicates the definition is done with its payment cycle i e the number of payments or end date has been reached The Extract process APRIEX will automatically set the status to DN when the last payment for the definition is extracted PEID This 12 character alphanumeric field is used to identify the PEID of the vendor to receive payment Any value used in this field must have been previously defined in the PE subsystem PEUPPE or other valid name amp address database Addr This 2 character alphanumeric field is used to indicate which address of the vendo
44. below data entry set posting approvals selecting for pay etc are done identically for EFTs as for paper checks Even APOHPPPA is nearly identical with the exception of you will not receive paper checks for EFT vendors and an EFT file will be produced File Layout The IFAS AP EFT file confirms to NACHA specifications Each file will contain the following records A single record 1 File Header A single record 5 Set Header Multiple record 6 types Detail Record One record 6 will be produced per bank account paid E DISBURSEMENTS 244 Currently IFAS allows one bank account per vendor so one record 6 will be produced per vendor A single record 8 Set Control A single record 9 File Control Multiple record 9s may be produced if the file needs to be padded General System Setup EFT CK IDs For each IFAS check stock ID used the client will need a corresponding EFT ID If no EFTs are needed for a given check stock then a corresponding EFT ID does NOT need to be setup The most common check stock ID name is AP It is suggested the corresponding EFT ID be called EP The corresponding EFT ID will be unique for each CKID In common codes find CKID AP In code 4 place EP Repeat for all needed check IDs AP and EP are examples a client could have different names E DISBURSEMENTS 245 IUPCD SunGard Bi Tech Microsoft Intcenet Explorer 3 http f setharhfze 7 Screen sia adeus NUUPCD
45. codes and descriptions may be associated with the given Code Value Associated numeric values may have up to five places of decimal accuracy Associated codes may be up to twelve characters in length and are automatically converted to upper case Finally associated descriptions may contain up to 30 characters Some Common Codes require specific values and placement in these fields Be certain to follow the value and placement instructions for the given Common Code to ensure accurate results Find Category Use this field in BROWSE mode to cause browsing to continue from the first Code Category entered Partial entries will cause retrieval of the first entry whose Code Category matches the characters entered Find Value Use this field in BROWSE mode to cause browsing to continue from the Code Value entered This field should only be used if the Find Category is also being used Partial entries will cause retrieval of the first entry whose Code Value matches the characters entered Find Ledger Use this field in BROWSE mode to cause browsing to continue from the Ledger entered The remainder of this section will describe the specific values for each Code Category 1 Standard Units Optional standard unit definitions may be used If there is no vendor specific or product specific unit definitions specified the system will default to these definitions when converting the number of units received into stocked units The screen below shows an example of
46. combine all transactions with each Fund and produce a check in alphabetic order by PE name within each Fund referenced ID Person Entity Order will combine all transactions with the chosen CKID and print these transactions in order based on Person Entity ID E DISBURSEMENTS 93 NM Person Entity Name will combine all transactions with the chosen CKID and produce those transactions in alphabetic order based on Person Entity Name Would you like Address Labels printed RETURNZN If window envelopes are not used and address labels are desired enter Y to have address labels printed based on the address label definition chosen All address label formats must have been previously defined in the ADDRESS LABEL DEFINITION screen PEUPAD Summarize GL entries by Set ID Y N If a Yes is entered here then all entries to the GL will be summarized by Set ID except TransLevel and Grand Total Level entries Some of the prompts discussed previously will be displayed as optional This allows the user to take the default on those questions which typically do not change from one distribution to another The previous procedure results in the following actions being taken Set Proof Listing of the set file is printed Checks are written Check Register is printed An Invoices Paid report is printed An Immediate Pay Distribution report is printed An Immediate Pay Posting report of entries to the GL is printed
47. escheat the money to the state or put a stop payment on the check reverse the check etc Cancel Stale Date Checks Common Code Requirement CKID XX 5th Description Box The stale dating aging value for this bank ID This value is expressed in days E DISBURSEMENTS 240 Pooled Cash Admin Cash in Bank EFT Check E et E amp f 50 Reconcile Bank Statements Why You Do It To facilitate the actual reconciliation process your bank may be able to reports it s statement to you via a data tape This statement information can be loaded to the BK database from the tape or you can manually input it Bank amounts and IFAS amounts are auto matched by Bank ID Reference Check Number Record Type check or deposit and Amount Unmatched items can be matched manually i DISBURSEMENTS 241 The Bank Reconciliation process is made up of several steps How You Do It Step 1 Copying the bank data file into IFAS Copy the banks data file to data directory use a unique name with all uppercase letters and no file extension in ASCII format using any FTP or telnet program Step 2 Loading Bank Statement into BKUPBA Load the bank data file into BK database using BKCSRI If the bank provides no tape you can manually enter the bank statement information directly onto the BKUPBA screen Step 3 Selecting statement to be reconciled Select a bank statement from the Statement Se
48. example if the payment is made on the 7th of every month a value of 7 would be entered Any value entered in this field must be between 1 and 31 inclusive If the payment BH DISBURSEMENTS 216 falls in a month with fewer days than specified in this field the payment will be scheduled for the last day of that month For example if the Day of Month field is set to 31 the June payment will be made on the 30th Note that using this field for payment schedules other than monthly may not produce the desired result Every X Y This required pair of fields specifies the schedule for the payments The first field is a number which must be greater than zero and the second is a measure of time which may be D W M or Y for days weeks months or years For example if a payment is made every month you would enter 1 M for every 1 month If the payment is quarterly you would enter 3 M for every 3 months The amount of time specified by these two fields will be added to the Last Due Date to give the Next Due Date Last Due Date This date field indicates the previous date a payment was made When a payment definition is first entered this date should be left blank and the system will populate the date when the first payment is processed Next Due Date This date field indicates the next date a payment will be made When a payment definition is first entered this date should be left blank and the system will populate the field with
49. for be it Dollar amounts Account Code auditing or Budget balance control 2 1 2 Security Code Definitions Security Codes may be added to the system to restrict Vendor invoices from becoming Payments if the proper authorization is not given To access the Security Code Definitions screen enter APOHUPCD and press RETURN The following screen is shown as an example 4 b d Gay Recordi ofia DNE Security Code Description 5001 DS 5002 05 6098 15 6099 DS Department teat JENNY GOWERS 9810 security setup SHERI S SECURITY CODE Security Code 1 Workflow OH Security Code Y2K1 Description Fields Security Code A four character user definable code indicating the desired Security Code It is advisable to create this code to be visually recognizable For example the Accounting Department Security Code could be ACCT Description A user definable description of the Security Code being entered For example Accounting Department Code B DISBURSEMENTS 85 Terms and Definitions Under Construction Concepts Under Construction 2 1 3 Disbursements Process Flow Diagrams Under Construction 2 1 4 Intermediate Immediate Pay Accounts Payable Overview The Immediate Pay subsystem of the Accounts Payable system is used to enter and pay invoices at the same time In this subsystem the user places the invoiced amounts into a set file and then commands the system to write checks for all invoice
50. in the Check Run Date make sure the correct printers are selected ELFAP for the forms printer and any other available printer for the reports printer Step 4 Click on the Green Check Mark on top of the window or just hit Enter Step 5 The next questions need to be answered one by one A Next check number if the number is correct just hit Enter B Last check number if the number is correct just hit Enter i DISBURSEMENTS 205 C Load the check forms into the printer D After the forms are loaded hit Enter E IMPORTANT make sure the checks printed correctly before hitting Enter F If there was a problem with the printing type REDO and answer the questions again G If the checks printed OK then hit Enter Step 6 Go back to step 2 and run the same process for A DIV FMS B DIV GEN Undo Check Run How You Do It Step 1 Get Distribution Report and write down number Step 2 Go to APOHPPSP Change the status from PD to WP by check number Step 3 Go to ENUTUG Undo check run from GL and EN for cash basis only not accrual A Enter the IFAS job number B Save undone as Set File NO Step 4 Go to POUPPR QBE for paid PO for cash basis only not accrual A Mark PO as PP in status field Step 5 Go to BKUTPU Selectively Purge Checks A Select by CKID and Numbers MI DISBURSEMENTS 206 Step 6 Go to GLUTSUUN Undo Transaction Distribution Not required if steps 3 amp 4 used
51. name will reverse around the comma when printed but be stored as entered For example Vendor Pat Q and AnyOne s Software Inc become Pat Q Vendor and Inc AnyOne s Software respectively when printed but are stored in the system as entered REQ Note It is strongly recommended that a naming convention be adopted to ensure data conformity and ease of lookup capabilities For example a naming convention would alleviate A1 Rentals being defined multiple times for A 1 Rentals 1 Rentals A 1 Rentals If the individual to be defined has a name that is to be used for business purposes DBA such as Joe s Plumbing 1099 needs to be reported to Joe Smith Sole Proprietor the PENAME will be Joe s Plumbing while the name Joe Smith will be entered on the ASSOCIATED CODES screen with a code of 1099SOLE and Joe Smith is entered in the description column Through the use of Common Code Category PE ID and a Code Value of Length a minimum and maximum length allowable for the given PE Name may be defined Only people with appropriate capabilities may define Common Codes To create the PE ID Name fixed Length Common Code begin at the main menu and key in PEUPCD Once a form appears enter PE ID in the Code Category field enter Length in the Code Value Field enter the minimum PE name length in Numeric Values line three and enter the maximum PE name length in Numeric Values line four If this Common Code a
52. new year should have been printed in old year Solution 3 There are 4 possible ways to do this Disencumber the PO with POMADE or ENUTDI use ENUPTR or ENUTPU to erase the EN details then reopen the PO and reprint for the correct fiscal year If you pre encumber the PR will appear to have been closed in the new year To correct this create an EN set ENBTUB fully paying the PR and post it in the old year If possible and if all the POs that were printed for this job number are wrong then use ENUTUN it s a good idea to run this in report only mode first to undo the PO print job number which can be found in POST Then use POPO to reprint the POs using the correct date Use ENUTDI and select the POs to disencumber Use ENUTPU to purge the EN records Use POUPPR to change the status from DE to PO Use POPO to reprint the PO with the correct date If you only have a few PRs to correct you can also create and post EN sets to correct the encumbrances Case 4 A PO is printed in old year should have been printed in new year Solution 4 There are 3 possible ways to do this Disencumber the PO with POMADE or ENUTDI use ENUPTR or ENUTPU to erase the EN details then reopen the PO and reprint for the correct fiscal year May need to run ENUTCE ENUTCF and GLUTDICP for both years afterwards If possible and if all the POs that were printed for this job number are wrong then use ENUTUN it is a good idea to run this in report only mode
53. particular set of associated Common Codes The sub sections below detail THE REQUIRED Stores Inventory Common Codes ONLY For more information on optional Common Codes refer to the Common Codes Appendix of this guide E DISBURSEMENTS 139 To update Common Codes key in NUUPCD and press ENTER The COMMON CODES MASTER screen will be displayed Listed below are generic descriptions of each field appearing on this form Code Category EN Code Value Ledger Medium Desc Long Desc Associatcd Humcric Valuca Associated Codca Associatcd Dcacriptions Code Category A four character code which is used to categorize the code being defined Code Value For those code categories which have multiple entries the Code Value is used to differentiate between the entries Enter up to eight characters i DISBURSEMENTS 140 Ledger This field is used to specify the Ledger to which this Common Code will apply If the Common Code is not ledger specific enter 2 to indicate that any ledger may be used Short Description Up to eight characters describing the code or values specific to the code as documented Medium Description Up to 30 characters describing the code or values specific to the code as documented Long Description Up to 72 characters describing the code or values specific to the code as documented Associated Values Codes amp Descriptions Up to five numeric values
54. required fields Person Entity Flow Person Entity Creation PEIQ ONLINE INQUIRY PEFL Association 2 7 Assignment Name and Address Screen is Required Only ID and Name are Required To access the Name and Address screen key in PEUPPE at the main menu or double click on Person Entity then Update Database and then Person Entity Information at the main Explorer menu Upon initial entry into the screen the user will be presented a grid view listing address H DISBURSEMENTS 31 details about the vendor under review For example in finding the Acme Supply Company there are two addresses defined a PR primary and AP accounts payable addresses as shown below Security 8 Acme Supply Company First Name Co Middle Name PO Last Name PO Nickname PO Web URL http bi tech com Addresses Phones Emails Vendor Customer P Addres Addre Address Line 1 123 Main Street 123 Main Street AP AC PR AC The information defined on the NAME AND ADDRESS screen the PE ID r Record 1 of 1 Expire Date Status ick SSN Affiliation g Select 1 Salute Cd Select 2 Suffix Created j rice Calcs Relations Associations Text Address Line 2 C O Accounts Payable Clerk C O Main Office Record 1 of 2 the PE Name and the four address lines city state zip code and country code is available for printing on AP checks purchase orders AR invoices
55. sets are posted print APOHREFL using selection criteria of Status HO This will give you a list of all use tax transactions created for the previous month MI DISBURSEMENTS 230 Step 2 Move transactions to H1 status using APOHPPSP change status from to H1 test this first using the test button The total of the report printed in step 1 should match the total when using the Test button After this is verified Update the records This will move all of the transactions to a H1 status Step 3 Prepare the state remittance reports When this is prepared you will have the discount amount needed to prepare the credit transaction Step 4 Prepare the credit discount transaction in an OH set use same PEID as on use tax records make sure to use division UTAX and status H1 If any other adjusting transactions need to be made create them in this set also using same PEID division and status Step 5 Post OH set using end of previous month as date Step 6 Reprint the report as identified in step 1 and verify that the total matches the amount due on the state remittance report Step 7 Select the H1 transactions for payment using APOHPPSP change status from H1 to WP This will select the check to be printed in the next check run Contract Retention Why You Do It Contract Retention was designed to withhold a user defined percentage from payments made against a Purchase Order The percentage is determined on a contract by contra
56. tei tass E cj nether Ens forno ae APOCHETUB p TM Efi 1 eonna te t a GL CL HER Invoice Invoice Detail Invoice 065782 4 Vendor 0101 1H Addr Cd Invoice Date 55 15 2005 M Craic Construction Co rl m Securty Code User Invoice Total 500 000 00 System Total 45000000 Invoice Details Account Mumber 201500 2051 fi Descriptor Library Ving Conatructin Conor 1 d 0 000 00 Due Date In 9 19 2003 Received Date Authonzed Date Secerd Ret Product Dc Dec Terms 0 0000 Bank 0 27 check ice Mac ex fl Extended Amort The set is proofed and distributed as usual Go to the Select for Pay screen APOHPPSP and use the Retention Payable object code as selection criteria and assign an H2 status to the record E DISBURSEMENTS 235 SunGard Bi Tech trains Microsoft internet Explorer ee tp Account Payeblefapohppsp aspiinsight 1 comet reino w 1 Due Dste cnorbetorex SO B Check f pnr 8 E EEEN ei roa arant Saectat 50 000 00 Change Statue From vr m H Once the contract is fulfilled this status will need to be changed to WP using additional selection criteria of Vendor ID to release the hold prior to the check run Pay Prior Year Invoices H
57. the Start Date when the first payment is processed Find Definition ID Use this field to browse directly to a known payment definition ID If the complete ID is not known you may enter the first few characters and the system will find the first definition that alphabetically follows the entered characters Security and the Payment Definition Screen While the reporting and extraction processes inherit the existing security settings of the AP module the payment definition screen APRIUP is slightly different The report and extraction process will enforce security by ledger and AP division code as defined for the OH DIV MSTR dataset If you wish to enforce AP division code security on the payment definition screen a new filter must be added to the Nucleus Security Role for the users involved This new filter should be built for the OHZ REPEAT MSTR dataset which specifies a range of AP division codes to be included or excluded This setting is very similar to the OH DIV MSTR security with the exception of the Dataset Name Again this new security setting is only necessary if you wish to restrict user access to payment definitions by division code on the APRIUP screen Reporting The report of payment definitions APRIRP serves two purposes to report selected definitions and to update definitions with any derived values While the first purpose is straight forward the second requires more discussion The running of the report will be covered s
58. the user commands the system to pay selected entries in the database The VOID Typed and Reversed Accounts Payable System The void typed and reversed accounts payable system is used to enter voided hand prepared checks to enter hand typed checks and to reverse entries in the General Ledger which were generated as a result of a system printed check that was not used by the payee Void checks are those that were never entered into the system and were never used This could occur if the check was mutilated or defaced in some manner before use in a system generated check run or was hand typed but never utilized When checks are hand typed this system must be used to enter all check numbers into the Check Management database and to distribute amounts to the appropriate accounts in the general ledger database When a check generated by either the immediate payment system or the open hold system is not actually used by the payee this system must be used to change the status of the check in the Check Management database and to reverse its previously posted entries to appropriate accounts in the general ledger database Although this is often referred to as voiding a check in standard accounting procedures in this system we refer to it as reversing a check in order to avoid confusion with entering voided hand prepared checks in the Check Management database The Encumbrance System The Encumbrance system is used to recognize expected Account
59. to use only the single line form no additional set up is necessary The single line form is available as are the capabilities to look up and add PE ID s If the multi line form is to be used some additional steps must be taken to fully define the procedure Please note that if the multi line form is being used and any default fields need to be changed Those changes must be made in browse mode on the single line screen In addition if new entries are to be added to the set the necessary changes must also be changed on the Set Default Screen The Accounts Payable GENERAL INFORMATION screen is useful for the client that likes the flexibility to alter system installed functions There are two parts to the screen The first part defines Global Switches which effect things such as how aging is done or the way in which A P relates to Purchasing and Receiving the second part is used to customize the data which is modeled on the multi line screen When the system is initially installed it has these selections defined This form may be used at any time to make changes however most clients only change these specifications when the system is initially installed Since this screen can be used to change significant features such as how the system ages A P it is suggested that very few people be given security to access this screen This screen is NOT required for data entry in open hold if it is not defined the system will run according to system defaults
60. v v v v 8 Stores Inventory Warehouse v v v v 5 3 Stores Inventory Stores Inventory Data Stores Inventory Functions Ej SI Stores Inventory Menu 58 CS Client Specific 60 10 Interactive Inquiry 59 1458 IN Inventory Control i OE Order Processing AP Approve Orders BT Batch Posting Report Only BG Batch Posting to GL CR Consolidated Returns UB Create Update Orders EX Enter Order Exceptions SI Fill Order Post to 51 Only FL Fill Order Post to SI and GL BP Order Batch Proof OS Order Summary Report PB Print Backorders PS Print Packing Slip PK Print Pick Tickets GL Re post Filled Order to GL UP Update Lot Serial No Pulled BT Receiving Batch Processing 50 ST 51 Status Inquiry RE Stores Inventory Report lt lt E E lt ele eli ES ES S ST ST ST T ST S ST ST ST IS ST IST S ST IST ST ST TT IST ST T 8 lt DISBURSEMENTS 541 UP Update Stores Information E 4 DR Delivery Route Information FO Format Information GN General Information 01 Transaction Information k 4 US User Information WH Warehouse Information GYR Year Definitions 5 UT Utities ES S ST 258 DE Disencumber Order s G
61. 2 5 1 Basics Stores Inventory Terminology Note These definitions are SunGard Bi Tech interpretations and are provided for reference only ABC Inventory Classification The Stores Inventory system makes use of the ABC inventory classification system which establishes three groupings for material items The A group for approximately 10 of the items that comprise 70 of the annual dollar issues B group for approximately 20 of the items that comprise 20 of the annual dollar issues and C group for approximately 70 of the items that comprise 10 of the annual dollar issues These percentages of course can vary and be modified to suit the individual organization Class A High dollar issue material items These include items that have a long lead time are critical to the organization s ability to provide essential services depreciate or deteriorate quickly and or have a high obsolescence risk These items require constant review and adjustment Class B Moderate dollar items Class C Low dollar items This classification will include all remaining material items not classified as either A or B These are easily obtained off the shelf items Average Cost Average Cost is an accepted inventory valuation method Average Cost Inventory Calculations reflect the actual expense of inventory through a mathematical process The system will compute the Stock Unit cost for each order and maintain the Stock Unit cost for all subsequent orders The syste
62. 7 9 2 you can use the product description from PEUPPR instead of the PO item description simply by placing a check in the Always Use Product Description for Asset and the Use PO to FA interface boxes Standard Common Codes APUB POPAID Require Receiving This common code is NOT used in APOHININ and should not be defined or should be turned off OFF in Short Description APBP POEXCEPT Block items not received OR activate three way match Block items not received Ist Associated Code REC 1st Associated Description BLOCK Activate three way match Quantity Paid lt gt Quantity Received Unit Price Paid lt gt Unit Price Ordered Quantity Paid lt gt Quantity Ordered Terms and Definitions Under Construction Concepts Under Construction i DISBURSEMENTS 113 2 4 2 Intermediate Under Construction 2 4 3 Advanced Under Construction 2 4 4 Best Practices Default Options for Purchasing Item Screens PURCHASE REQUISITION screen and PURCHASE REQUEST ITEMS screen The PURCHASE REQUISITION screen and PURCHASE REQUEST ITEMS screen can replicate fields each time a new screen is shown in COLLECT mode All but two of the fields that can have information entered into them can be setup to be cleared before a new screen is shown or to repeat when a new screen is shown The two fields that cannot be manipulated are the PR number and the PR Item number The system will always repeat these fields Please refer to the Nucleus user
63. 9 IFASTST6 JFASTST6 5 AP Accounts Payable T1mrmadiate Day A D OH Open Hold af AP Approval Processing BT Batch Processing Client Specific Invoice Processing 14 Interactive Inquiry of Payment Procassing 2 Pay Solected Open Hold Entrios Y Selection Criteria 4 Check Date XE Jenny Gowers morae 08 e 22 Wi zBDEDEE s Basically you keep replying until there are no more messages waiting for a response Not that it needs mentioning but OK is not the only response you can enter a different starting or ending check number redo etc as you normally would Reprint Last Check Run Reissue same check numbers How You Do It Step 1 Go to BKUPTU Selectively Purge Checks A Select by CKID and Numbers Step 2 Go to APOHUTRP Reprint Checks from Last Run A Enter the Old Check number of the first check to be reprinted Enter the Old Check number of the last check to be reprinted i DISBURSEMENTS 209 C Do you want to Reverse or Void the old checks RV or VM If you purged the checks before running this utility then this question becomes non applicable Just take the default response If you will be reprinting checks to new check numbers then the usual response is to Void VM the old check numbers The utility will update the OHDB and the GLDB with the new check numbers and will Void the old checks in BKDB and cre
64. BILL PHONE 1 234 BILL PHONE 1 CODE 235 BILL PHONE2 236 BILL PHONE 2 CODE 237 BILL PHONE 3 238 BILL PHONE 3 CODE 239 BUYER ADDRESS 1 240 BUYER ADDRESS 2 241 BUYER ADDRESS 3 242 BUYER ADDRESS 4 MI DISBURSEMENTS 106 243 BUYER CSZ 244 BUYER EMAIL 245 CONTACT ID 246 CONTACT NAME REVERSED 247 CONTACT ADDRESS 1 248 CONTACT ADDRESS 2 249 CONTACT ADDRESS 3 250 CONTACT ADDRESS 4 25 CONTACT CSZ 252 CONTACT PHONE NUMBER 253 CONTACT PHONE CODE 254 CONTACT EMAIL 255 SHIP ID EMAIL 256 BILL ID EMAIL 257 REMIT ID EMAIL 258 DEPARTMENT CODE 259 FISCAL YEAR 260 DESCRIPTION 261 SERVICE START DATE MI DISBURSEMENTS 107 262 SERVICE END DATE 263 CONFIRM DATE 264 USER DEF 1 265 USER DEF 2 266 EXPECTED DATE 267 ORIG PROMISE DATE 268 LAST PROMISE DATE 269 SHIP DATE 270 ORIG FINAL USER 271 ORIG FINAL DATE 272 LAST FINAL USER 273 LAST FINAL DATE 274 PO VERSION 275 CONFIRM 276 FREIGHT CODE 27 FREIGHT AMOUNT 278 COMMODITY TYPE 279 COMMODITY CD 280 USER DEF 1 NI DISBURSEMENTS 108 281 USER DEF 2 Defining the Numbering Format As the numbering format for Vendor IDs Purchase Orders and Purchase Requisitions varies from client to client the system has a means of customizing the format desired This format is entered on the Common Code screen in the Nucleus Database Three Common Codes are used as number seeds in the Purchasing system The following describes how to enter these three defini
