Creditors User Manual
Contents
1. PCSchool User Guide Creditor Manual User Guide PCSchool Page 1 of 20 Commercial in Confidence PCSchool User Guide Table of Contents PFU O GUC OWN iota coca ceeatacnance aeons satacanssecasecusedesasccececeacsedusenesanaecancesaecansesacesugedaaeussecnsesesesdeescreds 3 BOT COMO EMS sasapaccaceeanscsennsoat E 4 BC OS aana 4 Control Account Bank ACCOUNT ccsseccessccnssccnssecnnseennseennsecnssecenseonsseenssesenees 5 Create the Model PC COUN a rsccsiivanxccceiinsnsisncensnacnsannneeneneunesuuapabanavesuniensanauaexvananeeuneupenys 5 Create the Posting ACCOUN crpeesenestscseensctetemnaconsenssvasienesinaacashtesnnecvasngasebiueunravecsneecbecet 5 aee a D t A E A E A E 6 Cash or Accrual Accounting s sssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn 7 CEOE PEO IO a ENE E EE E 8 Flowchart for Processing from Orders to PaymMment cccceeseeseseeseseeeeseeeneeeeesenees 9 Optional Order Entry and Control cccccecssseecesseeceseeeeeseeseeseeeenseeseaseesensessensees 9 Creditor INVOICE ENUY isisisi ina aaea aaaea aiana 9 aeo e Pig LE INS E meso usetcecmanseawctuestonsmucstoecmeccmacstacs 9 EXECU a VMS ONS a EAS 9 PROMO UNG E E E a A E A A A E E A 9 Payment Entry via General Ledger cccccceeesecenseeenseeenseeenseeensesensesensesensesennesenees 10 Viewing Payments in Creditor Master File ccsssecesseeeeseeenseecnsesensesenneseaes2. 05 2007 Repair WCA 49 50 0 00 Tag to Reprint a Print Successful Output destination Bankfile ABA E a Clear All Don t Print f Print to Window C Esport to File A m 2 Reverse Pamen f Print to Printer C HormeStay Trans zz Highlight the payment you wish to reverse e you can only reverse one payment at a time Click Reverse Payment this will remove the payment from Payment Executions and the Creditor Payment Batch and return the invoices to the Outstanding Invoices tab in Creditor Payments screen Page 16 of 20 Commercial in Confidence PCSchool User Guide Cheque Payment Cancellation Path Gen Ledger Batch Transaction Entry Cheque payments made via Creditor Payments or Ledger Payments can be cancelled through a Pay Cancel Batch The Batch must be finalised prior to cancelling a cheque E o x C Payment On Line Receipt C Payroll Batch Receipt C Creditor Payment C Joumal Cred Iny C Debtors New Entity COLLEGE i Kate s College Exclude GST Status Ho be Description Cancelled Cheques June 2009 Batch Total 523 BE Offset Account 6100 if Cash at Bank Unapplied 0 00 amp Print P Date 7 07 2009 Feriod 5 ral May 2009 Last Chg No 70106 701D0E 15 06 2009 Creditor Payment Bolton Print Bolton Print a Accou Sub Proe Name gt gt Amount 0 6ST Koerte Xdek
3. Amt Paid o Friority Hold Invoice Payment Unapplied 0 00 Batch Pd Amount Unapplied COLLEGE 7 100 00 0 0 Payment Method CH 4 Cred BPay Org Ret Elect Pay Trans Ret fe Gross GST Cla 2 Delete this record e Head S Clear Dissect Delete Dissect lel Save Invoice F2 Create Asset F Exit Wiew Eart Select the Creditor Code and the Invoice you with to delete Ensure the Status shows an A Active Unpaid Ensure the Creditor Invoice Batch has been unfinalised Click on Delete Invoice if you are sure you wish to delete this invoice click OK The invoice will be deleted from the Creditor Invoice Batch and from the transactions in Creditor Master File Information Page 12 of 20 Commercial in Confidence PCSchool User Guide Option 2 Create a Reversing Invoice Path Creditors Creditor Invoice Entry The invoice you want to delete may be in a Creditor Invoice Batch that cannot be unfinalised due to the GST being finalised n Technical Details Error