65. CTW Common Security Settings SI A variety of combinations of security can be developed based on where clauses written for the SI ORDER MSTR SI SECURITY MSTR and the SI WHSE MSTR Within each of the tables listed above access can be granted for any combination of read write update delete and verify The most common uses of where clauses would be to limit access based on security code being able to read and or write information containing a given security code s and restricting access to a specific warehouse s by warehouse ID Special consideration should be given to creating where clauses It may be necessary to include checks for blank or null values depending on the columns bring interrogated in the where clause Where clause for multiple security codes Edit Where Clause Save Changes 4 Operators 51 SEC MSTR Read Write Update Delete Verify SIS SEC CD IN SIO1 SIOZ SIO3 m DISBURSEMENTS 149 Where clause for multiple warehouses Edit Where Clause i Save Changes i Operators Read white Update Delete Verity si whse id in MAIN WHS1 WHS2 Note At present it is necessary to create the where clauses for each of the attributes for the file read write etc SI Stores Inventory Menu Printing pick tickets and the like previously controlled by check
66. EAD in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the Address Type Email Type Cd A two character code representing the type of email Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEEM in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the Address Type Email Up to 128 characters representing the Person Entity email E DISBURSEMENTS 41 Vendors Details To access details specific to a Person Entity that is a vendor click on the Vendor tab Below is an example of vendor information for a particular Person Entity Record 1 of 1 PE ID Security Status fac Expire Date 3H acme Supply Company Fistan sn 7 Affiliation lastname Select2 Nickname PO Suffix Created Web URL Jnttp bi tech com Addresses Phones Emails Vendor Customer Price Calcs Relations Associations Tw EEBEEEEREE Veno Account 3133958 099r YE 1089 Sole Name CT Contact Id 15H Contact Name Due Days m Discount Pct 0 00 Addenda Type 1H EFT Flag EFT Type 8 Check
67. Fixed Assets systems B DISBURSEMENTS 61 Favorites FAS AP Accounts Payable AR Accounts Receivable BD Budget Item Detail BK Bank Reconciliation EN Encumbrances FA SmartDB Fixed Assets FA Fixed Assets GL General Ledger GM Grants Management HR Human Resources NU NUCLEUS PB Position Budgeting PC Pasition Control PE Person Entity Data Base PM Project Management E B QD CS Client Specific IQ Interactive Inquiry MA PO Maintenance PO Print Purchase Orders Print Quotations PW Print Worksheets RE Reports UP Update Data Base UT Utilities gsmoesssmeagpEEBEBEBPEEBEPPEEED EBEOOCEEE The Purchasing subsystem is now broken out to nine primary functions The following summarizes each of these functions CS Client Specific N DISBURSEMENTS 62 IQ Interactive Inquiry These are character based programs that display information on screen with an option to print screens if required Displays individual screen information associated with an order MA PO Maintenance These options are used to process global updates associated with the Purchasing database CP Copy Purchase Requests This process allows an entire Purchase Request or PurOrder to be copied in its entirety to a new number DS Distribute Copy POs DE Disencumber Selected POs This allows a single or group of Purchase Requests or Purchase Orders to be disencumbered or cancelled in
68. H a a E 8 B 8 g BID t Specific p a Alternate to Step 1 Type APOHBTUB in the Command box and press the Enter Key i DISBURSEMENTS 175 APOHBTUB Favoritesw Jobsw v Step 2 Click the Add button at the top of the screen Record 1 of 6 4 System Totals Set Total 76 00 Invoice Count 2 Record Count 2 Step 3 Click the ellipsis in the Set ID field and click Auto to assign and create a Set i DISBURSEMENTS 176 Invoice H System Totals User Set Total Set Total Invoice Count Create Date Record Count Last Update Date By TRAIN3 Set Type Status Step 4 Type in your Set Total in the User Set Total field Set Total is the total from your adding machine tape of all your invoices User Set Total 1456 00 Step 5 Press the Enter Key to go to the next screen and start entering invoices The Invoice screen will appear as shown below There are 2 sections on the screen i DISBURSEMENTS 177 Invoice Details Enter Invoices How You Do It Step 1 On the Invoice Header section type in the information from your invoice as follows NOTE Use the Tab Key or the mouse to move through the different fields A Invoice number 987 p Invoice B Vendor ID if known If not please refer to the Vendor Look up guide Vendor ID 7000066 i DISBURSEMENTS 178 C Invoice Date mi
69. Inventory system uses security roles combined with security codes to determine which users have authority to perform certain transactions e g ordering goods over a specified dollar amount etc Security roles and security codes must be defined as part of the Stores Inventory system set up The following sections describes SECURITY ROLES and SECURITY CODE DEFINITIONS i DISBURSEMENTS 137 1 Security Roles NUUPSR Sccurity Roks 0 1 Pak Title ub Arce Sezik Caws Raze lc Jpizic Idele z lonzoa Storer otoy kS H Shaws veriu Lela Storm F riire 3 400 51 500 s eer Tj ChertSpesiiz R eris In in EET I CT Fires ng 4 uu FT Fetes Irenaeyy Siti 12 Stu ssl natio 1 Dy LT Shite HEHE XI SIS XI S I RI This screen is used to define actual users access to Stores Inventory menu entries functions and data Security Codes can also be used to further restrict access to individual records within the system Security codes may need to be defined on the SIUPCD screen before they can be referenced on this screen See the Security Guide for more information on Security Roles 2 Security Code Definitions SIUPCD 4 b 3 Record6ot8 dj Preferences Helpw Close Secu
70. MMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODE MASTER screen appears enter SYNO in the Code Category field enter either PEIDNUMS for permanent PE IDs or PEIDTEMP for temporary PE IDs in the Code Value field Next enter descriptions in the Short and Medium descriptions Enter the starting seed number for PE IDs in the Associated Numeric Value field There must be exactly five places to the right of the decimal point The next field is the Associated Code field In order for the seed to have an alphanumeric prefix enter the prefix in the first six positions of the field The last two positions are used to show the length of the seed number number of digits in the numeric part of the PE ID i DISBURSEMENTS 33 Without an alpha prefix Desired ID format Numeric Value 1 Code 1 257 00257 03 2500000 25 00000 07 200000001 200 00001 09 With an alpha prefix Desired ID Format Numeric Value 1 Code 1 XX123456 1 23456 XX06 A12345678 123 45678 08 1 00001 If more help is needed in setting up these seeds please consult Common Code section of Person Entity User Guide Security Cd The current owner of the entry the person or office that can update the record Through Nucleus Security access to PE IDs can be restricted through the use of the Security Code field composed of 8 characters The Security Code is validated with co
71. Manual Data Entry Automated Data Entry PE Person Entity Database from other systems Automated Reporting The Integration Picture The Person Entity system s relationship with other IFAS modules is described below and illustrated in the following diagram AP Accounts Payable Generate product name and address information for sets Provide information for Matching Utility AR Accounts Generate product name and address information for sets Provide information for Matching utility Receivable EN Encumbrances Generate product name and address information for sets Provide information for matching utilities E DISBURSEMENTS 54 GL NU PO SI General Ledger NUCLEUS Purchasing Payroll Stores Inventory Report ID and product information to be reported with detail GL transactions Verification of access to the PE database Generate product name and address information for on line Purchase Request Purchasing information Provide matching utili defined Bid lists are created for quotations Generate name and address information for Payroll Processes Provide information for Matching utility Generate product name and address information for sets Provide information for Matching utility E DISBURSEMENTS Fie 34 Address Label Specii catons Automated Data Entry Fersan Entity Database from Other Systems t Address File Listings TENE L
72. Nickname Suffix Created 03 01 2007 Web URL http bi tech com Addresses Phones Emails Vendor Customer Price Calcs Relations Associations Text Discount Terms o oo Tax Rate 0 00 Taxed Require Bundles Field Descriptions Customer tab Discount Terms This field is used to calculate the discount to be applied at order entry time Enter the discount terms as a percentage that the customer will receive when an order is processed For example 5 00 represents a 596 discount per order Tax Rate This field is used to calculate the tax to be applied at order entry time Enter the tax percentage the customer is to be charged if taxed For example 5 00 represents a 596 tax rate Taxed This field is used to indicate if tax is to be applied at order entry time Enter a Y if the customer is subject to a tax or enter an N if the customer is exempt from tax i DISBURSEMENTS 45 Require Bundles This field is used to indicated customers whose order quantity should always be adjusted to the bundle quantity Enter a Y to force this customer to order by bundle quantity or enter a N to all ordering of any quantity A bundle is the term for the order multiple of a product If a customer is flagged to require the use of bundles the order quantity will always be a multiple of this bundle amount If any quantity of less than one bundle is ordered then one bundle will be assigned Price Calculations To acc
73. P CR and PY systems for basic data entry and Click Drag and Drill for reporting The Bank Reconciliation module is then used to update check and deposit information track changes and match transactions reported by the bank to those recorded in IFAS Additionally Bank Reconciliation provides an effective means of tracking and processing year end 1099 information As mentioned above reporting from the Bank Reconciliation system is handled exclusively by Click Drag and Drill Standard CDD reports are delivered as part of the Bank Reconciliation system making reporting on the reconciliation process fast and easy Note For more information about using Click Drag and Drill see the CDD guide Also if a Workflow model exists that is triggered from document table program bk200 will create a workflow queue record for each bk document record created 1 2 2 BK Overview There are five main menu options within the Bank Reconciliation module available via Insight Navigating is simple and efficient BK99 1099 Process For information on 1099 processing see the 1099 Processing Section of the Year End guide The options available BK99CB 1099 forms only BK99CC 1099 forms and tape BKCS Client Specific This selection offers some client specific options The Interface for the Bank Tape written for each specific Client Site will be located here BKDS Distribution of Cash in Bank This mask distributes
74. PIPBTBT from the main menu This option only shows totals and any errors in the set This is helpful for a quick check of data entry accuracy but should not be used in replace of the standard set proof Itis very important to verify the entire set for accuracy Matching Utility This utility is used to match the PE IDs and names held in the Open Hold database with the PE IDs and names held in the Person Entity database This utility APOHUTMA should be run anytime that names have been changed If the PE IDs and names do not match the system assumes that the information in the Person Entity database is the most current and moves that information to the Open Hold database It is suggested this utility be accessed every time the user has changed PE ID information Distributing and Paying the Set After a set file of Immediate Pay Accounts Payable transactions has been created it must be distributed posted to the General Ledger database and the checks paying the invoices must be printed The user should refer to the Check Management User Guide for a complete explanation of the check printing process This process assumes a console printer is being utilized unless the interactive mode is specified The interactive mode is triggered at the Job Echo prompt of the Job Control Mask 1 the YR08 prompt is changed to Y108 108 This will cause the control prompts to appear during the APIPBTDP job Under this directive no console
75. T EP for this sequence number E DISBURSEMENTS 247 SunGard BI Tech Microsoft Internet Explorer Edt Mew Favortes Took Help poss 3 http of fsether ifes ScreensiMucleus NUUPTD asprinsicht 1 Rronnect trein3 amp Gl Raced STNO Code Value F5 EP Ledger peg snose Deze EFT Sequence Number seea Long Dese E Associated Numeric Values Associated Codes 0 00008 0 00008 EFT File Bank Information For record type 1 there are four fields that are assigned by the client s bank The client will add this information to the appropriate common code and it will be retrieved for record type 1 Record 1 has the following four bank specific fields Immediate Destination Code ABA number Immediate Origin Code ABA number Immediate Destination Name Clients Bank name Immediate Origin Name Clients Bank name After getting these four pieces of information from your bank create common code OHEF CONTROLI Place the four values in descriptions 1 4 respectively E DISBURSEMENTS 248 SunGard Bi Tech waing Microsoft Internet Explorer Edt wew Favorkes Took 4 ffaethierhl ss 7 Screen NUUPCD asprzinsidht 1 amp onnecE trai m 3 83 L PI Code Category Code Value cox 21 Shot Dese medium Desc EFT File Bank Information Ledger peg Long Desc eee eee uM Associated Descriptions zimmer o
76. UPPE Go to the Associations tab Select Association Code EFT Place CHECKING or SAVINGS in the Value field Place the RDFI Transit Routing Number ABA Number in the description area
77. UTLB You will be prompted for the following questions 1 Please enter the Bank Id Check Id to process RETURN AP Enter check stock ID that corresponds to the bank file 2 Please enter the statement date RETURN 03 16 2005 Enter the date ending date of the statement 3 Enter the Bank File Name RETURN Enter the name of the bank file that resides in the admin data directory E DISBURSEMENTS 96 4 Trial Mode Y N Y will not write transactions to the BK subsystem but will report generate a report of detail transand control counts N will write transactions to the BK as well as generate the report and control counts 5 Line Printer Copies Name Pri amp Option 0ITERMINAL08 Select the number of copies printer and printer priority 6 Job Echo Y N Code R I Y M N O S amp Priority 01 12 YRO8 A summary of your job request will now appear To run in interactive mode hit the space bar once type T and press enter otherwise just press enter Available Common Codes Each common code has the check stock as the first two characters of the code value This is represented be the lower case xx in the common code configuration settings below See the Common Code Guide for specific setup instructions Common Code Description KRC xxGEN Used for to describe general characteristics of the Bank s recon file req BKRC xxCHK Converts bank recon file check code s into BKR TYPE of CHK req BKRC xxDEP Converts Bank Re
78. a De Anne 100 2 3 2 Nm 100 2 3 3 PAWN Gra M MG 100 2 3 4 Best Practices Id D 100 2 4 Purchasing Setup emt ee tear nn 100 2 4 1 100 2 4 2 RR UOTE 113 2 4 3 ro PENNE 113 2 4 4 Best Practices 113 2 5 Stores Inventory 5 1 122 2 5 1 MT tect R E A os cee A E E 122 2 5 2 termediate M 149 2 5 3 Advanced srein p E ME NR 149 2 5 4 Best Practices cccccccecceccceccececeeceecaeececcuecaeecueeaeececeaeeseeceeaueceecaueseecaesaeeceecaueseecuesaeeceesaeeseeeass 150 m DISBURSEMENTS 6 3 gelernt 151 3 1 Accounts Payable s oen E UNUS coro unu RR UNE a UR 151 3 1 1 AP Processing Tutorial MENET 151 3 1 2 Accounts payable 156 3 2 nee leboulemet m mes 253 3 2 1 Fav nte URLS T 254 3 3 Expense Setup APXPCF m V EEE 255 3 4 Bank Reconciliation
79. abels Tape Manual Data Entry Person Entity Database DISBURSEMENTS FEL Fie PELABELS Specifica tions 56 m DISBURSEMENTS Manual Data Entry From Other Systems Personi Or Line Update of Harme Entity Adie Database Aseocetone Se Fee Form Text ARB TCA ABBICHUS APENUB Encumbrances BE DISBURSEMENTS Automated Reporting FEL Fie 3 Address reson Label Entity Specifi Database tions Fiche Tape P PEFI File Listings Label Printing PELE Address Label Hard Copy Labels specifications FileListings m DISBURSEMENTS 59 Automated Data Export Software which Person amp Enti Address Intormaton toother syste mes Database 1 3 5 Basic Steps Under Construction m DISBURSEMENTS 60 1 4 Purchasing Overview 1 4 1 PO Introduction The Purchasing system is designed to give order and structure to the daily entry of Purchase Requisitions On line Approvals and Receiving Information to print Purchase Orders and to provide the ability to track the life of each individual item that is printed on Purchase Orders The Pursystem will keep track of Purchase Requisitions Detailed Item Information from the Purchase Requisition and Purchase Orders The Purchasing system also includes an optional interface to the Encumbrance Accounts Payable Store Inventory and
80. act in Purchasing the Receiving process must be used Accounts Payable will enter the Contract for payment in the AP system The payment may be entered in Open Hold or Immediate Pay sets using PO extraction Enter the invoice number invoice date invoice amount vendor ID and P for partial payment Click on Extract button E DISBURSEMENTS 233 POHBTUB Batch SunGerd Bi Tech Microsoft Internet Explorer Rever sal oxone 4 Vendor ID 0101 8 prg Po 200076 Invoice Date pe 19 2003 Dhoke Construction Partis 28 Securkv Code g Moor Inmeoieo Total 000 00 Ry oboe yaio Total no The system will display the AP extraction screen where you should select the received item and click Save APOHRTUREX PO Extract SunGard Bi Tech Web Page Dialog Reocrd 1 ot 1 n Choice Construction Co Quarbiv Ordered Guaniily Rece ved Pad PO tem Number 1 UUUUUUU SUU UUU UU The record will be imported into the set When the set proof is run the system creates the retention record and assigns a Misc code of RETN to the record To view the new record press CTRL F to find the invoice The retention record reduces the amount of the check being issued and places the retention amount in the Retention Payable account so that it can be reported on the organizations balance sheet E DISBURSEMENTS 234 POHE TUB DH Batch SunGard Bt Tech train3 N E dee Face Tods
81. al mode or when running the report of payment definitions PO This 8 character alphanumeric field holds an optional PO if the payment is to be applied to a PO Any value entered in this field must exist in either the PO or EN subsystems Payment Amount This numeric field holds the base amount of the payment The final net value of the payment record will include the discount tax and charge amounts from the fields below Note this is the individual payment amount not the total of all scheduled payments Account This 40 character alphanumeric field holds the required account number for the payment This is typically the expense account to which the payment will be charged The format of the account is determined by the configuration of the GL and JL ledgers and will be the same as other data entry screens in IFAS Spread codes may also be used in this field A spread code is a name of a list of accounts with each account having an associated percentage When the payment set is extracted and processed by the set proof the spread code will be expanded into the actual accounts and their appropriate dollar amounts Spread codes are defined in GL under the mask GLUTASUP Ledgers These display only fields show the ledger codes associated with the payment record When adding a new payment definition the codes default to the current ledgers for you Disc Terms Amount This pair of numeric fields represents the discount to be applied to the payment
82. alog Product Activity File Listing E DISBURSEMENTS 78 Inventory Item File Listing Transaction File Listing Warehouse File Listing Inventory Value Report Reconciliation Reports Warehouse and Item Activity Reports 1 5 3 Getting Started Under Construction B DISBURSEMENTS 79 1 5 4 Flow Diagram SI System Flow Diagram The purpose of this section is to provide the reader with information which describes the relationships among and within systems The first diagram shows major functional modules The Big Picture second specific points of integration between systems are discussed The Integration Picture finally subsequent diagrams show all system to system relationships with greater detail on functional modules The Total Picture On the detail level diagrams the reader will find bold italic characters These characters relate to the codes which are entered in response to system dialogue and menu prompts i e if the described characters are typed the diagrammed will be accessed DISBURSEMENTS 80 Automated Data Export Automated Stores Automated Reporting i DISBURSEMENTS 1 5 5 Basic Steps 1 6 IFAS Disbursement Cycle Purchase Request No Stores l Inventory Purchase Order Encumbr ance Encumbrance Re Order Received Di T External Receiving Stores Fixed Accounts Inventory Assets Invoices Payable v External Dept Bill
83. ame Smith Jonn Account Number Invoice Number Inv Dt Job No Dist Amt Inv Amt ACCOUNT NUMBER Secondary Ref Due Dt CK Job No Disc Amt Tax Amt Batch ID Stat RelTo PR Num Item Rft Rev Dt Mise Tfmt Retl Amt Tax2 Amt PO Number P F P Addr Units Terms SC Pst Dt Div Post Tax Tax2 Gd Chrg Amt Prep Seq Description Dt No Chg Duty Cd Duty Amt GRAND TOTAL Unpaid 0 00 Paid 395 00 Total 395 00 Hit RETURN when done with this screen or PRINT 3 1 2 Accounts payable Disbursements After reading this section you will be able to Setup AP Pay an Invoice Create Update set File Create a set Proof i DISBURSEMENTS 157 Post Sets Use Direct Pay Run Vendor Invoice Status Pay PO at Account Level Roll ENs at Fiscal Year End Use Typed and Reversed Checks Undo Distribution Use the Check Run Process Enter a Credit Memo Use Repetitive Invoicing Stale Dating Utility Reconcile Bank Statements Use Electronic Fund Transfer and Automated Clearing Houses Setup AP All items listed below have been addressed during the AP Installation and need to be considered prior to going LIVE Any of the options installed can be changed however some items may affect other options defined If in doubt please do not hesitate to contact your Person Entity Consultant or the Help desk Accounts Payable Divisions APOHUPDV General Information APPOUPGN m DISBURSEMENTS 158 Common Code Set up Accounts Payable Address Hierarchy
84. amount The first field holds the discount terms as a decimal representation of the percentage For example 15 is shown as 1500 The second field holds the discount amount If you enter only a term value the screen will calculate the discount amount when the record is saved When the net value of the payment is calculated it is always the discount amount that is used the discount terms are only used to calculate an amount Tax Code Amount This pair of fields represents the tax rate and tax amount to be added to the payment amount The first field is the tax code which must be previously defined in common codes under the category SYTX If you enter only a tax code the system will calculate the tax amount when the payment record is processed When the net value of the payment is calculated it is always the tax amount that is used the tax code is only used to calculate an amount Charge Code Amount This pair of fields represents the charge rate and charge amount to be added to the payment amount The first field is the charge code which must be previously defined in common codes under the category SYCH If you enter only a charge code the system will calculate the charge amount when the payment record is processed When the net value of the payment is calculated it is always the charge amount that is used the charge code is only used to calculate an amount Description This 30 character alphanumeric field holds the description that will be
85. arted 15 1 1 4 Flow CA Nem 16 1 1 5 Ste pS eR 22 1 2 Bank Reconciliation OVC View dudit NUS 22 1 2 1 Uniisre e leader 22 1 2 2 CN 23 1 2 3 Key 5 M c 25 1 2 4 Getting STAIN MN 26 1 2 5 Fow Diagram 27 1 2 6 27 1 3 Person Entity RI LER 27 1 3 1 PE System OVETVIEW M EE 27 1 3 2 Te 27 1 3 3 Getting Started RN 28 1 3 4 Fow eis 52 1 3 5 esc cee ps cece ee emcee A eee es 59 1 4 Purchasing OVCWICW o 60 1 4 1 PING NO Me 60 1 4 2 IFAS Line Purchasing IntrodbicllOD 63 1 4 3 m 63 1 4 4 Getting Started Meme P 65 1 4 5 mes AU eee o 66 1 4 6 Basic Step c 74 15 Stores Inventory OVerViGW vea anu
86. artment 1 4 5 Flow Diagram PO System Flow Diagram The purpose of this section is to provide the reader with information that describes the relationamong and within systems The first diagram shows major functional modules The Big Picture the second diagram shows specific points of integration between systems The Integration Picture finally subsequent diagrams show all system to system relations with greater detail on functional modules The Total Picture M DISBURSEMENTS 67 On the detail level diagrams the bold italic characters relate to the Subsystem menu prompts These menu options can typed directly into the Type Ahead box and are referenced to as a Menu Mask The Big Picture Purchasing Receiving Database Automated Data Update Automated Reporting The Integration Picture PO GL Interactive validation of GL JL Account Numbers when a Purchase Request Purchase Order is entered Interactive budget checking when items are defined within Purchase Requests Purchase Orders Interactive transaction trapping of invalid Org Key Object Code combinations Update Encumbrance balances when the Purchase Request is entered or the Purchase Orders are printed PO EN Automatic Encumbrance of a Purchase Request if defined to encumber at the Request level i DISBURSEMENTS 68 Automatic Encumbrance of Purchase Order when printed Automatic Encumbrance update if the PR PO amount changes Occurs when PO is reprinted
87. aspzainsghte amp ronnectetran 38421 3 8L P1 Code Category k1 Code Value m Shat Dese Desc bank of America Long Dese DO ee Ledger Pooled Cash ease in Bank EFT Check Stock New CKID common codes must be created for the new EFT IDs In common codes mask NUUPCD add CKID EP IMPORTANT Make sure codes 1 amp 2 contain the same numbers as the corresponding paper CKID These are the key and object for the GL cash account associated with these two IDs Place EFT in code 4 i DISBURSEMENTS 246 SunGard Bi Tech brain Microsoft Internet Explorer EF Edt wew Took bap hito Mas Screen isi ladeus NUUPCD d co nnrecbm ma 0 Code Category CRID Code Value EP Ledger Shot Dess Bank of America EFT CKID Long Desc EEG A ic Vah a inted C inted D L 000000 precisa casn dwin 1000 casa in Bank NOTE Data entry is still done with the original Check id i e AP The corresponding EFT ID i e EP is used by the system when storing EFT information For EFT payments the AP is replaced with EP in the AP GL and CK databases during the Check EFT run This is done because paper check payments receive a check number the number printed on the paper check and EFT payments use their own sequence number It is necessary to create common code SYNO APEF
88. ate is actually the date last edited The PE ID Invoice Date Division Trans Format Check Stock ID set ID Tape Total and Prep ID are only required to be entered on the first record of the Single Line set screen These fields will be echoed on each subsequent record of the set until the user defined Tape Total equals i DISBURSEMENTS 88 the set Total The user may alter the information at any time One may cause other fields to echo on the Single Line screen as well as the Multi Line screen Please refer to the Secon System Set up in this manual Free form text may be associated with PE ID and Invoice number combinations This text will be printed on the check stub when the check is printed for a specific PE ID Invoice Number combination When entering an invoice for a Purchase Order that already exists in the Purchasing database the user has two options The first option is to enter the Purchase Order Number in the PO field If the PO is valid meaning it has been printed and is not disencumbered or fully paid the system will create records in the set file via a PO extraction process When the Receiving portion of the Purchasing System is being used the records created will be taken from those items recently received For example if one has a PO12345 with five items and three of those items have receiving activity while the other two are dormant through the current payment period then the Receiving Extraction screen will only allow tho
89. ate new check records for the new check numbers Enter a Credit Memo Process Credit memos are entered the same way an AP transaction is but with a few differences Quantity Quantity of 1 Unit Price Negative unit price Description Type in a description of the credit return Result 25 will be subtracted off the next check for this vendor Inquiry The transaction will show up with a status of DS in APOHIQ Unpaid invoice report NI DISBURSEMENTS 210 Use Repetitive Invoicing Why You Do It Repetitive Invoice Processing is a tool for managing payments that are made on a regular schedule for a specific or indefinite period of time Invoice definitions are created once and then used repeatedly to create payments within the AP module Z APOHBTUB OH Batch SunGard Bi Tech express Microsoft Internet Explorer p TA invoice Dotall Invoice OHINV001168 Vendor 10 0001 B BI Invoice Date 0 13 2003 fl ACE Hardware Store m Security Code F User Invoice Total 25 00 invoice Detalls Account Number GL 1200 g Description Credit Memo sEg999898292509929999 Using the payment definition screen you can setup the invoice details that will later appear on the actual payment records Most of the commonly used fields of the AP invoice entry screen APOHBTUB are provided including pre defined and system generated invoice numbers The scheduling featu
90. be used to hold client specific encoding that may be used for extraction from the Person Entity database A discussion of a further breakdown of the Affiliation field The Select 1 field is displayed in Purchasing through the POUPPR Purchase Order UPdate Purchase Request screen It is helpful when describing the vendor such as a preferred vendor a vendor of bad quality delivery etc The Select code 2 field is only used for reporting purposes the field will not appear on any screens in IFAS besides PEUPPE Note Although the feature of using the PEID for the SSN was removed some time ago it is now possible for the user to re create this functionality using nucleus defaults if desired It is up to the user to determine the legality of using PEIDs for SSNs Some believe it is illegal which is why we removed the functionality while others do it all the time Please refer to the Nucleus user s guide for more information on NUUPDE and setting up defaults TIN The nine digit Federal Tax Identification number associated with the PE ID being defined I DISBURSEMENTS 36 Nickname Up to 12 characters that represent the person s nickname This will be used as an informal salutation on user defined Address Labels For example if the PENAME is International Business Machines the nickname might be IBM Suffix Up to four characters may be used for those persons whose name has a suffix Common examples Ph D and Jr Values placed into
91. boxes on the SI security set up screen will be controlled by allowing or restricting access to masks Within the security role having a check box checked see below BP Order Batch Proof or not checked will determine whether the user can perform the menu function or not i PB Print Backorders O E Stores Inventory Data Security can be also be controlled by data or table restrictions Each table within the Stores Inventory system is listed in the role being updated Restricting the attributes read write delete etc can be done for any table within the role Where clauses can be written to control access to the data elements of a table 2 5 2 Intermediate Under Construction 2 5 3 Advanced Under Construction E DISBURSEMENTS 150 2 5 4 Best Practices Pf DISBURSEMNIS RIT 3 Processes 3 1 Accounts Payable Tutorials 3 1 1 AP Processing Tutorial Overview This tutorial is designed to provide standard processing steps regarding the Accounts Payable disbursement cycle It is set up for a Vanilla Organization and will include the creation of an AP Set file printing an AP Set Proof AP Set distribution AP Select for Pay printing an AP Report of entries for payment and finally AP Payment Processing check run Accounts Payable set Process The set file creation process is designed as a way of storing multiple transactions that are to be paid over any period of time These transa
92. cate what is necessary from each person for an item prior to issuing authorization E DISBURSEMENTS 102 Purchasing Security Codes Security Codes are defined on the Security Codes screen POUPSC 4 b 84 Se Record1of45 d Preferences Help Close Security Code Description for T18488 print glkey desc PO 5001 DS 5002 DS 5003 DS 6097 DS 6098 DS 6099 DS T44689 64 Approval Codes Finance Administration Security Code The security code value m DISBURSEMENTS 103 Description The description for the security code f reurite IFS MLS Fu Ti Saa le shelu 7EAMLS De ved Read we Otjes gt Upcase ee x f remoen Sen rity 2 ling eo Accar EakFzconils eri x x 4 b a sizl 7l a She Ha 80 Ords s L3 nda U C we 4 4 fiis yon Clause A 74 Certraz Hcnagzowen P om Sw a dd L be Ur bre JB AE Pro Bis vly nd Eros 2 Fra F 23f T d Peed frset 4IFR 71235 S32 77 a 5 31 Purchasing Security Codes are applied on the Manage Security Roles screen un
93. ce vste 1 2002 B D Invoice total amount into the User Invoice Total User Invoice Total 120 50 Step 2 On the Invoice Details section type in the invoice item information as follows A Account numbers under Org Key Object See Account Code Look up Guide if not known Account Humber feu g acrooracv esur B e s 5 iption SHARPEE PENS Quantity 1 R D c 5 as d o e Unit Price 65 00 ls Step 3 Press the Enter Key to complete the record A green check mark will appear on the top of the screen noting Record Accepted E DISBURSEMENTS 179 NOTE One item on invoice If there is only one item for this invoice or the invoice has been entered completely go to Step 1 Section F to add another invoice to the set Multiple items on invoice If there is more than one item on the invoice continue entering each line item to the Invoice Details Section until all line items are entered See Step 2 B The Amounts in the fields User Invoice Total and System Invoice Total must be the same after all line items are entered in the system Step 1 The system will bring you to the next Invoice Details Main record Enter the next invoice item as explained on Step 2 B above Please note the following a Invoice Tab remained the same As invoice details are entered the System Invoice Total will change as invoice details are entered and rec
94. characters The use of Due is for the Open Hold and Immediate Pay sub Discount Terms This field is used to calculate the discount to be applied at order entry time Enter the discount terms as a percentage that the vendor will receive when an order is processed For example 5 00 represents a 5 discount per order Addenda Type Enter the addenda type of this PE ID Valid codes are CCD for Corporate no addenda CCD for Corporate one addenda PPD for Personal no addenda PPD for Personal one addenda and CTX for Corporate multiple addenda EFT Flag Reserved for future use EFT Type Reserved for future use ES DISBURSEMENTS 43 Routing Number Reserved for future use Bank Acct Reserved for future use No Checks Reserved for future use Reason No Checks Reserved for future use No Invoices Reserved for future use Reason No Invoices Reserved for future use No POs Reserved for future use Reason No POs Reserved for future use No PRs Reserved for future use Reason No PRs Reserved for future use Customer Details To access details specific to a Person Entity that is a vendor click on the Vendor tab Below is an example of vendor information for a particular Person Entity B DISBURSEMENTS 44 Record1of1 p Security Cd g Status ici Expire Date g Hame Supply Company First Name SSN Middle Name Affiliation F Select 1 Last Name Salute Select 2
95. ck the life of each individual item that is printed on purchase orders The Purchasing System also includes an optional automatic interface to the Encumbrance Accounts Payable Fixed Assets Systems and Stores Inventory Systems Major Features Change the vendor originally assigned to a purchase requisition Enter unlimited descriptive information for each item on a purchase request or for the request in general Apply tax to an item by use of a tax code that has an associated tax rate E DISBURSEMENTS 64 Design and print Purchase Orders in user defined formats Join multiple purchase requests into a single purchase order to maximize quantity discounts Join multiple items on a purchase request or on multiple purchase requests into a single item on the printed purchase order Record each receiving transaction for audit Encumber funds automatically if desired Specifically associate discount charges tax and duty with an item Establish multiple levels of approval at the department and or institution level Purchasing System logs changes to critical fields when changed after the Purchase Order is printed Goods received can be assigned a tag number and automatically entered into the Fixed Assets System Purchasing System records all events that occur in the life of an item Accounts Payable entries can be generated by entering the purchase order invoice number and the invoice date All other information is ta
96. con file deposit code s into BKR TYPE of DEP Optional if bank file and or client does not support deposits BKRC xxADJ Converts bank recon file adjustment code s into BKR TYPE of ADJ Optional if bank file or client does not support adjustments BKRC xxCKNUM Defines check number position within bank file The file check number will be right shifted and zero filled to convert to IFAS form This same position is often used for non check unique references as well Use CC BKRCTRANNO for non check records req BKRC xxTRANNO Defines unique transaction reference position within bank file for non checks If this unique reference is not provided in the bank fi define seed code in medium description so that a unique reference may be derived req only if non checks are to be reconciled nw BKRC xxCKAMT Defines check amount position within bank file It is assumed that the amount is fixed with no if not see short or medium desc req BKRC xxCKDATE Defines check date position and format within bank file H DISBURSEMENTS 97 BKRC xxSKIPI Defines string values and location that will cause the interface to skip the bank input record opt BKRC xxRECSLI1 Defines record selection based on specific character strings and column position BKRC xxSKIP takes precedence opt BKRC xxFRC This common code was designed for Wells Fargo but will work for any format where there can be multiple accounts and the accou number is in the header record only
97. ct basis The amount withheld is also subject to an overall contract retention dollar limit Required Retention Setup How You Do It Step 1 It is necessary for the posting preferences to reflect retention payable See your GL consultant to verify that the posting strategy supports contract retention Common Codes Retention Contract Limit Code Category POAS Code Value RTLIMIT nmi DISBURSEMENTS 231 Retention Percent Code Category POAS Code Value RTPERCNT Retention Dollar Limit Code Category POAS Code Value RTDOLLAR Retention Miscellaneous Code Code Category OHMC Code Value RETN No Retention to be Calculated Code Category OHMC Code Value NORT Contract Creation Why You Do It The process begins with the creation of a Contact PO in the Purchasing system The PO is created like a standard PO with the exception of the type being C instead of P and the assignment of association codes that indicate the percentage or dollar amount to be retained and the retention contract limit Note Always list RTLIMIT before RTPERCNT or RTDOLLAR E DISBURSEMENTS 232 QUPPR SunGard Bi Tech traind Microsoft Internet Explorer By TRAINS 1872003 Bj How You Do It The Contract PO is printed and encumbered using the same process as used to print all other Purchase Orders If the Receiving portion of the Purchasing system is used to authorize all payments or to record partial payment activity on the Contr
98. ctions are created from a variety of sources such as vendor invoices check requests or purchase orders The entire set process is completed in three steps The first step in the set file process is the set file creation second is the printing of the set Proof steps one and two can be repeated for corrections additions and deletions The final step can be performed only one time this is the set Distribution step and it is the process that writes the set file records to applicable subsystems The subsystems that can be impacted by set distribution are Accounts Payable Purchasing Encumbrance and the General Ledger To access the Accounts Payable OPEN HOLD set UPDATE screen from the main menu type APOHBTUB AP set Proof Printing set proofs are typically printed to ensure that all records have been entered that they have the correct information and that the records balance to the user given tape total A set Proof is printed from the main menu by typing APOHBTBP If corrections need to be made simply go back to the OPEN HOLD set UPDATE screen by typing APOHBTUB B DISBURSEMENTS 152 AP set Distribution To distribute the set enter APOHINVP from the main menu This function distributes posts the entries from the set file to the General Ledger and places each valid transaction into the OHDB This function first searches for all sets with a status of BE If a set generates a block it will not post but this will not affect the posting of othe
99. d transactions before they are distributed and paid This listing called a set proof listing will print an error message if discrepancies exist within the set For example a warning message will be printed if the user computed tape total does not match the system computed set total The system may also perform a check of the dollar amount paid on an item to the dollar amount stated on the PO If override file specified that text is printed regardless of OHTEXT default in APBP TEXT Common Code If override is not specified the default text is printed If neither default nor override is specified no text is printed This last option is activated through the use of the Common Code APPO PAYTOT For information on how to define this Common Code see Appendix B The set proof listing may be printed at any time and as many times as necessary prior to distribution of the set H DISBURSEMENTS 90 To obtain a set proof listing from the Immediate Pay subsystem enter BTBP and press RETURN The system will prompt for the name of the set file from which the listing is to be produced It will ask if the short or long format is desired the short format contains only Account Job Ledger Account Vendor ID Date Invoice Number Description P O Amount Record Number The system will inquire if exceptions only should be printed this means that only items with data exceptions like PEID not the PEID encumbered on the PO or warnings for over budget conditions wil
100. d in 7i 997 9 1 35 What Causes AUTOCALC Records be 998 9 2 Bank Reconciliation FAQ 998 9 3 Person Entity FAQ 998 94 P rchasing FAQ EA E ea a a A E EEE E 998 9 5 Storesiinventony FAQ rres eee a OSEE 998 E DISBURSEMENTS 11 1 Overview The disbursement process in any operation is the key to requisitioning receiving and paying for goods or services Any experienced person in your organization can explain to you how this process works within your business processes Your organization s disbursement process may be very complicated integrating many sub processes both on and offline or very simple with little or no online processing Within IFAS there are many components to the disbursement process An organization may use some or all of these components and they may rearrange the components to suit the organization s needs The disbursement process in IFAS encompasses creating and updating entities vendors customers etc purchasing goods or services utilizing Workflow to facilitate approvals and other client specific needs receiving goods and services paying for goods and services warehousing products for internal sales tracking and depreciating fixed assets tracking contracts bids etc T
101. d need to re run ENUTRE to create the budgets you can use GLBUCB copy the budget to itself with a percentage of zero to zero out this budget version Even if you don t use a dedicated budget if you logged the budget changes for this budget version you can use GLUTSUUN to undo the budget changes Example Budget EN Budget En Balance Last Year 70 0 50 This Year 80 50 10 In this case the 50 from last year s EN balance was carried forward to the EN budget in this year by ENUTRE 3 EN s Not Carried Forward Open ENs are closed at year end EN s in new year have different PO numbers Will use POMADE or ENUTDI to close last year s ENs ENUTRE is not run At year end any open encumbrances are closed and if the encumbrance is to be included in the new year it must be re created i e a new PO number This requires running POMADE or ENUTDI to disencumber all open encumbrances as of year end 4 EN s Manually Carried Forward Set the common code ENGL CONTROL to DISABLE Use ENUTRE to manually roll the ENs to the new year ENUTRE will also allow you to optionally close the reference in the old year The Manual Carry Forward system is not recommended It creates more records which take up space and sometimes take up time when running reports The programs which run on encumbrances were built to use Automatic Carry Forward so this method tends to be the more reliable method MI DISBURSEMENTS 193 In order to run ENUTRE this way you must ha
102. dating printing and finally writing the payment to the set Each of these steps will be covered in detail Qualification How You Do It In the process of qualifying for processing each payment definition is checked for the following set of conditions If any of these conditions are not met the definition is skipped Status must be AC End Date must be on or after the as of date 1 e payment term cannot have ended Start date must be on or before the as of date i e payment term must have started Next Due Date must be on or before the as of date If an End Date has not been specified the payment count must be non zero The definition must pass selection criteria This includes an automatic check of the ledger code and AP division code security Validation Why You Do It The purpose of the validation step is to inform you of invalid definition values that cannot easily be validated during definition entry or that must be revalidated before processing The validations performed are not intended to be a duplication of the AP set proof process Each of the validations listed below will be performed on each payment definition record that passed the previous step of qualification If a validation is not passed an error message will be printed after the record on the report How You Do It Failure to pass a validation test will not prevent a payment from being processed and written to the AP set This is deliberate Since each paymen
103. de Category field enter the up to eight characters of the Code ID to be used in the Code Value field and enter a Medium Description that describes the Association Code For use only in Purchasing an association code of POBAD will block data entry in the Purchasing module for the vendor who has the POBAD code associated on this screen Code Value Up to 12 characters representing the value to be linked with the Code ID being defined See Optional Fields information displayed below Associated Code Description Enter a description up to 30 characters for the given Code ID and Code Value See Optional Fields information displayed below The following information relates to the Code Value and Associated Code Description fields OPTIONAL FIELDS Associated Codes for 1099 1099SOLE The Associated Code Description is used to define the Name that will print for the Person Entity defined on the 1099 MISC form The Code Value can be used to indicate the date the Code was entered 1099ADDR Type the two character address code in the Code Value field if the 1099 Address is different from the address to which the checks were issued 1099DFLT Type the two character Relate Code e g RE for rents in the Code Value field if the 1099 payment is to accumulate to a box other than Box 7 Non Employee Compensation 2TIN NOT Type the Calendar Year or an X in the Code Value field If the 1099 was submitted to the IRS for two consecut
104. de SYTX The transaction format must be one of the following values IN NM NI IB NB or DX If a security code was used it must be defined in APOHUPCD Updating Why You Do It The updating of the payment definition record during extraction is almost identical to the update that occurs during the report APRIRP The only difference is that the payment schedule is also updated The values that are updated by both processes are listed here again How You Do It The values derived by the reporting and extraction process are Payee address code and PEDB code using the AP address hierarchy Discount amount if terms were provided but an amount was not Tax amount if a tax code was provided but an amount was not Description if it was left blank Next Due Date if left blank In addition the extraction process updates the payment schedule by moving the Next Due Date into the Last Due Date field and then calculating a new Next Due Date Since the payment definition has already qualified for the current extraction this is the due date of the next payment in the future The Next Due Date is calculated simply by adding the number of days weeks months or years to the Last Due Date If a specific day of the month was entered then the date is changed to that day For example if a monthly payment was calculated to be due on M DISBURSEMENTS 222 7 14 01 and the due day was specified as 15 then the date would be changed to 7 15 01 If the
105. deposits marked In Transit to In Bank Status It takes deposits that have been reconciled and have a Status of In Transit and creates a set of these items changing the deposit Status to In Bank i DISBURSEMENTS 24 Setting Your System to Use Bank Reconciliation Directing your system to use the Bank Reconciliation module for the reconciliation process involves setting a switch in your IFAS system This switch tells your system that you are using the Bank Reconciliation module for maintaining check and deposit information rather than the Check Management system This switch is accessed via the Nucleus System Global Values screen To reach this screen enter the menu mask NUUPAU in your IFAS system BKUP Transaction Update The options available follow Update Bank Statement Info The Bank Statements screen displays information about a particular bank statement that has been uploaded to or manually entered into the BK sysThe top portion of the screen contains general information about the statement the bottom portion of the screen shows the detail of each line item on the statement BKUPCA Court Approvals The Review Date Maintenance screen allows selected Check records to be updated with a review date BKUPCD Update Check and Deposit Info The Update Check and Deposit Information screen displays all information relative to a check or deposit slip entry Invoices related to a check or cash receipts r
106. der Common Security Settings Purchasing From here Security Codes can be used to define a Where Clause that controls access to individual records that contain the given Security Code The Role can be further refined to control the level of access Read Write Update Delete allowed for the given Security Code Please refer to the Security Guide for more information DISBURSEMENTS 104 Defining General Information The GENERAL INFORMATION screen defines information that determines the characteristics of the system Examples are specifying the default Encumbrance and Fixed Asset posting flags the default Encumbrance Division and default format codes There can only be one GENERAL INFORMATION screen defined per ledger Ledger Code H Default Division Encumber by default Default Expiration Date y Use PO to FA irterface Default Printing Format E Use ledger code as format ID Field Descriptions Ledger Code The settings on the Purchasing General Information screen can be made ledger specific Enter to define settings for all ledgers To override these settings for a specific ledger enter the code for that ledger in this field Default EN Division Enter up to a four character Encumbrance Division Code to be used as the default Encumbrance Division ENUPDV When Purchase Orders are printed the Encumbrance is recorded When the Encumbrance Division Code field on the Requisition Scre
107. dor and account numbers are also encumbered with this option in effect If the system is defined to automatically encumber Requisitions all Requisitions will be encumbered One requirement of this option is that Requisition Numbers and Purchase Order Numbers be a separate unique series of numbers If the Requisition Encumbrance option is not enabled only Purchase Orders are encumbered Purchase Orders are only encumbered when the Purchase Order is printed Changed Purchase Orders must be reprinted in order to record any changed Encumbrances If the option to encumber Requisitions is enabled only one Encumbrance either Requisition or Purchase Order will be in effect at one time Accounts Payable A feature is provided which allows Accounts Payable and Purchasing to interact This feature automatically generates Open Accounts Payable transactions The information that needs to be entered in the Accounts Payable Open Hold system is simply the Purchase Order number the Pay Type the Invoice number and the Invoice date All other information is generated from the Purchasing information known about the Purchase Order The Accounts Payable transactions that are generated during this process are a reflection of the inthat has been entered into the Purchasing system concerning each item on the given Purchase Order The information involved is from the original item description and from all receiving information that has been entered Refer to the Accounts Payabl
108. e The major features of Stores Inventory are outlined below Interactive update from the Purchasing system for assets received which have been defined as being Stocked items Supports FIFO LIFO and Average Cost inventory valuation methods automatically as assets are received and disbursed E DISBURSEMENTS 76 Supports the calculation of Safety Stock and Reorder points Allows for multiple types of Pricing calculations using various system generated variables such as carrying cost warehouse overhead ordering cost or any of the inventory costing methods Unlimited amount of free form text available regarding any product held in inventory System maintains all events in the life of a Product Supports Classes of products for the purpose of Cycle Counts and Reorder points Automatically calculates and updates Last Order date Last Order Quantity Last Unit Price etc Supports multiple warehouses Includes search hierarchy for ordering purposes Supports last and next physical counts and cycle counts by Class per warehouse Contains on line Customer information including Contact Person Discount terms and Price calculations Opional user defined postings to the General Ledger for receiving demand and inventory control functions Optional Order encumbering process Upon creation of a new SI order the GL account s will be encumbered Once the order is filled the GL account s will be disencumbered
109. e PEID to browse and press the ENTER key Nm Used in BROWSE mode only Enter the PE Name up to 22 characters to browse and press the ENTER key Cds Used in BROWSE mode only Enter a Y to browse the ASSOCIATION ASSIGNMENT screen Text Used in BROWSE mode only Enter a Y to browse the FREE FORM TEXT screen Note Changes to the PE Name screen can be made through the use of BROWSE mode A general overview of the process is displayed below DISBURSEMENTS 38 Phones To access phone information for a Person Entity click on the Phones tab Below is an example phone information for a particular Person Entity Record 1 of 1 g Security Cd Status sci Expire Date g Hame cme Supply Company First Name SSN Middle Name Affiliation Select 1 Last Name Salute Cd Select 2 Created C Nickname Suffix Web URL http bi tech com Customer Price Calcs Relations Associations Addresses Phones Emails Vendor Phone Type Cd OC Humber i550 222 9550 ExE 1234 Country Cd Address 2 Record 1 of 1 b Field Descriptions Phones tab Address Type A two character code representing the type of address The Address Type field can also be used for Security It is the more popular method of installing the PEDB The Address Type can allow a user to read certain address types but not to make changes and write access to other address types where changes be made Comm
110. e amount entered in I P cannot exceed the total amount encumbered on the PO Over payments of POs must be made to the account originally encumbered on the PO The only exception to the previous statement is a PO with a Type field this field is found on screen 1 menu mask for Blanket Blanket POs are forced to ignore the Disencumbrance Hierarchy altogether For more information on the Disencumbrance Hierarchy refer to that section of the Encumbrances section All transactions placed into a set will post to the General Ledger on the same posting date If for reporting purposes period sensitivity is important separate sets must be created for each period The system does not post to the GL based on invoice or reference date i DISBURSEMENTS 89 Immediate Pay Set Single Line Data Entry Screen To access the A P Immediate Pay Set Single Line data entry screen type in APIPBTUB and press RETURN Enter a set file name on the Get File screen to create a new set file Refer to the online help attached to the software for more information about this screen PE Lookup Screen The Person Entity Lookup screen is used to locate Persons or Entities in the Person Entity datacommonly called the PEDB This screen supports lookup by Person Entity ID by Person Entity Name or by Social Security Number For Person Entity Name searches names may be partially or fully spelled The system supports SOUNDEX retrieval so the name ma
111. e left blank if the zip code for this address has been defined on the ZIP CODE TRANSLATION screen the system will automatically retrieve the city and state information for the zip code entered Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEST in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the State The Medium Description will be used when the system needs state information for the PE ID Country A four character code representing the country portion of the address If left blank the system will default to the country in which the site is defined Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PECO in the Code Category field enter a two character Code Value of what is to be recognized as valid and enter a Medium Description that describes the country The Medium Description will be used when the system prints country information for the PE ID Contact Person Up to 50 characters representing the primary contact person or email address associated with PE ID Find ID Used in BROWSE mode only Enter th
112. e sections for a discussion of the Open Hold Accounts Payable set update Fixed Assets When Receiving information is entered for Purchase Order items it is entered by Purchase Request This means that if multiple Purchase Requests were involved in the generation of the Purchase Order goods received are applied to one of the Purchase Requests involved If some items are flagged as Fixed Assets then Tag numbers can be assigned at receipt time Thus the Purchasing system has a record of tagged items If on the General Information screen a Y is placed in the FA field Items received with a Tag Number will automatically be entered in the Fixed Asset system unless an is placed in the FA field on the Purchase Request Items screen i DISBURSEMENTS 66 Stores Inventory Product codes are created in the Person Entity data base and can be defined as Stocked items If a stocked Product code is used on a Purchase Request Item values such as the Price Unit of measure and Description can be defaulted automatically onto the Item Finally at receipt time the Quantity received Description and Price will integrate directly into the Stores Inventory Data Base PO Helpful Features Some of the noteworthy features of the Purchasing system are summarized below functions are requested through user friendly Explorer menu dialogue On line HELP is available for all system functions including data entry Site specific HELP may be defin
113. e user may opt to take a slightly different course with approval security 1 creating sets proofing distributing to approvals auditing rejecting approving proofing distributing to open hold reporting and payment Security definitions only apply to the approval process Approvals in open hold are entirely optional Approvals allow for the opportunity to create a data auditing loop within the payable process a chance for administrators to review potential disbursements approve reject create text explanations and otherwise keep a handle on disbursement funds If the approval system is set up it still is not a requirement to use Data processing may or may not pass through approvals The user is always free to send something straight through the Accounts Payable system or set something aside for further examination The Accounts Payable General Information Screen Open hold and immediate pay have two options for data entry single line and multi line The single line form is the default method and is discussed in more detail in the sections titled Immediate Pay Accounts Payable and Open Hold Accounts Payable The single line screen form has all the possible fields available and is system defined The multi line form is user defined utilizing only those fields necessary for EH DISBURSEMENTS 83 quick data entry Both forms are available at data entry time within a single set by moving from one to the other If the user elects
114. ed Invoice Entry and Workflow Perform duplicate invoice checking Allow multiple invoices on a check Allow multiple funds on a check Allow separate checks to be issued for individual items Support commodity codes Define when and how often Accounts Payable checks are run Route entries for approvals electronically Support recurring payments Vendor Management Support the use of one time and temporary vendors Add vendors on the fly Maintain all vendor payments online Control how long history is to be maintained online before archiving and or purging Support multiple vendor addresses Support Consultant 1099 MISC forms including electronic filing and laser form printing Share centralized vendor tables across modules to reduce duplication and maintenance and access vendor information from other databases System Integration General Ledger posting strategies are designed to meet your specific needs based on relevant aspects of each transaction General Ledger entries may be posted at the transaction level or summarized and may include extended item amounts discounts taxes and other charges Entries may be posted to Accounts Payable or the General Ledger separately Specify posting and check dates to be used at time of processing Accounts Payable System is fully integrated with the Encumbrance System Maintain audit trail of all entries posted to Accounts Payable and to the General Ledger Track discounts los
115. ed allowing a question mark to be placed in a field for field specific help The Vendor originally assigned to a Purchase Requisition may be changed Unlimited descriptive information can be entered for a single item on a Purchase Request can be applied to an item by use of a tax code that has a tax rate associated with it This tax is then added to the purchase cost of the item Purchase Orders can be simply designed and printed in any user defined format After a Purchase Order is printed any changes made to the associated Requisitions will be recorded and can be reported through the reporting function Multiple Purchase Requests may be joined into a single Purchase Order Multiple items on a Purchase Request or on multiple Purchase Requests may be joined into a single item on the printed Purchase Order Funds can be encumbered automatically Accounts Payable entries can be generated by simply entering the Purchase Order Pay Type Invoice number and the Invoice date other information is taken from the Receiving or Order information entered in the Purchasing system Goods received can be assigned a Tag number and upon instructing the system can be automatically entered into the Fixed Asset system Built in security system allows users to be assigned to specific job running and database access capabilities For example one department cannot access Purchase Request items that are associated with another dep
116. ee te eh en ee ete ee ee es eel eee ede PE ERAS 978 8 4 Purchasing Implementation ais cccdacscnensaancncunads eR 978 8 4 1 Beet e JH 978 8 4 2 Template Project 978 8 4 3 Agendas desea ue eg ce eee edu 979 8 5 Stores Inventory Implementation SE REFERRE E RE EUR 979 8 5 1 Dependencies m H S 979 8 5 2 Template Project ac EE o om 979 8 5 3 ites E 979 a lemcem 980 eei 3x5 Mz PCIE RU m e 980 9 1 1 DISPATCHER ROLLING BACK UNCOMMITTED TRANSACTION Error 980 9 1 2 ADVSETUP Problems with APOHININ Screen Among 980 9 1 3 Error when try to run an AP batch proof 981 9 1 4 Why is mask APIPBTDP not on my 7i 981 9 1 5 Why does my AP batch proof show duplicate contract retention records 981 9 1 6 How to undo a 7i AP set posted to Approvals
117. elated to a deposit slip may also be viewed on this screen You may query this screen for a specific bank account and any other desired selection criteria Once the records that match the selection criteria have been returned the user may update fields on the screen BKUPMM Mass Maintenance The Mass Maintenance screen allows you to query records held in the dataSelected records may then be updated with a chosen event date and notes relative to the record update BKUPRC Reconciliation m DISBURSEMENTS 25 The Bank Reconciliation screen allows you to select and reconcile a bank statement Any bank items that do not reconcile will be displayed on a grid by default enabling you to selectively match them with IFAS items You may also view reconciled items on this screen BKUT Utilities Utility software is used infrequently to simplify maintenance of the Bank Reconciliation database The options available follow BKUTCS Client Specific Offers Client Specific options Selectively Purge Transactions Allows the user to selectively purge transactions BKUTSD Stale Date Checks Allows the user to stale date checks based on criteria that is defined in Common Code CKID BKUTUB Undo In Bank Posting BK only Will undo bank postings for BKDS only this does not undo postings in GL 1 2 3 Key Features IFAS Bank Reconciliation The Bank Reconciliation module is a central repository of check and deposit information gen
118. en is left blank the system will automatically assign the Division entered in the EN Div field on this form Encumber by default Check box checked 2 Encumber by default BH DISBURSEMENTS 105 Default Expiration Date Enter NO for No Default Value or FE to indicate an Expiration Date to be the Fiscal Year End The Expiration date is used on the first screen of POUPPR Use PO to FA interface Check box checked use PO to FA interface Default Printing Format Enter two character printing format to be used as default Use ledger codes as format ID Check box checked use ledger codes as format ID Defining PO Format Definition The PO FORMAT DEFINITION screen is used to define the Purchase Order format The first line of information or the first ten boxes in the detail portion of the screen is the definition of the detail portion of a PO The remaining eleven lines are used to define the position and items to be printed on the lines for the part of the PO that is not involved with repetitive detail A total of two screens may be defined per format Import text files are created to add additional supporting text to individual Purchase Orders Import text files must be an ASCII 80 character file and stored in the PERM group Import text files are created in Word or through an editor and placed in the PERM group Use of import text files is not required Refer to the online help attached to the screen for more information 233
119. er of the first name of the staff entering the batch 1 Third and fourth digits Current Month for this example 1s October 2 0 Fifth and sixth digits s date for this example 15 1 5 2 Seventh digit Last digit of the current year An Eight character Batch sequential order first sequence would be A then B etc E DISBURSEMENTS Set m 120524 none HV Hand Arite RV Reversal Step 4 Type in your set total in the User Set Total field if known or 1 if unknown at data entry time 199 MI DISBURSEMENTS Step 5 Press the Enter Key to go to the next screen and start entering invoices To enter invoices refer to ENTERING DIRECT PAY INVOICES or ENTERING INVOICES WITH PO guide IM EUUU Voice Detail invois J vendori J swaf gm Invoice Date Partial mu Securty Code User Invoice Total 0 00 System Invoice Totat Fwoice Details Hyn Account Humber p p Dessroton Quant Pot Unt Price Dus Dae Received Dae A thorzed Date Second Ref Duty Product ID Disc Terms 0 0000 Extended Amount m b We Ard wees Tax 2 marge AP Accourts Payable m IP Immediate Pay 5 OH Open Hold H Lg RI Repetitive hvoices 3 Gy TR Void Typed amp Reversed Checks BT Batch Processing amp Bj BP Batch Proof Listing amp 3 DO Distribute to Open Hold Orly pag 3
120. erated by other systems With Bank Reconciliation you can track and report on all checks issued and deposits received by IFAS Automatic reconciliation with electronic bank statements is also supported Major Features Bank Reconciliation is integrated with Accounts Payable Payroll and Cash Receipts System Support an unlimited number of bank accounts E DISBURSEMENTS 26 Import electronic bank statements for reconciliation purposes Record separate dates for all events in the life of a check issue cancellation reversal appraisal etc Supports Consultant 1099 MISC forms Reporting Access to information is straightforward and easy The Bank Reconciliation System includes standard reports and immediate online inquiry to any data in the system Security protected reports can be run at the user s networked computer or via the Internet from any Web browser Standard reports available include Vendor Check Summary Bank Statement Listing Unclaimed Funds by Account Consolidated Check Register Deposit Listing Detail Deposit Listing Summary Bank Reconciliation Document History Report Consolidated Exception Report Outstanding Checks Payee Report Short Format Payee Report Verbose Format 1 2 4 Getting Started Preparing Your System Before you can use the Bank Reconciliation system there are two simple setup steps that must be taken This setup process will prepare your existing IFAS syste
121. es refer to the Security Guide The Repetitive Invoice tool is available on both MPE and UNIX platforms and is initially supported only through the traditional COBOL based screens Support of the process using 7i based screens is planned for a future release Additional functionality for example adding new fields to the definition screen will be reserved for the 71 version of the tool Repetitive Invoice Definition The definition of each payment is made on the screen shown below Access the screen using the menu mask APRIUP E DISBURSEMENTS 212 Previous Next Add Record 3 of 3 a Definition 10 TESTE Status IN B pein 850 B aca fen Sean Olschowks 101 Overhere Way Invoice E Chico 35973 Description Scheduled Payment Account g 01206 enar PR 4 Payment amp mount 33 44 Division 8 Relate To Disc Terms 0 0000 0 00 Check 1D far E Misc Tax Code 8 2 00 Trans Format E Security Code Charge Cede 8 0 00 Extended Amount 33 44 Start Date 0140172000 4 Every 2 Last Due Date E End Date 12 31 2002 Num Payments E Day Of Month E Next Due Date Hd Each record defined on this screen will become one or more payment records when the invoice is extracted payment extraction is discussed in the Generating Payments section In order to generate multiple payment records from one definition record spread codes must
122. es are automatically carried forward as part of the subsequent year s encumbrance accumulators Example EN 50 Last Year EN 10 This Year EN Total 60 2 Automatic Carry Forward with Budget Augmentation also recommended Use ENUTRE for budgets ENUTRE is run to add the amount of the carry forward encumbrances to the subsequent year s budget It is recommended that a dedicated budget version be used This will enable you to re run this process if necessary without affecting other budget records It will also allow you to more easily track the budget payment activity for these prior year encumbrances Last year s encumbrances are automatically carried forward as part of the subsequent year s encumbrance accumulators When you run ENUTRE to create GL budgets in the new year based on EN balances from the previous year HI DISBURSEMENTS 192 Answer N to Is a Balance Forward entry to be created otherwise it will try to create a manual roll forward and will abort Answer Y to the question Create GL budgets for the encumbrance balance amounts You will be asked which ledger code to use which fiscal year the budgets should be created for whether you want to replace existing budgets or add to them and which budget version should be written to There is a similar question for creating JL budgets As long as you use a dedicated budget to hold the budgets based on ENs if you need to backpost ENs to last year an
123. ess details specific concerning Price Calculations for a particular Person Entity click on the Price Calcs tab Below is an example of price calculation information for a particular Person Entity Record 1 of 1 b g Security Cd g Status fac Expire Date g Supply Company 1 Affiliation katame Sateca sedz Nickname NEM Suffix Created 0 Web URL http bi tech com Addresses Phones Emails Vendor Custome Price Calcs Relations Associations Price Cd C1 Price Calc FIFO 1 25 Record 1ot1 Field Descriptions Customer tab m DISBURSEMENTS 46 Price Cd A two character user defined code that uniquely identifies the type of pricing being defined in the Calc field For example if the Calc is defining a retail pricing structure the Price Code may be defined as RT This code would then be referenced during order processing to deterwhich pricing structure to use when transferring or selling the product At order processing time the system will first use the customer pricing codes if any then the product pricing codes if any and lastly the global pricing codes Price Calc Up to 30 characters that uniquely identify special pricing structures to be used for the various customer classes when the product is sold or transferred The user may enter up to six pricing structures for each product For example with a Price Code of RT
124. et paid for POs that had contract retention 990 9 1 21 need to define a new Bank ID what should be aware of in IFAS 990 H DISBURSEMENTS 10 9 1 22 How to create a separate AP check for each record an AP 991 9 1 23 What is the address hierarchy for AP checks 991 9 1 24 Why did my AP check not include all of the expected invoices for a particular vendor 992 9 1 25 AP Batch Getting Paid Without the PO 993 9 1 26 Why is the vendor name wrong in IFAS when it is showing correct in PEUPPE 993 9 1 27 How to undo a 7i TR set of reversed 994 9 1 28 How to undo only one check from a 7i TR set that had more than one reversed checks in the set 994 9 1 29 How to undo a Classic TR batch file of Hand Write 994 9 1 30 When posting a Classic TR batchfile for a check reversal what dates are updated in IFAS 995 9 1 31 How to undo a 7i TR set distribution of Hand Write 995 9 1 32 Error when Posting a TR Set with Reversals 996 9 1 33 Posting Heversal a une NFEE ENE 997 9 1 34 How are voided checks entere
125. fined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PECO in the Code Category field enter a two character Code Value of what is to be recognized as valid and enter a Medium Description that describes the country The Medium Description will be used when the system prints country information for the PE ID Emails To access phone information for a Person Entity click on the Emails tab Below is an example email information for a particular Person Entity i DISBURSEMENTS 40 Addresses Phones Emails Vendor Customer Price Calcs Relations Associations Text Address Type m Email Type Cd 01 Email oe Bacmesupply com gt Record 1of1 Field Descriptions Emails tab Address Type A two character code representing the type of address The Address Type field can also be used for Security Itis the more popular method of installing the PEDB The Address Type can allow a user to read certain address types but not to make changes and write access to other address types where changes can be made Common examples are B1L for Billing PIHM for Purchasing Home and RIPR for Remit Primary Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter P
126. first to undo the PO print job number which can be found in POST Then use POPO to reprint the PO s using the correct date Use ENUTDI and select the POs to disencumber Use ENUTPU to purge the EN records Use POUPPR to change the status from DE to PO Use POPO to reprint the PO with the correct date If you only have a few PRs to correct you can also create and post EN sets to correct the encumbrances Case 5 A PO is fully paid in new year should have been paid in old year Checks have been cut i DISBURSEMENTS 191 Solution 5 There are 2 possible ways to do this This is the more thorough way to correct this Create 2 OH sets 1 of which negates the FP amount in the new year the other of which puts the FP amount in the old year The type on both sets should be PD so checks won t be written on it You can use the direct updates to put the check numbers on the OH and GL transactions You can use JE set to move expenses You will need to post it to multiple dates use the GLJEDM mask NOTE ENUTPU EN purge utility only affects the ENDB It does not delete entries from the PODB Fiscal Year End for EN How You Do It Four Methods of Rolling ENs 1 Automatic Carry Forward This is the default and recommended method Use ENUTCP and GLUTDICP on first day of fiscal year this is always a good idea it is absolutely necessary if you use the NOFUTURE option to avoid accumulating ENs to the next fiscal year Last year s encumbranc
127. flag the transactions as appropriate in either Accounts Payable entry or in Check Management update if the check has already been issued If a person entity is never to receive a 1099 regardof entries made through Accounts Payable enter D in this field 1099 Dflt A two character code to identify the default 1099 relate to code for a vendor Examples include RO for Royalties and AF for Attorney Fees Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter CKO9 RELATEOI 03 in the Code Category Value fields 1099 Addr Cd A two character code representing the type of address to use for 1099 processing Only address types previously defined for the vendor will be listed as selectable items Sole Name Up to 80 characters representing the sole proprietor s name if one applies to a particular Person Entity Contact Id Up to 12 characters specifying the previously defined PE ID Contact Up to 50 characters to define the person designated as the contact person for the customer Due Enter the number of days to be added to an Invoice Date for aging purposes The Due days are gross days For example if your terms are 2 10 N 30 you would enter 30 The discount of 2 will be entered in the Terms field in Accounts Payable with an override of the Due Date This field consists of 3
128. g the PO subsystem consists of two parts creating the text files for each message and telling IFAS their names The files should be 80 characters per line and less than 100 lines long The files must also be located in the PERM ADMIN group or the ifas admin perm directory To tell IFAS the file names simply create the POEM MAIL common code place ON in the short description and place the name of each file in the associated code fields The order of the names should match the order of the events If you do not want to send mail for a certain event then leave that event s file name blank E DISBURSEMENTS 119 Code Category Code Value Ledger Short Desc Associated Numeric Values Associated Codes Associated Descriptions POAPMAIL File to sent when PO is Approv 3 00000 POPRMAIL When PO is printed 2 00000 PODEMAIL When item is deleted 1 00000 PORFMAIL When a PR is referred back POFAMAIL When a PR is fully approved a Details of POEM MAIL Common Code Category POEM Code Value MAIL Short Desc or OFF Medium Desc lt not used gt Long Desc lt not used gt NI DISBURSEMENTS 120 Value 1 not used Value 2 Number representing recipient for Print e mail Value 3 Number representing recipient for Item Delete e mail Value 4 5 not used Code 1 File name to send for Approval Required e mail Code 2 File name to send for Print e
129. g to the screen in a short format only showing exceptions and totals i DISBURSEMENTS 87 DA This function distributes entries from the set file to the Approval module for further examination before being distributed posted to the General Ledger At this point the Set file as it was created ceases to exist The transactions now exist in the Approval module as individual entities and are subject to individual approval For clients utilizing the Suspend File Process transactions that contain data exceptions will be placed into a suspend file while the satisfactory invoices move into the Approval module Non approved Invoices are subject to internal control procedures for processing They could be adjusted re approved or purged If nothing is done with these invoices they will remain indefinitely in the Approval module DP This function distributes posts the entries from the set file to the General Ledger database and optionally to the Accounts Payable Open Hold database It also includes the actual printing of the checks and the recordof check information in the Check Management database If applicable this function will also update the Encumbrance and or Purchasing database The user should refer to the General Ledger section for a complete explanation of posting to the GL UB This function is used to create the Immediate Pay Accounts Payable set file The process of entering invoiced amounts and assigning them to particular vendors and General
130. h trana Microsoft Internet Explorer Ed ARUPCDDIV Set up division in E DISBURSEMENTS 226 RUPCD SunGard Bi Tech traind Microsoft Intemet Explorer e it Yee fae Id Hep f Division oymert Dwissonz Description Travel Advances Long Descrigtiorc Traver Advances Generel Ledger ec ol Mjoooooo 130s B Lote Notices Wo a oiea Second a Relate To code needs to be defined in Common Codes for both AP and AR UPCD SunGard Bi Terch brama Microsoft Beplorer Edt Leds Hep Code Value Jae Ledger fog Short Desc Medium Dasg Interface to AP Long Desc morc es Code Category E DISBURSEMENTS 227 UUPCD SunGard Bi Tech lt traind Inbernet Cxplore Edk View Favortes Took Hep EE bhtp asthertfac Screere INad eus JNUUBCD EEA EERE Modin Dosc Code to interfave vith AN Long Cesc These two common codes probably already exist in your system Step by step process to complete a Travel Advance Step 1 Create an AP set APOHBTUB DISBURSEMENTS DH Batch SunGard BI Tech traind Microsoft Internet Explorer edt wew ravontes Tock tiep gt Ad etn f sacer Saare ay able APOGHETLUO se ds AF OHA TUTA ne ght
131. haps the simplest step of the entire process Each field of the definition is moved into its corresponding field in the AP set record The invoice total amount is calculated and used to eventually arrive at the set total If needed the system generated invoice number is created and the posting code is derived according to the posting preferences defined in the GL for the AP subsystem The prep ID field is populated with the initials of the user running the extract After the AP set has been written each record will be updated with the actual set total in the tape total Unless the mask being run is listed in the commond code SY7I NOSET payments will be written to the database instead of a file This will allow access to the payments using the web based IFAS 71 version of the AP data entry screen Report Samples Why You Do It On the following two pages are examples of the short and long formats of the report The reports generated from the report option APRIRP and the extract process APRIEX are identical with the exception of the heading On the report option the report heading is labeled Report and for the extraction process it is labeled Extract or Trial Extract depending on how the trial run question was answered E DISBURSEMENTS 223 The payment definition JTEST3 on the sample reports shows an example of an undefined PO error Short Format Vanilla Organization 07 03 04 Repetitive Invoice Defin
132. hasing system updates the Stores Inventory database with the quantity dollar amount and warehouse location of the assets received If the Purchasing system is not being utilized then the assets are entered in Stores Inventory through a set process The assets received are then updated with information such as the type of inventory valuation method to use LIFO FIFO or Average Cost the exact location in the warehouse safety stock required etc Inventory Functions The Stores Inventory Control functions are used to perform Inventory Count functions or to calculate reorder points Inventory Count functions include Last and next physical counts cycle counts by Class for each warehouse and automatic calculation and update of Last Order date Last Order Quantity and Last Unit Price The system also supports the calculation of safety stock and reorder points for each inventory item for a single or multiple warehouses Order Entry Processing Stores Inventory provides for a user defined search hierarchy in the specified order by warehouse The Order Entry Processing function is used to create orders for items to be taken out of inventory and charged to the appropriate cost account in the GL The Order Processing function produces Pick tickets that list the items to be extracted from inventory provides for order exceptions to be entered and distributes the order information to the Stores Inventory data base and optionally to the General Ledger data bas
133. he Address Labels section of this guide explains how to define and print address labels Utility software PEUT is used infrequently to simplify maintenance of the Person Entity database Product and person entity IDs may be selectively changed Log files may be browsed using the PE Browse Log Files utility Person entity IDs may be selectively purged Fast key utilities are run to ensure accurate fast access to the database The Utility section of this guide outlines the utilities used in the Person Entity system Person Entity provides a comprehensive system for maintaining person entity and product information in a central database The following diagrams illustrate the flow of information in the Persystem 1 3 3 Getting Started Person Entity Information PEUPPE Overview All information in the Person Entity database PEDB is updated interactively The PEDB holds all name address free form text and client defined fields To access any of the Person Entity update screens enter PEUPPE at the main menu or double click on Person Entity then E DISBURSEMENTS 29 Update Database then Person Entity Information from the Explorer menu Each of the Person Entity screens is shown in the following sub sections along with field descriptions Note Typing the mask PELU at the main IFAS menu allows the user immediate access to the PE Lookup screen This screen is used to locate persons or entities in the Person Entity database T
134. hese functions integrate at various levels updating budgets and the general ledger at appropriate times This of course is just a short list of the many IFAS processes that are involved in the disbursement process Your SunGard consultant will help you with the disbursement process in a way that bests meets your specific organization s needs 1 1 Accounts Payable Overview 1 1 1 System Overview Introduction Accounts Payable represents a collection of vendors with contracts for goods or services that have been performed but for which payment has not yet been made Because of the manner in which the contracts and resulting obligations being addressed may vary the IFAS Accounts Payable system has been separated into four major components The Immediate Payment Accounts Payable System The immediate payment accounts payable system is used when an invoice is to be distributed to the General Ledger and paid at the same time If the client has the Encumbrance system installed the immediate payment transaction may at the user s option clear or partially clear a previously encumbered purchase order Thus the immediate payment system is related to the Encumbrance system i DISBURSEMENTS 12 The Open Hold Accounts Payable System The open hold accounts payable system is used to post to the General Ledger an invoiced amount prior to payment of the invoice by a system printed check Invoices are entered into an open hold database and paid later when
135. his screen supports lookup by Person Entity ID or by Person Entity name For Person Entity name searches names may be partially or fully spelled The system supports SOUNDX retrieval allowing name matches even if the name is spelled incorrectly After Ds and names have been retrieved and shown on the screen a lookup on selected addresses stored for a given Person Entity may be performed EN e a N 7 a x ET Name and Address Information The Name and Address screen is the primary location where Person Entity Name and Address information is stored This screen is completed once for each PE ID being defined A PE ID may be defined as having more than one address For example a particular PE ID may have a Purchasing address an Accounts Payable address an Accounts Receivable address and a Primary Business address To define multiple addresses for a Person Entity in COLLECT mode enter the PE ID and then tab down to the address portion of the form When entering multiple addresses remember to enter a different address type code for each Person Entity address A PE ID may also have up to three phone numbers for each address being defined E DISBURSEMENTS 30 The PE ID creation is comprised of three screens that are used to support the many subsystems accessing PE Of the three screens only the first screen the Name and Address screen is required On the Name and Address screen only the ID and Name are
136. hortly MI DISBURSEMENTS 217 Due to the limitations of the payment definition update screen APRIUP some derived values are not calculated when a definition is first created or later updated The recalculation of these values is done when the report is run APRIRP or a non trial extraction is performed APRIEX This method ensures that each report or extraction is using the most current information available The values derived by the reporting and extraction process are Payee address code and PEDB code using the AP address hierarchy Discount amount if terms were provided but an amount was not Tax amount if a tax code was provided but an amount was not Description if it was left blank Next Due Date if left blank Running the report To run the report of payment definitions execute the mask APRIRP The following prompts are presented before the report is run Enter Repetitive Selection Criteria separated by commas RETURN OO 11 Entries Selected O1 Definition IDs 02 Person Entity IDs 03 Invoice Numbers 04 Status Codes The above selection criteria question allows you to limit which payment definitions are reported By default the report will always limit the report to definitions within the current ledger and to AP division codes to which the user was granted access through Nucleus security The four fields listed above are currently the only values that may be selected Future versions may include more options depending
137. how the stock units of GALLONS may be defined in terms of QUARTS PINTS and BARRELS Therefore if an item is ordered by the BARREL and stocked by GALLONS global standard units may be used to have the system automatically convert the number of units at the time inventory is received uS DISBURSEMENTS 141 To set up global standard units access the COMMON CODES MASTER screen by keying in NUUPCD Code Category Code Value Ledger Short Desc Medium Desc Unit of Measure GALLONS Long Desc Quarts 4 Pints 8 Drums 55 Unit Conversion Assssuviateu Numeric Values Assuciated Cudes Assucialed Desc iplius 4 00000 QUARTS 8 00000 PINTS 55 00000 DRUMS Code Category PEUN Code Value Specify the units in which an item is stocked e g GALLONS CARTON etc Short Description May be used to describe the Common Code Medium Description May be used to describe the Common Code Long Description May be used to describe the Common Code Numeric Values 1 5 Numeric factor to be used in the conversion E DISBURSEMENTS 142 Codes 1 5 Arithmetic operator to be used in the conversion Valid arithmetic operators include multiply and divide Descriptions 1 5 The units from which the stock units are being converted 2 Receiving Transfer Transaction Codes When receiving transferring ordering products in St
138. in PO or EN TESTGL Chico Property Management 175757 053 0011 PR 1327 Cohassett test G ledger LKILJLKJ ZZLAST Cnico Office Supplies 000911 001 0010 PR 123 Main St I am testing KAJHSDKJA H Accounts Payable to Accounts Receivable Interface Why You Do It Stat Seg Div nt Misc CKID Day Start Df Payment Amt Last Df Terms Discount Next Dhn Tax Tas Amt Freq Unit R1 2 6nd OF hcg Charge Amt TEST AA 7 0 1700 AP NE 07 30 00 8 09 00 Met Pay ment GEN AP NB 0170170 41703701 12 31 01 Net Pay ment GEN AP NE 41 01 00 3 01 700 04 10 17 00 12 31 01 Met Pay ment GEN AP NE 0170170 01711701 41 13 01 Met Pay ment GEN AP NE 41 01 02 41 01 02 01 01 03 Met Pay ment GEN AP NE 45 03 00 0773100 05 07 00 26 30 01 Net ment GRAND TOTAL m DISBURSEMENTS 225 By creating an Accounts Payable set a check can be printed for the person receiving the advance and then entries posted to the appropriate accounts in the General Ledger Accounts Receivable can be used to hold individuals responsible for the cash advance A receivable can be created and remain outstanding until either the money is returned an expense report is filed or some combination of the two How You Do It Set Up First an identical division should be set up in AP and AR This will simplify the data entry and distribution process APOHUPDV Set up division in AP POHUPDY SunGard B Tec
139. in the EN database Disencumbrance hierarchy is not used in EN sets ENBTDS etc i DISBURSEMENTS 194 The program that actually does the work is EN102C It checks common codes to find out whether or not it should use hierarchy If the common codes don t exist it doesn t use hierarchy which means it pays whichever accounts you told it to pay The common code ENAP xxAPPLY replace the xx by the ledger code is looked at first If it doesn t exist ENxx APPLYPAY replace the xx by the ledger code is looked at Both common codes are set up the same way If you have a GL and a JL ledger it will check for these common codes on the GL and the JL side If the short description of the ENAP xxAPPLY ENxx APPLYPAY common code whichever one is looked at by the program is USEHIER this is true for the GL side only the hierarchy will be used and if the payment is larger than the amount encumbered on this account the program will try to pay off other accounts on the same PO or PR if this is a PR If ACCTLEVEL is in the short description of one of the above common codes an entirely different method will be used than the normal method described here The above common codes may have up to 5 org key group codes and up to 5 object group codes defined The org key group codes should be placed in the associated code fields and the object group codes should be put in the associated description fields If hierarchy is used the program will firs
140. indicating which address it will look for first then second and so on BLPRHOLC for example tells the system to first check to see if there is Billing Address then a Primary Address then a Home Address then Local The above hierarchy is the standard answer supplied by SunGard Bi Tech LLC s installation software If your hierarchy is not reflected in the standard hierarchy one may choose to enter the correct one or alter the default in the Job Control Ledger Menu Mask NUUPJB How would you like the checks sorted RETURN NM IFAS will attempt to print checks in one of six options The most logical choice is to have the checks print in alphabetical order by name Some users due to internal procedures chose one of the other options BE Set will combine all transactions with the same set ID and the chosen check ID then will print checks based on set record order BT Set will combine all transactions with the chosen CKID into groups depending on the Set ID Within each Set ID the system will alphabetize the set and produce a check for each PE Name transaction within a set If a PE Name exists in two sets the PE Name will receive two checks This is for sites which file by alphabetic order within each Set DV Division Order will combine all transactions with the chosen CKID into groups depending on the division entered on the transaction If a PE Name has transactions in two divisions the PE Name will receive two checks FN GL Fund Order will
141. ings Charges Depreciation CR Liability amp Write off DR Expense Nx P dd Accounts General Check Receivable 7 Income gt Ledger Management issues E 2 Setup 2 1 Accounts Payable Setup 2 1 1 Basics System Setup Overview The open hold system has been designed to accommodate the characteristics of each installation To utilize this flexibility and to take advantage of the many features of the open hold system read this section of the section to understand the options available The discussion in this section will describe how to set up and maintain the required codes and definitions upon installation of the open hold system In addition this section outlines user security for those people utilizing the open hold approval process This security for approvals utilizes the user ID as defined in Nucleus If no user security exists for a user through open hold the system will analyze the Nucleus database for user access and if that person has Nucleus access for Accounts Payable then processing can continue It should be noted that the current Accounts Payable user definition screen applies only to the approval loop It is useful to conceive of the Accounts Payable approval process as a loop within the system flow The user could take the straight route of true Accounts Payable processing 1 creating sets proofing distribution storage of O H data reporting selection for payment and payment postings Or th
142. ion An AP set file may be created from the ARDB based on a Recurring AR When created the entries will contain an AR in the relate to field AP CK Reference and payee information is posted to CK when checks are written from AP Check numbers are posted to AP when checks are written 1099s can be generated based on entries in the relate to field AP EN When entering invoice information into Accounts Payable for which funds have been previously encumbered the purchase order number pay type invoice number and invoice date are the only required fields When invoice information is posted the encumbrance associated with the given purchase order number is relieved as directed by the defined disencumbrance hierarchy and a transaction is posted to the Encumbrance database as specified by the pay type AP GL Interactive validation of account numbers from GL JL when AP transactions are entered into a set Interactive budget checking when AP transactions are entered into a set Interactive transaction trapping of invalid GL Account JL Account combinations E DISBURSEMENTS 18 User can create new GL JL Account Org Key Object combination if one did not exist previously AP distribution posts GL JL transactions and updates account balances with all automatic interfund and intrafund entries Cash and accrual basis postings occur at client s discretion Recurrent Journal Entry process creates automatic AP transactions When the Acc
143. ion into the Stores Inventory database Major Features Calculate safety stock and reorder points based on multiple criteria E DISBURSEMENTS 77 Record information with an unlimited amount of free form text available regarding any product held in inventory Maintain all events in the life of a product Automatically calculate and update last order date last order quantity last unit price etc Use search hierarchy for ordering purposes if desired Review online customer information including contact person discount terms and price calculations Create user defined postings to the General Ledger for both receiving and demand functions Define default expense object codes by item for greater consistency in General Ledger postings Generate pick tickets with items ordered as they will be found in the warehouse Utilize extensive online INQUIRY to access product vendor customer inventory warehouse and transaction information Automate primary and secondary vendor selection during the reorder process if desired Interactive update from the Purchasing System when items received are defined as stocked items Multiple types of pricing calculations using various system generated variables such as carrying cost warehouse overhead ordering cost or any of the inventory costing methods Supports classes of products for the purpose of cycle counts and reorder points Supports FIFO LIFO and average cost invento
144. ition Short Report Page 1 TUE 3 200 1 10 24 AM peq JEFF leg G JL loc BI TECH job 661103 52331 OH222 lt 1 00 gt id APRIDEFS Definition ID St PEID PE Mame i Cnt Start Df Last Due Next Due End Df Net Payment IM VOO10 Cnico Office Supplies 2 01 01 00 07 30 00 05 09 00 88 69 AC wihi Chinn Property Management TFRTT My 1701 0340304 12731701 123 AC VO011 Chico Property Management INVO1 01 01 00 03 01 00 04 01 00 12 31 01 1 AC VO011 Chico Property Management 1234567930 123456 01 01 01 01 11 01 01 13 01 500 ERROR PO number does not exist in PO EN TESTGL AC 0011 Chico Property Management LKILJ LKJ 91 0 1 02 HILIAA 01 01 03 33 ZZLAST AC 0010 Chico Office Supplies KAJHS DKJAH 05 01 00 07 31 00 05 07 00 06 30 01 GRAND TOTAL 5 067 25 Long Format Vanilla Organization 07 03 01 AP Repetitive Invoice Definition E DISBURSEMENTS 224 Report Page 1 TUE 3 200 1 10 27 AM peq JEFF leg G JL loc BI TECH job 661104 52331 prog CH222 lt 1 00 gt report id APRI DEF Definition ID PEID PE Nam Account Address Description Chico Office Supplies 123 Main St test one more Chico Property Management 175757 053 1327 Cohassett Scheduled Payment Chico Property Management 175757 053 1327 Cohassett test description JTEST3 Chico Property Management 175757 001 voor PR 1327 Cohasmeth My description 1234567590 123456 PJLM ERROR PO number does not exist
145. ive years with an invalid SSN or TIN the 1099 must have an X in the 2TIN NOT WOWAIT Type the date the W9 was mailed if the W9 was mailed to the individual for tax information W9FILE Type the date the W9 was filed if the W9 was returned from the individual with completed tax information NI DISBURSEMENTS 50 409Axxxx Type an amount with decimals in the Value field to report an amount of box 15a of the 1099 Misc form Replace xxxx with the current tax year OPTIONAL FIELDS Purchasing Product Codes BIDLIST Type the Commodity Code in the Code Value field If the vendor supplies a Commodity Code the Bid List creation in Person Entity will select all Vendors who supply a given Commodity POBAD Type the date the Vendor was inactive in the Code Value field This field will inactivate a Vendor from the Purchasing system OHBAD Limits the use of this PEID in the OH AP system OHBAD prevents paying POs for this vendor PEID must be changed before payment TERMS Type the Vendor terms if the terms of payment should be printed on a Purchase Order PODISC Type the default discount term for the Vendor in the Code Value field When a PO is created for this Vendor this discount will be automatically entered in the Terms field on the Purchase Request Items POUPPR screen ARBAD Inactivates a PEID in the AR subsystem NOCHECK Disables the AP check printing process for a PEID NOPRINT Disables the PO print process for a PEID Once
146. k Register totals to the General Ledger module Check Numbers will be posted to the GL CK and OH modules A summary of the job request paying only on the set created is shown below This job should be run interactively to allow you to verify first and last check numbers and to allow you to load your forms B Pay Selected Open Hold Entries pi OH Selection Criteria 9 Check Date 03 05 2008 99 AP Check Stock ID AP gt Accounts Payable 99 Starting 8 digit check number 22299 99 Line Printer Copies Name Pri 01 8 SPIKE F 08 E 99 Forms Printer Copies Name Pri 01 E LP F 08 Options Open Hold Inquiry There are two postings to the Open Hold database during the process First the set alone was posted Second during the check run the Open Hold database was updated with check numbers and check dates i DISBURSEMENTS 154 The interactive inquiry facility provides on line access to information held in the OH database The inquiry facility may be accessed by keying in APOHIQ from the main menu Shown below is a transaction report of all data held in the Open Hold for the set that was created and paid User Testing ID Transaction Re 04 13 98 SELECT Batch ID S OHTI418B Person Entity ID C251 Name Smith John Account Number Invoice Number Inv Dt Job No Dist Amt Inv Amt ACCOUNT NUMBER Secondary Ref Due Dt CK Job No Disc Amt Tax Amt Batch ID Stat Re
147. ken from the receiving information entered in the Purchasing System Receiving is an optional function Interface with commodity vendor file is available for performance statistical and default information at the vendor commodity and vendor commodity levels Reporting Access to information is straightforward and easy The Purchasing System includes standard reports and immediate online inquiry to any data in the system Security protected reports can be run at the user s networked computer or via the Internet from any Web browser Standard reports available include Overdue Report Requisition Sign Off Sheet Receiving Sign Off Sheet as report or from receiving function Receiving Report Approval Reports Purchase Request File Listing Purchase Order File Listing Summary and Verbose Requisition Item Listings Change Log Listing i DISBURSEMENTS 65 1 4 4 Getting Started PO Options to Reduce Data Entry The design of SunGard s software allows the many modules to interface with each other This interface helps reduce data entry and ultimately errors The following briefly describes the features of each of the interface processes Encumbrances Encumbrances can be established at two levels The first level is the Requisition and the second is the Purchase Order The system provides an option to encumber Requisitions as they are entered into the system Any changes to a Requisition in regards to amount ven
148. l appear with the assumption that if there is no exception then the entry is ready to distribute and pay If exceptions only is not selected the system will ask if totals only should be printed this option only shows totals and any errors in the set This is helpful for a quick check of data entry accuracy but should not be used in replace of the standard set proof Itis very important to verify the entire set for accuracy The above procedure results in the printing of a Set Proof Listing of the Immediate Pay transactions in the named set file At the time of data entry the system checks for logical errors such as an active GL and or JL account budget checking transaction trapping etc These error checks are repeated when the Set Proof Listing is requested Thus if anything has changed since the transactions were first entered e g an account was deleted from the GL the errors will be detected by the Set Proof Listing program The user must verify that correct accounts and amounts have been entered the invoice really should be paid now etc If errors are noted on the set proof the user needs to make changes to the set file Once inside the set press F7 to browse use the Find Rec field change the record to reflect the desired information and press the ENTER key for the system to accept the change Run another set proof verify changes and continue A shorter on line version of the set proof is also available by entering A
149. lTo PR Num Item Rft Rev Dt Mise Tmt Retl Amt Tax2 Amt PO Number P F P Addr Units Terms SC Pst Dt Div Post Tax Tax2 Cd Chrg Amt Prep Seqt Description Ck Dt Ho Chg Duty Cd Duty Amt 101500 6100 211836 04 09 98 22760 15 00 395 00 04 09 98 22764 0 00 0 00 OHTIA418B PD R1093 0001 NB 0 00 0 00 P4063 P P HO 0000 04 13 98 GEN 01 0 00 TI 0001 Ball point pens 04 13 98 00475 0 00 Acct Bid Contract Hit RETURN for more PRINT to p CONTinue or STOP E DISBURSEMENTS 155 User Testing ID Transaction Report SELECT Batch ID S OHTI418B Person Entity ID C251 Name Smith John Account Number Invoice Number Inv Dt Job No Dist Amt Inv Amt ACCOUNT NUMBER Secondary Ref Due Dt GK Job No Disc Amt Tax Amt Batch ID Stat RelTo PR Num Item Rft Rev Dt Mise Tfmt Retl Amt Amt PO Number P F P Addr Units Terms SC Pst Dt Div Post 2 Cd Chrg Amt Prep Seqtt Description Dt No Chg Duty Duty Amt 101500 6100 211836 04 09 98 22760 380 00 395 00 04 09 98 22764 0 00 0 00 OHTIA418B PD R1093 0002 NB 0 00 0 00 P4063 P HO 0000 04 13 98 GEN 01 0 00 TI 0002 Laser printer paper 04 13 98 AP000475 0 00 Bid Contract Person Entity Unpaid 0 00 Paid 395 00 Total 395 00 Hit RETURN for more PRINT to CONTinue or STOP E DISBURSEMENTS 156 User Testing ID Transaction Report 04 13 98 SELECT Batch ID S OHTI418B Person Entity ID 0251 N
150. le name containing the e mail message The key words that the system looks for when doing the string substitution are also configurable These key words are placed in the first three associated code fields as shown in the examples below For MPE installations you may need to define UDC for the mail command An example of how SunGard Bi Tech uses this is also shown below USER DEFINED COMMAND FILE MAIL UTIL SYS parm setvar mailfrom hpuser bi tech com setvar mailsmtphost mail mailprg anyparm deletevar mailfrom deletevar mailsmtphost E DISBURSEMENTS 117 Sample Mail Command Configuration Code Category EF Code Value MAIL Ledger Short Desc ON Medium Desc The email command Long Desc exch2k3 Associated Numeric Values Associated Codes Associated Descriptions Email Address Subject Details of SYEM MAIL Common Code Category SYEM Code Value MAIL Short Desc not used Medium Desc not used Long Desc e mail command to send to operating system NI DISBURSEMENTS 118 Value 1 5 lt not used gt Code 1 Substitution string representing the recipient s e mail address Code 2 Substitution string representing the subject line Code 3 Substitution string representing the file name e mail contents Code 4 5 lt not used gt Desc 1 5 lt not used gt 3 PO Subsystem Level Configuration Configurin
151. lecion E Pay PO at Account Level EN Hierarchy Why You Do It i DISBURSEMENTS 189 AP to EN Reconciliation The main reason to reconcile these two subsystems is to ensure that the Purchase Orders are being relieved correctly Step 1 Run an Encumbrance report summarized by Person Entity ID ENREEN Summarize by PEID and select on Transaction Types PP and FP and include Disencumbered POs Step 2 Run an Accounts Payable Open Hold report summarized by PEID APOHRESR choose the Summary Report and sort by PEID Select on Partial Full Pay Flag Net balance should match EN balance Step 3 If the balances do not match run an AP report and an EN report such as ENREDR to look at the details Some Common Gotchas A vendor by vendor comparison might not match because a PO could be cut to 1 vendor and paid to another If you do not post all AP transactions to Open Hold you could also get inconsistencies Can close an account on a PO by using O in the partial full pay field of an AP set this can look confusing especially if you meant to type If an is placed in the partial full pay field the PAY TYPE field of an AP set then when set is posted IFAS will close out the account for this PO It will do this by posting a record with a partial payment for the remainder encumbered This record will have a description of Auto Acct Disencumbrance Normally an F or P is used in the partial full pay field
152. lection box E Bank Statement Selection Web Page Dialog Statement Status N New Unprocessed Statements Bank ID 01 Bank of America gt STATEMENT END DATE m pume 5 Step 4 Matching items After highlighting the item to be matched from the upper grid select the IFAS item from the lower grid to be matched with the bank item Change the Filter and Search Value on the items displayed in the lower grid to view more or different selections Click the Match button E DISBURSEMENTS 242 If the IFAS amount and the bank amount do not match it will be necessary to amend the amount To amend the amount of a bank item and match it to an IFAS item enter the amended amount into the Amended Amount field scroll the bar at the bottom of the grid to the right to display this field prior to matching the items When the match has been saved this amendment will display on the Bank Statements screen while preserving the original bank statement and IFAS amounts You may need to make amendments to other parts of the system in order to completely reconcile a statement BKUPRE SunGard BE Tech train Microsoft Internet Explorer Fle Edt View Favorites Tock 1 Bork Sisteman 01 81972003 AENA ESA Typa Number 00000100 00000197 00000183 00000189 00 19 2003 08 19 2003 08 19 2003 08 19 2003 0 00 0 00 0 00 12 343 49 Hae Documents Fiker reve and Number 8 00000186 S
153. lready exists and the fixed length is to be changed begin at the Main Menu and key in PEUPCD Once a form appears press the BROWSE F7 key to enter BROWSE mode While in BROWSE mode enter PE ID in the Code Category field at the bottom of the screen and press the ENTER key Tab down to the Numeric Values portion of the screen enter the new minimum PE Name length in Numeric Values line 3 and enter the new maximum PE Name length in Numeric Values line 4 Once the lengths have been changed press ENTER to save the changes First Name Used to record a person s first name SSN The nine digit social security number associated with a Person Entity You may use the set up NUUPDF to enable the system to use the PE ID as Social Security number if the entered PE ID is nine digits in length and this field is left blank Note Although the feature of using the PEID for the SSN was removed some time ago it is now possible for the user to re create this functionality using nucleus defaults if desired Setup pervia the NUUPDF mask is shown below It is up to the user to determine the legality of using PEIDs for SSNs Some believe it s illegal which is why we removed the functionality while others do it all the time Subsystem PE Ledger GL Cluster PENA Type PE User GLOBAL Set lt gt And Pri Pass Attribute To Value Attr Value Or i DISBURSEMENTS 35 0010 Y SSN PEID if PEID gt 000000000 AND 0010 Y if PEID lt 999999999 Middle Name
154. m to interact with the Bank Reconciliation module and will move or existing check data into the Bank Reconciliation sys Both of these steps need to be performed prior to using the Bank Reconciliation module for the reconciliation process but after completing these steps initially you will not need to repeat them again Typically your system administrator will complete these setup steps for you The Status field is used to indicate whether your system will use the Check Management system or the Bank Reconciliation system To direct the system to use the Bank Reconciliation module your system manager simply enters in the Status field Once this switch has been set to AC all Accounts Payable Cash Receipts and Payroll posting will be tracked using the Bank Reconciliation module EI DISBURSEMENTS 27 1 2 5 Flow Diagram Under Construction 1 2 6 Basic Steps Under Construction 1 3 Person Entity Overview Under Construction 1 3 1 PE System Overview Introduction The Person Entity database is a central structure that stores name and address information In addition the system keeps track of client defined codes and free form text that is associated with given entries The Person Entity database is designed to serve all other software systems that require person or entity identification The system is installed with software that maintains and lists all information in the Person Entity database and prints address labels
155. m will add all Stock Unit Costs and divide by the number of Stock Units to derive an average inventory amount The cost of all items currently in stock is used to derive the average FIFO FIFO is an acronym for First In First Out and is an accepted method of inventory valuation Inventory products utilizing FIFO will be valued as a whole at the price paid for the inventory that is still on hand FIFO amounts are updated when invoices are entered into stock POUPRC and SIBTDS and can be viewed in SIUPIN FIFO amounts are expressed in terms of Stock Units LIFO LIFO is an acronym for Last In First Out and is an accepted method of inventory valuation Inventory products utilizing LIFO will be valued as a whole at the price paid for the last unit of product added to inventory LIFO reflects replacement values of inventory because it reflects the last price paid and indicates the price to replace the items in inventory LIFO valued inventories overstate inventory dollar amounts when the price paid for a product rises LIFO valued inventories understate inventory dollar amounts when the price paid for a product decreases During periods of stable product prices LIFO reflects the actual amount expensed for those products LIFO amounts are updated H DISBURSEMENTS 123 when invoices are entered into stock POUPRC and SIBTDS and can be viewed in SIUPIN LIFO amounts are expressed in terms of Stock Units Safety Stock A user defined quantity to be kept o
156. mail Code 3 File name to send for Item Delete e mail Code 4 File name to send for Referral e mail Code 5 not used Desc 1 5 not used The following numbers are used for the Value 2 and Value 3 fields Recipient Code Field used for user s ID Requested by End Use Buyer ID Data Entry User NI DISBURSEMENTS 121 4 User Level Configuration The user level configuration is the easiest part simply enter each user s e mail address into the e mail Addr field on the first screen of NUUPUS User Definition Job Class Definitions DB Class Definitions TRIAD Definitions User ID 5012 User Name PESE SR Location BI TECH Description TO NET Testing Manager E Mail Address ToUserO1 qa mail Hours Miscellaneous TRIAD Class Assignments Associations Status Default Printers Priority Max Password Expiration Last Password Change 03 28 2007 Line Printer TERMINAL Hd 8 Hd Password Timeout Last Login Date 03 25 2007 Form Printer TERMINAL 2 Hd lerminal imeout lerminal Code Line Printers Form Printers Maximum Job Priority Job Running Security Database Access Security Job Class 1 DB Class 1 Job Class 2 g DB Class 2 Allowable LDEY s 9999 Commands User Number E DISBURSEMENTS 122 2 5 Stores Inventory Setup
157. many users will not have access to this menu option Additional details will be provided in this User Guide The following pages diagram the flow of information from data entry through reporting and autoupdating These pictorial representations are included in this manual to help illustrate what happens to data that is entered in the Purchasing system 1 4 2 IFAS Line Item Purchasing Introduction Besides adding line item based functionality the PO Line Item project will better integrate Purchasing with existing IFAS modules including Stores Inventory Product Codes etc as well as adding new modules functionality such as vendor agreements Data entry will be centralized for item requests There will be two new web based data entry screens for end user s requests 1 A shopping cart environment for the casual non power user which utilizes the portal framework 2 A more detailed 7i screen for power users 1 4 3 Key Features IFAS Purchasing System The Purchasing System is designed for use by centralized and decentralized purchasing operations that enter requisitions online with online approval The system provides the ability to track items through the receiving cycle As well the Purchasing System is designed for use by operations that do no more than enter requisitions and print purchase orders In short the system is a powerful tool for a wide range of purchasing applications It prints purchase orders and provides the ability to tra
158. mmon code PEOW This should be mentioned in this description To create Nucleus Security by Security Code begin at the Main Menu and enter NUUPUS to access the USER DEFINITION screen Place the desired User ID in the Find field and press ENTER The system will display information pertaining to the desired User ID Look at the Database Access Security Class associated to the user Browse this Security Class by placing the same Database Access Security Class in the Find field and a Y in the DB Access field The system will display the USER DATABASE ACCESS Screen In the DB NAME field enter PEDB In the Data Set Name enter PE NAME MSTR and in the Select Cd 1 field enter the desired Security Code In the IX field enter IN to include the Security Code or EX to exclude the Security Code Status Enter the status of this PEID Valid codes are IN for inactive for active and PN for pending PN used primarily for vendors that still have tax forms yet to be received by the entity using the vendor IN will deactivate the PEID in several areas within IFAS Define inactivity through the Associations page Expire Date The date that a particular Person Entity has been tagged as expiring BH DISBURSEMENTS 34 PE Name Up to 128 characters representing the Person Entity name It is suggested that the name being defined be in Last First Middle Initial format If a comma is used when defining the name the Person Entity
159. n hand to eliminate or at least limit stock outage situations Stock outages occur during increased usage or delayed delivery time Safety Stock is generally the difference between the Maximum Quantity allowed and the Average Usage Maximum Quantity Average Usage However a reasonable balance between the costs of carrying the stock and the protection obtained against inventory exhaustion must be made Concepts SI Set Up Information Maintenance A Overview The Stores Inventory module requires that certain information be defined prior to issuing and receiving products The System Set up includes the following definitions Products vendors product relationships customers warehouse s physical locations of products in each warehouse user security levels formats of printed forms Common Codes and transaction information ii DISBURSEMENTS 124 This section is arranged according to how this information is set up The diagram below depicts the order of progression of the Set up Information Transaction Information Common Codes Setup Format Information User Information Inventory Information Warehouse Information Product Information Up Information Maintenance The remainder of this section presents each of the necessary screens and corresponding field descriptions required during System Set up This section is presented in the order that definitions are to take place NOTE In order to have Stores Inventory transacti
160. n the reconciliation process Misc Mass Update of Event Dates Utility to change dates on a mass entry i DISBURSEMENTS 95 Notes Assigned to Records Specific notes tied to a transaction Review Date Maintenance Screen For approval process record of review and approval date Stored Auto Matched If Bank ID reference number record type and amount are the same the system will match Transactions automatically Manually Matched Exceptions to Auto Match are presented for operator to match Concepts Generic Bank Reconciliation Interface Common Code Setup BKUTLB This process will convert a bank s electronic checking statement into IFAS BK reconciliation records The client is responsible for transferring the bank file into the admin data directory of the IFAS server If the file has header and or trailer records the client must delete all blank records prior to the header record and or blank records after the trailer After successfully importing the bank statement into the IFAS BK subsystem the user should reconcile the records via mask BKUPRC The bank s file is described by a series of common codes that must be defined prior to running this process This process will only work with fixed length ASCII files There can only be one account per bank file The fields that must be defined with the common codes are check number BKRC CHK check date BKRC CKDATE and check amount BKRC CKAMT To run the interface enter mask BK
161. nate to Step 1 Enter APOHPPSP on the Command box APOHPPSP EM CUM Step 2 Type in the set invoice or vendor you wish to select for payment For this example we selected a set and typed in the Set ID field i DISBURSEMENTS 160 Selection Set Id 0 000022 h 8 Invoice p Due Date on or before Job Number Ref Date on or before F Bank ID M Check No 1 Account Code yf BH Vendor 5 Reset Selection Records Selected Change Status From DS To WP g Total Amount Selected Step 3 Go to the Change Status field These fields will default as shown below You would want to change the status from DS Distributed Status to WP Wait for Pay Step 4 Click the Test button to review that the proper records will be updated Records Selected 1 Total Amount Selected 1 000 00 MI DISBURSEMENTS 161 Step 5 Click the Update now button to move the selected transactions from DS Distributed Status to WP Wait for Pay status The system will display the number of records and the total amount selected Test Records Selected 1 h Total Amount Selected 1 000 00 A green check mark will appear on the top of the screen showing that the record s have been updated NOTE Transactions may be returned to the status of DS by following the above steps and reversing the status fields described on Step 3 Create Update Set File APOHBTUB How You Do It Step 1 Opening the Acco
162. nd box Notice where cursor is pointing this is the number you use to reply back to Here is how to do that E DISBURSEMENTS 207 Home SunGard Tech Microsoll Intervet Explorer Fle git Wos Favorkes Took QUART x 2 0 preme e 0 3 eters Hof ahrsa netiaht7 Screens Nudsus Home eso Jeer Op ons THE F CT IES ARE PENOIN 14 01 5104 LOM IFASTSTS FASTST6 First Form Centre number in current is QOLQOLES Reply if correct or enter desired 0 digit numbe AP Approval Processing BT Batch Processing J CS Client Specific m E 1W invoice Processing 14 Interactive Inquiry of OHDB Sy Payment processing ERE Pa Pay Selected Open Hold Entries HY Selaction Criteria panaan Jenny Gowers FARXZARC Es loi Wirarxzanc mos After pressing enter with the reply 17929 ok message then type recall again to get the next message and reply with the same number etc until all messages have been responded to Here s a shot after pressing Enter and typing recall again E DISBURSEMENTS 208 Home SunGard Bi Tech Modtest6 QAFarm2 Microsoft Internet Explorer Elo Edt Wow Took Help Qo Y x Search Py Favorites Qn reds ez 24 LJ Addresa 6 Htp asker retsight Screens Nudeus Homs esp e Favortess Jobs Options THE FOLLOWING REF ds ARE 14 07 25104 1792
163. ny features of the Purchasing system read this section of the user manual to understand the options available The i DISBURSEMENTS 101 discussion in this section will describe how to set up and maintain the required codes and definitions upon installation of the Purchasing system In addition this section outlines user security for those people who utilize Purchasing A User ID as established in NUCLEUS combined with a Security Role NUUPSR defines this security The Purchasing system also has the ability to look for security on the PR and PO as entered on the PURCHASE REQUEST screen to disallow the use of an incorrect sequence of numbers To setup this type of security consult the Security Guide Security Roles The Manage Security Roles screen NUUPSR and the Security Codes screen POUPSC are used to define all Purchasing user capabilities If the user will not be using any Security Codes NUUPSR is the only screen required Without an entry on this screen the user cannot create Purchase Requests or print Purchase Orders If Security Codes are to be used the POUPSC screen must be filled out first and the Security Codes added to the user s Security Role Filter clause Security Roles are documented in the Security Guide Please refer to this guide for more information In implementing defining the approval process it is desirable to closely examine the Organizational Structure in use at the site The Organizational Structure would indi
164. om the PE database and to make changes to the PE database through other systems This can be done through the Accounts Receivable Accounts Payable Human Resource and the Purchasing systems At data entry time PE information may be retrieved from the PE database name address etc New IDs or additional addresses may also be defined from the various subsystems automatically updating the PE database for future use AP AR and PO allow for entry of information on the actual PE NAME AND ADDRESS screen Access this screen by typing the word ADD or ADDTEMP in the PE ID field from AP AR or PO systems or from HR place P in the Name Lookup field and press ENTER 1 3 4 Flow Diagram PE System Flow Diagrams The purpose of this section is to provide the reader with information that describes the relationships among and within the IFAS systems The first diagram shows major functional modules The Big Picture second specific points of integration between systems are discussed The Integration Picture finally subsequent diagrams show all system to system relationships with greater detail on functional modules The Total Picture On the detail level diagrams the reader will find bold italic characters These characters relate to the codes that are entered in response to system dialogue and menu prompts i e if the described characters are typed the user will be taken to the diagrammed function Nl DISBURSEMENTS 53 The Big Picture
165. on examples are B1L for Billing PIHM for Purchasing Home and RIPR for Remit Primary NI DISBURSEMENTS 39 Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEAD in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the Address Type Phone Type Cd A two character code to identify the type of phone number Examples include FX for Fax OF for Office and HM for Home Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEPH in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the Phone Type Number A formated value like XXX XXX XXXX ext xxxx where X is a digit x is a digit or alpha and the extension and area code are optional Ext The phone s extension up to four digits if applicable Country A four character code representing the country portion of the address If left blank the system will default to the country in which the site is defined Values placed into this field must have been previously de
166. on user needs Would you like the Short Format The above question determines which format is used for the report The short format presents each payment definition on one line including these fields definition ID status PEID Payee name invoice pay count start date last due date next due date end date and net payment amount H DISBURSEMENTS 218 The long format of the report prints all fields from the payment definition across four lines with one additional line showing the net amount payment amount Examples of the short and long formats of the report are included at the end of this chapter Line Printer Copies Name Pri amp Option O1TERMINALO1 The above question determines which printer will receive the report The default printer is based on each user s configuration Generating Payments The extraction of payments from their definitions is the ultimate goal of the repetitive invoice process Itis through the extraction that the definitions are evaluated and used to create actual payments in an AP set The extraction process is run with the APRIEX menu option This process will locate all qualified payment definitions whose next payment is due on or before the as of date The following section describes how the extraction process is run and the options available to you A later section will discuss in detail how the extraction process functions See the section under Extraction Details for information on having
167. ons automatically post to the General Ledger the posting logic including posting codes and posting preferences must be defined in the General Ledger Usually this is performed by the client and SunGard Bi Tech during the Stores Inventory training DISBURSEMENTS 125 B Stores Product Information PEUPPR The defining and updating of product customer and vendor information is done in the Person Entity data base To access these tabs key in PEUPPR Links between the Stores Inventory system and other subsystems require that vendors and customers be defined in advance in the Person Entity system The PRODUCT INFORMATION screen contains information such as Product ID number description stocked unit of measure unit size and weight carrying and order cost information pricing calculations and discount information Prod ID 10 p Desc Mouse Pads with company logo v Stocked inStores Status ac fl Unit SET Stock Class cH Product Class SAA M Commodity Prim vend HAA E Sec Vend Size Weight D o Internal Object GL 16115 Misc Cd SAA Require Lot j External Object GL 6115 Category 1 M User 1 Require Serial Buyer E Category 2 User 2 Require Exp Date Discount and Price Calcs Brands Vendor Product Info History Free Form Text Carrying Cost 0 00 Ordering Cost 0 00 Retail Price 5 UR Cate Disc Gty
168. ontained within a text file in the PERM group of the ADMIN account These files should have 80 byte records and be less than 100 lines long The file name to use for each event is defined in associated code fields of the POEM MAIL comcode See e mail Configuration section for details The contents of the message files will be followed by some system generated information Note that the xxxxxxxx will only appear if a PO has been assigned Event System Message PR PO xxxxxxxx Waiting approval code xxxx PR xxxxxxxx PO xxxxxxxx Has been printed for PO total value PR xxxxxxxx PO xxxxxxxx Item nnnn has been deleted E DISBURSEMENTS 115 PO xxxxxxxx Waiting approval code xxxx Note following the system information line any referral text entered in POUPAM will also be included C E mail Recipients The recipient of the e mail depends on the event and the configuration For approval related events 1 and 4 the e mail will be sent to all users that are configured to receive email notifications in the workflow model If the workflow is configured to submit approval notifications to a workflow group instead of individual users the approval will be routed to a specific user based on the workflow group definition In this case the user is selected from the group by next in list or round robin fashion For non approval events 2 and 3 the e mail will be sent
169. or System Administrator is needed for printing checks For Sites operating with a Unix operating system printing checks must be performed interactively H DISBURSEMENTS 91 Note If an error occurs during posting an Open Hold UNDO Utility may be used to undo the distribution posting so that the problem may be fixed and the set may be reposted Refer to the Utilities section of this guide for information regarding the UNDO utilities From the Immediate Pay Accounts Payable subsystem menu enter APDP if the optional Approval process is being used or BTDP if not and press RETURN The system will prompt for the following Please enter the name of your IP Set File RETURN Enter the name of the set file which is to be used to hold the transactions which are to be paid by the system Enter the General Ledger Posting Date RETURN 10 15 98 Enter the date in MM DD YY form which is to be used as the posting date for transactions which are posted to the General Ledger database All transactions in the set file plus all automatically generated entries will be posted with the given date Enter the Check Date RETURN 10 15 98 Enter the date in MM DD YY form which is to appear on the checks as the date written date This date is also used for all postings to the General Ledger database which directly relate to the Check Register Enter the A P Check Stock ID The check stock ID is used to indicate the check stock to be loaded when iss
170. ord 2 of 2 NOTE We also must change the User Invoice Total and Set Total if we change quantity or Unit Price Step 4 Deleting a line A To delete a line part of an Invoice click into the line and use the item bottom options icon B Choose Delete record from the drop down menu You will now see this message Choose Yes to delete the line E DISBURSEMENTS 185 Answer Yes or No Web Page Dialog Are you sure you want to delete the current record Canceling Direct Pay How You Do It Step 1 Canceling a Direct Pay Invoice or Set that has been submitted A If you would like to cancel a set that has been submitted you must contact Accounts Payable and request that the invoice or set be canceled You may also request that a change be made to an existing Invoice or Set provided that it has not been posted to the General Ledger B Any changes must be reprinted at the school and resigned by the principal Running Vendor Invoice Status How You Do It Step 1 Opening the reports folder A Click on Reports B Click on School Reports C Click on Purchase Order Status E DISBURSEMENTS 186 The following additional information will show on your screen 22 Detail Batch Proot Report fe YZ Purchase Status wi Recelving QS Mo criteria seiect At por PRE PEID STATUIS PR PO PP FP DE C A LOCATION fF 8 PO S DATE ON OR AFTER 717172002 Step 2 Type in the PO numbe
171. orded b Invoice Details Main Tab will provide you with the same Org Key Object and Description that were keyed from the first invoice detail Make the necessary changes as needed Enter the Grand Total and click the Enter key to add the record a invoice 11 30 2002 DEL Imroice ERO S87 4 Vendor I0 7000066 Hog User Totst 120 50 System Totat 6500 Aecount Number ai ACDOO LACDU ESUP E Desc rtetion founrrzx PINS Te 0 Screen below shows the additional invoice item entered note that Account number and Description defaulted from the first item you previously entered You can change the account number and description as necessary i DISBURSEMENTS 180 Invoice Invoice Z 0987 4 Vendor ID 7000066 sg 3 trvoice Oste 11 30 2002 EXPL SUPPLES E 12058 Securty Code g User krroice Total 120 50 Syster invoice Total house D md Aconurt Number naaannan mne 4 Desorption SHARFEE PENS EVAPLE Dee Di y i m M hod i E Step 2 Repeat Step 2 B until all invoice items are entered Compare User Invoice Total with the System Invoice Total this will allow you to complete the invoice record and go to the next invoice Press the Enter Key to complete the record Set Invoice Doteil Invoice EH0987 Vendor I 77000066 2 0 1 Invoice Mate 5 30
172. ores Inventory a Transaction Code is required This Common Code defines Transaction Codes to be used during Receiving or Order processing Separate Common Codes are defined for each and every valid type of transaction code e g for inter warehouse transfers SC for scrapping obsolete items and one default Common Code is set up to specify default transaction codes e g XT for transfer in items received and XO for transfer out items from inventory The following describes both types and the field descriptions Code Category amp Code Value Ledger eeg Short Desc Order Entry Medium Desc Valid Transaction Code Long Desc Order Entry Code for SIOEUB Associated Humeric Values Associated Codes Associated Descriptions N DISBURSEMENTS 143 Code Category SITR Code Value Two character Transaction Code being defined NOTE A transaction code of PO is automatically assigned to entries made through Purchasing Receiving POUPRC CR is assigned for credit return transactions and CA is assigned for inventory adjustments Short Description Not required Medium Description Used to describe the Common Code Long Description Used to describe the Common Code Numeric Values 1 5 Not required Code 1 Enter the value WT to indicate that this code is for warehouse transfers Codes 2 5
173. ounts Payable distribution process posts receiving to the General Ledger it automatically reverses the receiving posting AP NU User security access to accounts and budgets with read write or update capabilities User security access to individual menus and job dialogue Maintains all GL posting strategies and preferences Any common code entries required CKID FDID OHMC refund type relate to codes AP PE New vendors may be added directly to the Person Entity database from the Accounts Payable data entry screens Unknown vendors may be looked up from the Accounts Payable data entry screens AP PO When making an Accounts Payable Open Hold entry from an invoice for which a PO was issued the purchase order number Type Invoice and Invoice Date are the only required fields the remaining information is automatically generated from the Purchasing database Encumbrance is automatically relieved when the payment is issued for a PO or when Receiving to the General Ledger posting is used PO status is updated to PP or FP as applicable AP SY OHDB resizing B DISBURSEMENTS 19 Check Format defined in Special Forms Utility to place set file from Posted to Data group Ability to rename set files from one name to another using system commands m DISBURSEMENTS Ability to list all unposted set files through SYUTBS The Total Picture Select for Division Payment AP AP Transaction Transaction
174. ow You Do It Step 1 Create two separate sets APOHBTUB Step 2 One for invoices you are paying from last fiscal year Step 3 One for invoices you are paying from this fiscal year E DISBURSEMENTS Post the Sets APOHBTDS Distribute the set with prior year invoices with a prior year date Home SunGard Bi Tech express Microsoft Internet Explorer File Edit wew Favorites Toos Help Send 9 9 reme O Z Dist Batch Fide te amp GL Please enter the name cf your OH Batch File THIS YEAR S IVUICES Wicul you Ke the Short Format of tha AP Baten Proof Posting Cate 08 21 2003 Line Printer Copies Pri 01 125 08 236 237 DISBURSEMENTS Distribute the set with this year invoices with this years date Wome SunGard Bi Tech express Microsoft Internet Explorer File Edit Favorites Hep Cs x BG Powe prm QI B Favontese Jobsw Accounts Payable E I2 immediate Pay A P 1 Open Approval Processing Batch Processing BP Batch Proof Listing Batch name BS Batch Statue Report DA D amp tribyte batch for approval DE Dist Batch File to EN Only Dt Raton Fle Only year s fiscal Date 5 Diet Batch Fils to OH amp GL Pease emer the name of your OH Batch Fie LASI YEAR S Ivo Would you like the Short Formet of the Batch D E r9
175. pdate Date 07 26 199 Remaining Balance E DISBURSEMENTS 145 STORES INVENTORY FUNCTIONAL SECURITY Converting Stores Inventory Functional Security Example All Access User This user can print pick tickets update and change orders Security is unrestricted User Security Code Approval Class UserID JENNY JENNY GOWER Print pick tickets Approve orders Approval Type ag v Fill orders Display Prices 7 Change order after printing Security Codes Enter four character security codes along with Read or Write access Example SECTW BB ow This security is set up as part of the Manage Security Role function from the Security Admin Setup Option Panel selection E DISBURSEMENTS 146 The functional security equivalent of above setup would be a role with no where clauses in Common Security Settings area and no database table or menu restrictions designated Security Object Derived Execute Read Wiite Update Delete 4 Extension Eid Common Security Settings v v v v 4 Bank Reconciliation v v v v 3 General Ledger v v M 4 Human Resources v v v v 8 ij Purchasing v v v Stores Inventory vi v v v Stores Inventory Orders v v v v v v Stores Inventory Security Codes vi v
176. pears enter PERT in the Code Category field Contact Id Up to 12 characters specifying the previously defined PE ID Associations The ASSOCIATION ASSIGNMENT screen allows various user defined codes to be associated with selected Person Entity records For example on this screen a Code ID of RVD could be set up to represent that the AP account is current The Code Value would be the actual review date and the Associated Code description would be any details associated with that review In addition a Code ID of Open could be set up to represent Open bid on repair items Record1of1 g Security Cd Status fac Expire Date Supply Company First Name SSN Middle Name Affiliation E Select 1 Last Name Salute Cd Select 2 Nickname Suffix Created 03 01 2007 Web URL http bi tech conm Phones Emails Vendor Custome Price Calcs Relations Associations Text Value Description Code Number Code Date 01 31 06 0 00000 01 25 06 0 00000 1099SOLE a DISBURSEMENTS 49 Field Descriptions Code ID Enter up to eight characters of an Associated Code ID A common example is RVD representing that the AP account is current for the PE ID Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEAS in the Co
177. placed on the resulting AP payment If this field is left blank the system will fill in the words Scheduled Payment when the payment definition is processed MI DISBURSEMENTS 215 Division This 4 character alphanumeric field holds the division code to be placed on the resulting AP payment Any value placed in this field must have been previously defined on the APOHUPDV screen Relate To This pair of two character fields holds the relate to codes assigned to the payment Relate to codes must be previously defined in common codes under the categories and RTO2 These relate to codes may be used to indicate the 1099 MISC reporting for the payment or to interface the payment to the AR module Check ID This field holds the check stock ID assigned to the payment Any value used in this field must have been previously defined in common codes under the CKID category The check stock ID represents the bank account and GL cash account that the payment will be drawn against Misc Code This 4 character alphanumeric field holds the miscellaneous code assigned to the payment This value may or may not be validated depending on the configuration of the AP general information APOHUPGN If validation is turned on any value used in the field must have been previously defined in common codes under the category OHMC The validation is only enforced when the payment definition record is processed Trans Format This 2 character field represents
178. pped 5 Canceled 6 Misc Credit 7 Misc Debit 8 Deposit Right justified Total Record Field Position Length Contents Description 1 01 02 2 02 Record Code 2 03 14 12 Numeric Account Number 3 15 24 10 Numeric Total Paid Records 4 25 36 12 E Total Paid Amount E DISBURSEMENTS 99 5 37 46 10 Numeric Total Outstanding Records 6 47 58 12 Total Outstanding Amount 7 59 66 8 MMDDYYYY Reconciliation Date 8 67 80 14 Blank Filler Right justified Record Type 8 is only available for Deposit Reconciliation files ARP Reconciliation files provide deposit and miscellaneous credit data within Record Type 6 Please call ARP Installation Services at 1 800 638 7294 with any questions between the hours of 8 00 a m and 7 00 p m Central Time Monday through Friday 2 2 2 Intermediate Under Construction 2 2 3 Advanced Under Construction 2 2 4 Best Practices Under Construction 2 3 Person Entity Setup Under Construction i DISBURSEMENTS 100 2 3 1 Basics Terms and Definitions Under Construction Concepts Under Construction 2 3 2 Intermediate Under Construction 2 3 3 Advanced Under Construction 2 3 4 Best Practices Under Construction 2 4 Purchasing Setup 2 4 1 Basics PO System Setup Overview The Purchasing system has been designed to take on the characteristics of each installation To accommodate this flexibility and to take advantage of the ma
179. r sets that do not generate blocks during the same distribution run If applicable this function will also update the Encumbrance and or Purchasing modules Because we are paying on an encumbered Purchase order it will update both modules Selection For Pay To select the invoices for payment enter APOHPPSP from the main menu The Selection for Payment screen is used to select transactions from the Accounts Payable module which are to be paid Invoices can be selected for payment in many different ways Selection Invoice Due Date or before ig Job Number Ref Date on or betore as Bank ID gg ChekNo GL Account B p Vendor E Reset Selection Test Records Selected Change Status From DS To WP Paved Total Amount Selected i DISBURSEMENTS 153 Reporting Entries Selected For Payment After transactions have been selected for payment it is useful to print a report of all selected transactions To get the report enter APOHPPRP from the main menu To de select an invoice go back to APOHPPSP and change the status from WP to DS which appears at the bottom of the screen Paying Entries Selected For Payment After all desired records have been selected for payment we can then move on to the last step of the process paying the selected entries To pay the entries enter APOHPPPA from the main menu This process results in the printing of checks and the posting of the Chec
180. r will be used for payment Any value used here must exist as an address code for the PEID If a value is entered that does not exist for the PEID or if the field is left blank the system will use the AP address hierarchy to determine the best address PEDB This field indicates which database contains the name and address information for the specified PEID By default the letter refers to the PE subsystem Other valid values are for the HR PY subsystem or 1 and 2 for custom external databases If left blank the system will fill in the database where the PEID was located Invoice This 16 character alphanumeric field holds the invoice number to be used on the extracted payments Any value entered here will be repeated on every payment generated by this definition To use an invoice number that increments by 1 for each payment extracted a system seed may be used To define an invoice using a system seed the first 4 characters of the invoice field must be SYNO followed by the name I DISBURSEMENTS 214 of the seed These seed values are defined in common codes under a category of SYNO For example if a seed has been defined as SYNO RENT in the common codes NUUPCD then entering SYNORENT in the invoice field would direct the payment extraction process to use that seed to generate the actual invoice number The system generated invoice numbers will only be used when the payment is actually extracted not in tri
181. r you wish to print For this example we use 000132 POR T6001 32 Notes on printing more than one Purchase Order A Type in each PO Number followed by a comma 0001 32 T000135 T000137 B For consecutive PO numbers example PO numbers T000132 toT000137 type in the first PO number and the last PO number and separate the two numbers by a colon as shown below 27112002 Click on the submit button A report Status window will appear on the screen as shown below Report Status Microw Report Status Running Cancel The requested report will display on the screen as shown below Rw ILE RI T MPS TEST ACCOUNT Report Date 07 01 2002 PURCHASE ORDER STATUS INOUIE PURCHASE ORDER INFORMATION PO Numbe 1000132 Vendor 000060 XYZ SUPPLIES COMPANY PR Numbe R000373 Cd P1 12345 STREET HUNTINGTON BEACH 92647 Confirm Requested by Treiring Req Dt 130 Blanket Number Account Approved ty Mech Sofware ino Dt 1 900009 Blanket Amount Bid Printed by TRAN Print Dt 1 30 2003 Blanket Remaining Contract Ship Tor End Use ROBERTO Discount Extendec 0 00 15 07 EA 1250 0 COMOUBCKGY FOD uo Step 3 To print the report click the Options button and click print E DISBURSEMENTS 187 E DISBURSEMENTS Print Print Preview Expurl Lu File About CDD Step 4 Click the Print button on the Print Dialogue box to start printing 4 fo se
182. res allow each payment to be generated and payable on its own schedule for the effective time period The time period may be set with either starting or ending dates or a starting date and the number of payments A report of payment definitions is available to show some or all of the currently defined payments The report offers basic selection criteria as well as short and long formats i DISBURSEMENTS 211 The payment extraction process evaluates all of the payment definitions and creates an AP set containing the payments due at that time When the extraction is run you are prompted for an date All active payments due on or before the as of date are processed and written to the resulting AP set All aspects of the repetitive invoice process are accessed through main menu by selecting AP for accounts payable and then for repetitive invoice processing Security control of the various functions within the APRI menu area is maintained by the Nucleus Manage Security Roles settings NUUPSR Access to the payment definition records is controlled by ledger code and optionally by AP division code These settings are also maintained by NUUPSR The system automatically restricts a user to definitions created within their own ledger code To restrict users by division code a new filter must be defined in Manage Security Roles for the OHZ REPEAT MSTR dataset For more information on defining data filters for Security Rol
183. rity Code Description 5001 5002 Ds 5003 DS 6097 D3 6098 DS 6099 DS Sheri s Security Code STORES INVENTORY BASE SECURITY BE DISBURSEMENTS 138 Security Codes may be added to the system to restrict orders from being filled if the proper authorization is not given These security codes are used in a WHERE clause that can be built to filter records from specific security roles Security Ralca Ninel Milt Scour ty Jb cet iiti jaa edge We luza lercurces ie gt Delz c Es cre on iig veri L Tes renti andes e File Li E Estes ranw Codas SI LIIS SEIS ISI remm 2 curn T m li ul peaos Demi ste Locate Enocule DESC eS Hed RAA SIS SECO hd tS APT D HAS 1 E S_APR_ILASSESH Where Cans Refer to the Security Guide for more information about Security Codes as used in Security Roles H Common Codes Set up NUUPCD Common Codes part of the NUCLEUS system store parameters used by various processes i e codes which change infrequently Listed below are generic descriptions of each field appearing on the COMMON CODES MASTER screen As with all IFAS modules Stores Inventory has a
184. rmat and leaving the box blank will give you the long format Er Milwould you like the Short Format of the AP Batch Proof Yes C Choose the desired posting date The default will be today s date click the arrow for a drop down list box for the calendar 9 11 05 2002 D Enter the number of copies of the posting report on the first box on the left 01 for one copy and select the printer from the drop down list box LP for this example Line Printer Copies Name Pri View of Completed Screen Please enter the name of your OH Batch File AE10172A Would you like the Short Format of the AP Batch Proof Yes Posting Date 11 05 2002 Line Printer Copies Name Pri 01 LP 08 gt Options Click the Submit button to launch the job and posting reports will be printed MI DISBURSEMENTS 174 Review the posting reports Audit Report and Tail Sheet to ensure that the set was posted without any errors Direct Pay How You Do It Step 1 Create a New Set A Click AP Accounts Payable B Click OH Open Hold A P Click BT Set Processing D Click UB Create Update Set File Favoritesw Jobsw Immediate Pay Open Hold A P Approval Processing BT Batch Processing BP Batch Proof Listing DA Distribute batch for approval DO Dist Batch File to OH Only DS Dist Batch File to OH amp GL GL Dist Batch File to GL Only TP Test Batch Posting Report TX Tax Calculation Methods IP O
185. ry costing methods automatically as assets are received and distributed Supports multiple warehouses and multiple locations within each warehouse Supports last and next physical counts and cycle counts by class per warehouse Interfaces to Accounts Receivable to support billing for items ordered by outside entities System allows for exceptions to be entered with the option of automatic backordering System automatically prints packing slips for orders as they are processed Interface with barcode scanner for physical inventory receiving and issuing functions Barcoding Automate the receiving inventory and issuing functions in the Stores Inventory Modules with the barcode scanning system Issuing function supports both normal pulling and walk ins FAS SI Utility reads in the scanner data file and performs validations creates receiving records and updates SI records if necessary System produces exception reports and quantity differences and reviews adjustments for posting The system scans most internally produced barcodes non UPC and a barcode label printer is available Reporting Access to information is straightforward and easy The Stores Inventory System includes standard reports and immediate online inquiry to any data in the system Security protected reports can be run at the user s networked computer or via the Internet from any Web browser Standard reports available include Pick Tickets Product Cat
186. ry product supplied from a vendor One of the purposes of this screen is to set up unit translations which translate from the units received into the stock units e g GALLONS to QUARTS Alternatively if the Common Code Category PEUN is used for global translations then the completion of this screen is not necessary for the unit translation Discount and Price Calcs Brands Vendor Product Info Free Form Text Vendor Discount Schedule Unit Conversions Quanity Percent Amount Unit Oper Factor Vend Prod 0 0 00 0 F F 0 Buyer p 0 0 00 0 0 Min Order Gty 0 0 0 00 0 F Hd 0 Max Order Gty 0 00 0 H 0 Lead Time 0 00 0 g Expr As 0 0 00 o F 0 Performance Rating M 4 History The VENDOR PRODUCT HISTORY screen is used to BROWSE history information about a product supplied by a vendor Records on this form are created by the Purchasing system The user does NOT enter any information on this screen NOTE This screen tracks every order If more than one order is entered for the same product on the same day there will be a separate record for each order E DISBURSEMENTS 129 The screen as it would appear in BROWSE mode is shown below Discount and Price Calcs Brands Vendor Product Info Free Form Text Vendor ID Order Dt PO Number PR Number
187. s Reason Routing Number Bank Acct No Invoices Reason PO Direct Sales 2nd TIN Notice Minority Owned MoPOs Reason PO Woman Owned Small Business Section 8 MoPRs Reason O O HUB Disabled Veteran Local Business Record 1 of 1 b Note Although the feature of using the PEID for the SSN was removed some time ago it is now possible for the user to re create this functionality using nucleus defaults if desired It is up to the user to determine the legality of using PEIDs for SSNs Some believe it is illegal which is why we removed the functionality while others do it all the time Please refer to the Nucleus user s guide for more information on NUUPDE and setting up defaults TIN The nine digit Federal Tax Identification number associated with the PE ID being defined Vendor Account Up to 20 characters representing an account number that a vendor uses to identify a particular Person Entity i DISBURSEMENTS 42 1099 Flag Enter a Y to indicate that this PE ID is a 1099 vendor for all transactions This flag will issue a 1099 for this vendor and report all payments to Box 7 Non Employee Compensation If this vendor will be receiving payments such as Rents or Royalties a second definition will be entered on the ASSOCIATED CODES screen to default the payments to a different box on the 1099 MISC form If the majority of payments are not to be 1099 related leave the field blank and
188. s Payable obligations In this system the funds become encumbered by use of a purchase order When the item s arrive and are invoiced into the system the encumbrance is cleared Encumbrances may be fully or partially cleared from the immediate payment system open hold system and or void typed and reversed system Refer to the Encumbrance User Guide for a complete description of the Encumbrance system Before the Accounts Payable system is ready to accept transactions user must perform certain set up procedures First define the security for the Accounts Payable system in the Nucleus system Refer to the Security User Guide for information on defining security Second define the posting logic in the General Ledger including posting codes and posting references This is done through the General Ledger subsystem interface and posting preferences utilities in the General Ledger system Refer to the General Ledger User Guide for information on defining the posting logic Next define at least one common code CKID common codes are defined in the Nucleus system Refer to the Nucleus User Guide for information on defining common codes Finally define at least one Accounts Payable division in the Accounts Payable system Refer to the open hold Accounts Payable section of this guide for information on defining division codes Upon entry into the Accounts Payable subsystem the system will display the following question and menu Which Accounts Payable subsy
189. s in the set file If checks have been handwritten please refer to the Void Typed and Reversed section 4 To access the Immediate Pay subsystem from the Accounts Payable main menu type in IP and press return The following question and menu will be displayed Which Immediate Pay AP function is desired AP Approval Processing BT Set Processing CS Client Specific UT Utility In order to access one of the displayed functions enter the two character code and press return The following provides a more complete description of each of the Immediate Pay Accounts Payable functions AP This function is used for processing the approval functions of the Immediate Pay Subsystem Approvals are used in the Immediate Pay subsystem as a means to review transactions for their accuracy and veracity giving the administrator s overseeing the transaction database the m DISBURSEMENTS 86 ability to approve or reject transactions before they are distributed and paid Further consideration of Approvals at this point conflicts with the real flow of the Accounts Payable process To see the Approval Processing options type AP and press RETURN AP Approve Invoices DP Dist amp Pay Approved Invoices RP Report of Approved Invoices U Report of Unapproved N Invoices AP This function accesses one form of the Approval process After prompting for a Security Code this function will list all the transactions awaiting approval in an INQUIRY format but with added f
190. se active items to be received In regard to the three items mentioned only the amounts received will be available for extraction but the User may opt to alter that information during the extraction process i e each item has received 1 2 and 3 quantities respectively when paying an invoice for this PO one could extract 1 quantity of item 0001 2 of item 0002 and or 3 of item 0003 or 1 item 0002 and 1 item of 0003 or any combination therein Only the exact quantities received may be extracted but one still may choose the items to be selected and alter them in numerous ways If the Receiving portion of Purchasing is not being used the system will create records in the set file based on extraction of the whole of each item on the Purchase Order Once again the user has full control over selection of items to be extracted for payment along with the quantities amounts account number etc The second option allows the user to override existing Purchase Order information The user enters all information for the transaction including Amount PO and Type The system will validate the Amount and or PE ID and warn the user of differences The system will also validate the change of account numbers based upon a Disencumbrance Hierarchy Common Code APEN APPLYPAY Quite simply a Background Part FUND is a common example of a BackPart from the account entered in I P must match a Background Part from the account encumbered on the PO and th
191. siof the field and in the last two positions of this field enter 06 The first PEID generated would then appear as V000106 Codes 2 5 Not required Descriptions 1 5 Not required 2 Numbering Purchase Requests Both the Purchase Request and Purchase Order seeds are created the same way Seeds that are created with a PR SEED or PO SEED value are the standard definitions In classic IFAS these would equate to NEW in the PR or PO number fields for the POUPPR screen In 7i the drop down box will have a list with the valid seeds to choose from New PR PO seeds would have the following format SYNOPR SAA This would be a PR seed and to use it in classic IFAS you would enter NEWSAA in the PR number field In 7i the drop down box would show the seed SAA represents your unique identifier that can be from one to five characters N DISBURSEMENTS 110 SYNOPO SAA This would be a PO seed and to use it in classic IFAS you would enter NEWSAA in the PO number field In 7i the drop down box would show the seed SAA represents your unique identifier that can be from one to five characters Code Definition Code Category Code Value Ledger 8 Short Desc PR SEED Medium Desc Purchase Request Number Seed LongDesc Purchase Request Number Seed Associated Humeric Values Associated Codes Associated Descriptions 0 03627 R77 04 0 02096 05
192. specified due day is greater than the number of days in the month then the due date is set to the last day of the month For payments in February the last day of the month is always considered to be 28 The final update to the payment definition record during the extraction process is to decrement the pay count field if it is greater than zero Once a payment definition has completed its cycle i e it has reached the ending date or number of payment then the status field is changed to DN This status indicates the payment is done and prevents the definition from appearing in future extractions If a payment definition is to be reused after it is done the following manual changes should be made change status to enter a new starting date enter a new ending date or number of payments blank out the next due date Printing Why You Do It The printing of each payment definition record is exactly the same for both the report APRIRP and the extract APRIEX processes The report is available in a short one line format as well as a full 4 line format The short format shows only the most critical fields that will fit on one line The long format shows all fields on the definition After each record is printed any validation errors will follow Up to 20 errors will be shown per record Writing Payment Why You Do It The final step of the extraction process is to write the payment to the AP set Other than printing this is per
193. ssign vendor ID s Vendors may be automatically added to the Person Entity database from the various Accounts Payable data entry screens Failsafe audit trail of all entries posted to the GL System includes on line vendor payment database User controls the amount of history See Check Management User Guide All system functions are requested through user friendly menu driven dialogue On line Help is available for all functions including data entry Built in security system allows users to be assigned to specific job running and database access capabilities Extensive user and system documentation available Interface to Accounts Receivable system available Built in interface to Encumbrance and Purchasing systems E DISBURSEMENTS 14 1 1 2 Key Features IFAS Accounts Payable The Accounts Payable System is a powerful and integrated tool for managing vendor payments Logical integration of the Purchasing General Ledger Encumbrances Accounts Receivable Fixed Assets and other systems reduces data entry and makes your staff more efficient IFAS offers two methods for processing vendor payments post now and pay later open hold and post and pay at the same time immediate pay You can use either or both methods as dictated by your business practices and needs In addition the void typed and reserved subsystem offers seamless processing exceptions voided checks manually issued checks and reversals of checks previously issu
194. stem is to be used E DISBURSEMENTS 13 IP Immediate Pay A P OH Open Hold A P TR Void Typed amp Reversed Checks Enter the two character code that identifies the Accounts Payable subsystem to be accessed The system will display a menu of functions that may be performed in the given subsystem This user guide will describe each function in each subsystem with the exception of the Encumbrance system Refer to the Encumbrance User Guide for a complete description of the Encumbrance system Accounts Payable Features Features of the three Accounts Payable systems are discussed in this user guide The features of the Encumbrance Accounts Payable system are addressed in a separate user guide The major features of the Accounts Payable systems are listed below Open hold Accounts Payable includes cash requirements reporting System supports void handwritten and reversed checks System includes consolidated check register Multiple bank accounts are supported Open hold Accounts Payable includes a powerful interactive Inquiry capability Payment of open hold Accounts Payable may be specified by a variety of criteria e g due date vendor ID and or invoice number All entries to the General Ledger GL are defined by the user at the time of system installation User may selectively post to the GL or to the open hold Accounts Payable subsidiary ledger only One time vendor override payments are supported System can a
195. t AE10172A de BP Batch Proof Listin 9 Please enter the name of your OH Batch File Would you like the Short Format of the AP Batch Proof Would you like to print Exceptions Only iY Would you like Totals Only to appear Line Printer Copies Name Options Submit Step 3 Choose the format and type of listing to print by filling in the selection Note that a check mark in the box indicates that you would want that type E DISBURSEMENTS 171 Please enter the name of your OH Batch File ng1001722 9 you like the Short Format of the AP Batch N Yes Would you like to print Exceptions Only C No would you like rotals unly to appear 4 Line Printer Copies Name Pri 01 gt Hoe 8 Step 4 Set the number of copies and the printer if it has not defaulted to the printer needed 10 4 13 114 Portrait Compress 10 4 13 101 Landscape 10 4 13 106 Lefty Landscape 10 4 13 113 Landscape STANDARD LNE PRINTER 10 4 13 111 Landscape 10 4 13 111 Landscape Co 10 4 13 111 Portrait Compres 10 4 31 241 Landscape Co 10 4 31 241 Portrait Compres 10 4 13 103 Landscape 10 4 31 25 Landscape Compil lease enter the name of your un batch rile Would you like the Short Format of the AP Batch Proof Yes Would you like to print Exceptions Only No V Would you like Totels Only to eppear No Line Printer Copies Name Pri
196. t Step 1 Find the Distribution Report make sure it says POST not PROOF and write down the IFAS job number A This number may also be obtained through an online inquiry if necessary Step 2 Go to APOHUTUL Undo from AP GL EN amp PO A Enter IFAS job number B Is this a Trial Run NO C Save UNDONE Open Hold entries to a Set File NO D WARNING if you answer YES the system will create a duplicate copy of the set with a new name E Would you like to move the Set File from POSTED to DATA NO i DISBURSEMENTS 204 F Make sure you are set up to the correct printer Step 3 Go to APOHBTUB Select set and edit as needed Step 4 Proof edited Set APOHBTBP Step 5 Distribute edited Set to AP PO EN and GL APOHBTDS Check Run Process How You Do It Step 1 After confirming the total amount to be paid from the posted sets for the Check Run go to Select Entries for payment screen AP OH PP SP Follow the steps bellow A Click on the button TEST and compare the Total Amount Selected with the Total Posted Sets The two amounts should match B Click on the down arrow field Div and choose HOLD C Click on the TEST button again and then click on UPDATE NOW Check on the top of the screen for a message with the Total records updated AP OH PP RP If you need a report before printing the checks Step 2 Log In to INSIGHT AP OH PP PA Pay the selected entries for payments Step 3 Fill
197. t and taken in General Ledger Optionally interface with Purchasing with or without receiving for automated data entry of invoice items E DISBURSEMENTS 15 Provide for two way or three way matching of invoice information with user defined tolerances Interface with the Accounts Receivable Cash Receipts System Check Processing Select outstanding invoices for payment by a variety of criteria including due date vendor ID and invoice number Specify posting and check dates to be used at time of processing Accommodate any check format including laser with MICR and secure signature capabilities Record and void tractor feed checks used for forms alignment where necessary Determine the format of remittance advice at time of installation Suppress printing of zero and negative amount checks Reporting Access to information is straightforward and easy The Accounts Payable System includes standard reports and immediate online inquiry to any data in the system Security protected reports can be run at the user s networked computer or via the Internet from any Web browser File listings of all information contained in Accounts Payable All information is accessible with Click Drag amp Drill Includes substantial standard reports including account aging vendor transactions and summaries and powerful interactive inquiry Standard reports available include Summary Reports Detail Reports Aging Reports Unpaid In
198. t is being written to a set and not directly posted the set posting process will be the final validation step that prevents posting This allows users to make corrections in the resulting AP set after it has been created and before it is posted The PEID must exist in an IFAS accessible name amp address database such as the PE module If a PO number has been provided it must exist in the PO module with a status of PO or or exist in the EN module with an open status EH DISBURSEMENTS 221 If the invoice begins with the letters SYNO indicating a system seed then the common code for that seed must be defined For example if the invoice number is then the common code SYNO ABC is checked If the account number field contains a spread code that spread code must be defined with a subsystem of The division code must have been previously defined in APOHUPDV The check stock ID must have been defined on a CKID common code If the miscellaneous code validation is turned on via APOHUPGN then the value of the Misc code must be defined under common code OHMC If a value was entered into relate to code 1 it must have been defined under common code RTOI If a value was entered into relate to code 2 it must have been defined under common code 2 If a charge code was used it must have been defined under common code SYCH If a tax code was used it must have been defined under common co
199. t try to relieve create a partial payment for the org key and object code that was entered If this account wasn t encumbered or USEHIER is in the short description of the common code this is on the GL side and the account is encumbered for less than the payment it will use the hierarchy to determine which of the accounts encumbered on the PO to relieve next The formula used on the hierarchy if 2 org key group codes and 2 object group codes are listed in the common code is described below If there are 2 org key group codes and 2 object group codes listed in the common code the hierarchy will process in the following manner this can easily be extended to up to 5 org key group codes and 5 object group codes l Entered org key object code combination 2 Entered org key Ist object group code listed 3 Entered org key 2nd object group code listed 4 Entered org key any object code 3 Ist org key group code entered object code MI DISBURSEMENTS 195 6 lst org key group code 1st object group code 7 lst org key group code 2nd object group code listed 8 lst org key group code any object code 9 2nd org key group code entered object code 10 2nd org key group code Ist object group code 11 2nd org key group code 2nd object group code listed 12 2nd org key group code any object code Example The common code ENGL APPLYPAY exists for the GL ledger and ENAP GLAPPLY doesn t exist on this s
200. ted codes or descriptions the account entered will be used Note prior to the 9605 HFS if no hierarchy was specified the program would use hierarchy anyway EN102 this was sent out in the 9705 HFS will allow users to put in the org key part hierarchy Typed and Reversed Checks How You Do It Step 1 Opening the Accounts Payable Screen a Click on AP Accounts Payable b Click on TR Void Typed amp Reversed Checks e Click on BT Set Processing d Click on UB Create Update Set File a AP Accounts Payable H G Immediate Fay H 9 OH Open Hold RI Repetitive invoices 5 x TR void Typed amp Reversed Checks b EE 9 89 BP Batch Proof Listing 9 85 DO Distribute to Open Hold Only H 53 DS Distribute CK GL amp maybe OH a E CS Client Specific 8 0 UT Utility Alternate to Step 1 Type APTRBTUB in the Command box and press the Enter Key E DISBURSEMENTS 197 Jodie BK Favoritety Jotie Step 2 Click on the Add button at the top of the screen The following screen will appear with blank Set ID and User Set Total i DISBURSEMENTS 198 System Totals User Set Tota Set Totat Invoice Count 0 Record Count 0 Step 3 Naming a Set Type in the Set name on the Set ID box The set ID consist of eight character digit as follows A First character A for Accounts Payable E Second character First lett
201. tep 5 Saving Changes 06 17 2003 Ststement DRACR 15 343 49 Reoonolod DRACR 16 393 40 Net DRACR 000 Choose Statement If it is necessary to exit the screen prior to completing the reconciliation click Save to preserve the matches This includes auto matches performed by system and manual matches made by you No matches are saved until you click Save Items that have not been reconciled and need adjustments in order to reconcile will remain Exceptions in the now Pending Statement until further action is taken MI DISBURSEMENTS 243 Step 6 Completing the Reconciliation process When the statement is fully reconciled click the Approve button to indicate that the reconciliation has received a final approval To view the items on this statement again select Approved Statements from the Statement Selection screen Use Electronic Fund Transfer EFT and Automated Clearing Houses ACHs This document explains the process of generating an EFT ACH file instead of a paper check for AP Payments Overview There is one mask process that will produce an EFT file This is APOHPPPA This is the standard mask process that will print paper checks for IFAS AP This will also generate just paper checks just an EFT file or both Whether a vendor receives a paper check or an EFT file is designated on a vendor by vendor basis After the general setup is done more details below and each EFT vendor is appropriately setup more details
202. teractively CS Create Select File RS Report Selected Entries US Update POs from Selected File ER Erase Purchasing Info PO Print Purchase Orders This process allows multiple Purchase Requests or Purchase Orders to be printed at one time PQ Print Quotations This process will print a copy of a single Purchase Request to all Vendors specified at print time PW Print Worksheets This process prints a hard copy of a Purchase Request for internal use RE Reports This process provides lists of all Purchasing information that can then be printed as a hard copy UP Update This function is used to add change or delete information held within the Purchasing subsystem Most information is updated interactively but changes to a Purchase Order must be re printed to update the Encumbrance database GN General Information PR Purchase Requests This process is used to create or change data associated with an Order Once a Request has been printed and a PO number is assigned this is the update function used to change the Purchase Order details RC Receiving Information This screen is used to record the receipt of items on a PurOrder This is the process that can optionally interface information into the Stores Inventory or Fixed Assets databases NI DISBURSEMENTS 63 US User Security Information UT Utilities These options are used to process global updates to Purchasing data Because this area is very sensitive
203. the appropriate fields have been completed press Enter Modify or Add information as desired or press Enter Text Tab The FREE FORM TEXT screen is used to store any notes pertaining to a specific Person Entity For example text can be entered regarding the collection history for a particular PE ID or a future problem with an outstanding billing invoice may be noted This information may be viewed through the Inquiry function PEIQ or reported through a File Listing PEFL but will not be printed on any other forms us DISBURSEMENTS 51 To access the FREE FORM TEXT screen key in PEUPPE at the main menu or if in Insight double click on Person Entity then Update Database then Person Entity Information and click on the Test tab Record1of1 10 71999 Security Cd Status ick Expire Date F acme Supply Company SS 1 MddieNam Affiliation 7 2 Nickname O Suffix Created 03 01 2007 g Web URL http bi tech com Addresses Phones Emails Vendor Customer Price Calcs Relations Associations Text Field Descriptions Text Up to 72 characters per line of text may be used for the PE ID being defined This text can be viewed through the Inquiry function PEIQ or reported by requesting a File Listing PEFL E DISBURSEMENTS 52 Setting up Person Entities From Other Systems It is possible to extract information fr
204. the format of the description when the AP payment is posted to the general ledger Valid values are IN NM NI IB NB and DX Security Code If AP approvals are being used the appropriate security code may be entered in this field If used the security code must have been previously defined in APOHUPCD There is no requirement that the security code be associated with neither the user entering the payment definition nor the user processing the payment definition Name amp Address These display only fields show the name and address associated with the PEID Start Date This required date field represents the earliest date the scheduled payment should apply A payment will only be extracted if the as of date is on or after the start date End Date This optional date field represents the latest date the scheduled payment should apply A payment will only be extracted if the as of date is on or before the end date if specified Either the end date of number of payments must be specified Number of Payments This optional numeric field holds the total number of payments to be made This value will only be used when the End Date field is blank As payments are made the number of payments field is decremented until it reaches zero at which point the payment will no longer be extracted Either the end date of number of payments must be specified Day of Month If the payment is to be made on the same day of each month enter that number here For
205. the organization Would you like the Short Format Y MH The report generated during the extraction process is identical to the report function discussed earlier APRIRP The above question determines which format is used for the report The short format presents each payment definition on one line including these fields definition ID status PEID Payee name invoice pay count start date last due date next due date end date and net payment amount The long format of the report prints all fields from the payment definition across four lines with one additional line showing the net amount payment amount Examples of the short and long formats of the report are included at the end of this chapter Is this a Trial Run Y H Choose Trial Run to see the potential results of the extraction process without actually updating the definition records or creating an AP set Enter the name of the Batch file to place the transactions OHOVOZRP Respond to the above question with the name of the resulting AP set This value will also be used for the set ID on each payment record Line Printer Copies Name Pri amp Option O1TERMINALO1 The above question determines which printer will receive the report The default printer is based on each user s configuration E DISBURSEMENTS 220 Extraction Details Why You Do It When payment definitions are processed for extraction there are 5 steps involved qualify for processing validation up
206. the payments written to the database instead of a file Running the Extraction To run the extraction of payments execute the mask APRIEX The following prompts are presented before the process is run Enter the as of Only payments with a Next Due Date on or before this as of date will be processed The default date for this question is the current system date You may enter any valid date in response to this question Enter Repetitive Selection Criteria separated by commas RETURN OO 11 Entries Selected O1 Definition IDs 02 Person Entity IDs 03 Invoice Humbers 04 Status Codes E DISBURSEMENTS 219 If you wish to limit the extraction to a subset of the qualified definitions selection criteria may be specified using this question Under normal conditions however it is not necessary to specify any selection criteria as the extraction process has built in logic to determine which payments should be generated By default the report will always limit the report to definitions within the current ledger and to AP division codes to which you are granted access through Nucleus security The four fields listed above are currently the only values that may be selected Future versions may include more options depending on user needs Choose the type of batch to create RETURN IP Immediate Pay OH Open Hold You may request that the resulting set be created as an Open Hold or Immediate Pay type depending on the procedures of
207. this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PESF in the Code Category field enter the two character Code Value of what is to be recognized as valid and enter a Medium Description that describes the Suffix The Medium Description will be used when printing labels Created This display only field indicates the date the PEID was added to the PEDB Web URL The web URL for the Person Entity being defined Field Descriptions Address Tab Address Type A two character code representing the type of address The Address Type field can also be used for Security It is the more popular method of installing the PEDB The Address Type can allow a user to read certain address types but not to make changes and write access to other address types where changes can be made Common examples are B1L for Billing P1HM for Purchasing Home and RIPR for Remit Primary Values placed into this field must have been previously defined on the COMMON CODES MASTER screen PEUPCD Only people with appropriate capabilities may define Common Codes When the COMMON CODES MASTER screen appears enter PEAD in the Code Category field enter the two character code to be used in the Code Value field and enter a Medium Description that describes the Address Type Address 1 4 Up to 40 characters representing
208. tions 1 Numbering Vendor or Person IDs Additional information regarding the automatic numbering of Vendor or Person IDs is more fully described in the Person Entity section Code Category Fais Code Value PEIDNUMS Ledger Short Desc ID Medium Desc Person Entity ID Seed Cong Desc Person Entity ID Seed Associated Numeric Values Associated Codes Associated Descriptions 0 03595 V 04 D 00087 a DISBURSEMENTS 109 Field Descriptions Common Code Category SYNO Code Value PEIDNUMS Short Description Not required Medium Description Used to describe the Common Code Long Descriptions Used to describe the Common Code Numeric Values 1 2 Only the first two lines of the Numeric Values fields are used The top field is where the starting number is entered For example if the ID s are to begin with 00083 the first field of the Numeric Values would be entered as 0 00082 The second field is for system use It maintains the number of automatic ID s generated Numeric Values 3 5 Not required Code 1 The first Associated Code is broken into two parts The first part is in the first six characters of the field This represents the prefix for the number if any For instance if the Vendor is to be prefixed by V with a number seven characters long to follow enter V in the first po
209. to the user as indicated on the POEM MAIL common code see e mail Configuration section for details The recipient is indicated by entering a number into the associated value field The supported values are shown below Any value not listed below or if the field indicated contains an invalid Nucleus User ID will cause the e mail to be sent to the user who entered the header record of the PR Recipient Code Field used for user s ID Requested by Buyer ID Data Entry User D E mail Configuration 1 General System Requirements Your IFAS host must be able to send e mail from the command line interface Your users must be able to receive Internet e mail originated on the IFAS host You must understand how e mail works on your system i DISBURSEMENTS 116 To begin configuration it is recommended that you first create a sample text file and try to e mail it to yourself using your system s mail command Once you have succeeded you are then ready to complete the IFAS configuration There are three levels of IFAS configuration necessary for the e mail process to function system level PO subsystem level and user level 2 System Level Configuration System level configuration consists of defining common code SYEM MAIL with the proper command that your system requires to send an e mail from the command line There are three string substitutions available that allow you to insert the recipient s e mail address subject and fi
210. uing checks The check stock ID will also indicate the cash account to be credited through the use of Common Code CKID Transactions that exist with a and a different CKID will not be included in the report and or check run Line printer prompt request showing the printer specifications for the user s reports Forms printer prompt request showing the printer specifications for the user s checks Enter the codes for the options below RETURN 00 00 Use ALL Defaults 01 Hit OH Question Y 02 Address Hierarchy BLPRHOLC 03 Check Sorting NM 04 Print Labels NO 05 Summarize GL by Set ID Y i DISBURSEMENTS 92 Enter 00 to use all the defaults for the five questions shown To specifically alter the answer to one or more of the questions answer 0X 0X etc Each question has its own internal question to prompt 01 Hit OH Question prompts thus Would you like these transactions to be entered in OH Y Enter Y to cause the transactions in the Set to be entered as Paid Type in Open Hold A P Enter N if you would not like the transactions in the Set stored in Open Hold A P The system will only post to the CKDB and the GLDB An answer of N will not update vendor hisinformation It is suggested you store this information to aid in maintaining vendor history 02 Address Hierarchy prompts this question Enter the Address Hierarchy RETURN BLPRHOLC The Address Hierarchy is an ordered list of PE Address codes
211. unctionality to interactively approve the transactions DP This function creates a set file of approved transactions and distributes posts that file to the General Ledger database and optionally to the Accounts Payable Open Hold database It also includes the actual printing of the checks and the recording of check information in the Check Management database If applicable this function will also update the Encumbrance and or Purchasing database The user should refer to the General Ledger section for a complete explanation of posting to the GL RP This function allows the user to request a Set Proof report of all approved transactions UN This function allows the user to request a report of all unapproved transactions BT This function allows the user access to all set processing activities The purpose of these functions is to create an expense in the General Ledger and immediately issue a check To view all set processing options enter the two character code BT and press return BP Set Proof Listing BT Set Proof to Screen Only DA Distribute Set for Approval DP Dist amp Pay CK GL amp maybe OH UB Create Update Set File BP Prints a Set Proof Listing of a previously created set of Immediate Pay Accounts Payable transactions The user should request the Listing prior to distribution and payment of set to verify the accuracy of the input and to be sure that all of the invoices in the set should be paid Prints the Set Proof Listin
212. unts Payable Screen A Click AP Accounts Payable B Click OH Open Hold A P C Click BT Set Processing D Click UB Create Update Set File m DISBURSEMENTS 162 Em 7M Fevoritess Options i Favorites E IFAS C Accounts Payable Ly Immediate A P OH Open Hold A P i Bl AP Approval Processing g BT Batch Processing mem BP Batch Proof Listing em i 23 DA Distribute batch for approval 0 39 Nist Patch File tn FN Only DO Dist Batch File to OH Only E3 DS Dist Batch File to OH amp GL w 9 GL Dist Batch File to GL Only 5 99 TP Test Batch Posting Report GL Tx Tar Calculation Methods E Alternate to Step 1 Type APOHBTUB in the Command box and press the Enter Key Step 2 Click the Add button at the top of the screen The following screen will appear with blank Set ID and User Set Total E DISBURSEMENTS 163 Step 3 Naming a Set Type in the Set name on the Set ID box The set ID consist of eight character digit as follows your naming convention may vary A First character A for Accounts Payable E Second character First letter of the first name of the staff entering the batch 1 Third and fourth digits Current Month for this example is October 2 0 Fifth and sixth digits Today s date for this example is 17 5 2 Seventh digit Last digit of the current year An Eight character Batch sequential order
213. ve the common code ENGL CONTROL defined with either D or DISABLE in the second associated code or else ENUTRE will abort with an error For each PO PR account ENUTRE will create 1 EN type and 1 PP type record in the new year which sum ENs and PPs from last year To manual carry forward ENs run ENUTRE and answer Y to Is a Balance Forward entry to be created After you answer Y to Is a Balance Forward entry to be created it will ask you Do you want to leave the prior year open Answer N if you don t want to leave it open and then ENUTRE will use an EN and a PP record to make the encumbrance total to zero in the prior year Example Last year EN 200 PP 50 EN 10 PP 40 If you don t leave prior year open ENUTRE will post the next 2 entries to the last day of the old fiscal year EN 210 PP 90 ENUTRE will post the below to the first day of the new fiscal year EN 210 90 NOTE When ENUTRE asks for a fiscal year it is asking for the fiscal year to roll data to or to create accumulators in For example if you re rolling from 2001 to 2002 enter 2002 Before you run this utility backup the EN and GL budget data See also FAQs ENUTRE automatic carry forward ENUTRE manual roll ENUTRE Roll EN balances to next year Manual vs auto carry fwd of EN GL EN Year End Processing Encumbrance Hierarchy Why You Do It Disencumbrance hierarchy is used when a payment is made It determines which account s to pay
214. voices Report Report of Entries for Payment Reconciliation Reports 1 1 3 Getting Started Under Construction H DISBURSEMENTS 16 1 1 4 Flow Diagram System Flow Diagram The purpose of this section is to provide the reader with information that describes the relationships among and within systems The diagram below The Big Picture shows major functional systems The second diagram The Integration Picture shows specific points of integration between systems The subsequent diagrams The Total Picture show all system to system relationships with greater detail on functional systems On the detail level diagrams bold italic characters relate to the codes which are entered in response to system dialogue and menu prompts i e if the described characters are typed the user will be taken to the diagrammed function The Big Picture Automated Data Export Accounts Payable Data Base Automated Transaction Entry The Integration Picture The following abbreviations are used in referencing the various systems within IFAS AP Accounts Payable AR Accounts Receivable E DISBURSEMENTS 17 CK Check Management EN Encumbrance GL General Ledger NU Nucleus PE Person Entity PO Purchasing SY System Level Software AR An AR set file may be created from an AP set file if an AR relate to code is entered on an Accounts Payable transact
215. wed Row Last Count Date Shelf Oldest Date 19 Age Expressed As D Days Age 2877 2 Additional Locations The ADDITIONAL LOCATIONS Tab is used to describe other locations for a given product in Inventory or to further describe the primary location This is commonly used in conditions of overflow When issuing Pick tickets all defined locations within the specified warehouse will appear to aid the warehouse staff in pulling stock However Pick ticket items will always be listed according to primary location order E DISBURSEMENTS 135 To access the ADDITIONAL LOCATIONS Tab click the tab on SIUPIN Inventory Additional Location Activity Additional Location Description of Location Bin BIN Floor i Row 1 Shelf ij 3 Activity by Month The Activity Tab is helpful in determining sales projections ordering demands and inventory reorder points by warehouse This screen is for browsing only information is not entered on this form One product is displayed at a time by warehouse use the NEXT RECORD F6 key or the PREVIOUS RECORD F5 key to display the other products activity Products are displayed in Product ID order E DISBURSEMENTS 136 To access the ACTIVITY BY MONTH Tab click it on SIUPIN Inventory Additional Location Activity Activity Year Month Received Count Quantity Received Amount Received Issued Count Quantity Issued Amour F User Information NUUPSR amp SIUPCD The Stores
216. y be misspelled and a match may still occur After ID s and Names have been retrieved and shown on the screen a lookup on selected addresses stored for a given Person Entity may be performed This screen is used to support a number of different applications Lookup functionality is dependent on the structure of the external database not all external databases are supported The Person Entity Lookup screen allows the user to search for a PE ID or name during data entry time without needing to exit from the Immediate Pay Set screen Refer to the online help for more information about this screen Adding an ID Address Code At times it will be necessary to add a new PE ID or an additional address code for an existing PE ID during data entry In order to enter this information it is necessary to access the Person Entity Name and Address Screen To do so enter ADD for permanent IDs To access the Person Entity Name and Address Screen from the Person Entity Lookup screen press the UPDATE butin the upper left hand corner of the screen This will bring the Name and Address Screen up for the user to enter the new information To add a new PE ID fill in all necessary information to add an additional address type enter the existing PE ID the new address and its corresponding address type Set Proof Listing After a set of Immediate Pay transactions have been entered into a set file it is useful and highly suggested to obtain a listing of all entere
217. ystem The object group code in the first associated description is BUDG The group code in the second associated description is INC There is only 1 org key group code listed in the first associated code It is FUND There is one account encumbered on this PO The key is 111111 and the object is 2222 The payment against this PO is for key 333333 object 4444 Keys 111111 and 333333 are in FUND 12 Object 2222 is in BUDG 20 and INC 15 Object 4444 is in BUDG 21 and INC 15 The program will first look for an encumbrance record for the same key and object as is entered 333333 4444 Since there is none it will look for an encumbrance for key 333333 and an object that s in BUDG 21 Next it will look for a record with key 333333 and an object that s in INC 15 object 2222 is in INC 15 but the key attached to this record is 111111 not 333333 Next it will look for a record with key 333333 and any object It will look for a record with a key in FUND 12 and an object of 4444 Then it will look for a record with a key in FUND 12 and an object that s in BUDG 21 Next it will look for a record with a key in FUND 12 and an object that s in INC 15 Since key 111111 is in FUND 12 and object 2222 1s in INC 15 it will write the payment out to 111111 2222 E DISBURSEMENTS 196 If nothing falls within the hierarchy given or none of the hierarchy common codes are defined or if the hierarchy common code that is used has no entries in the associa

Disbursements Part 1

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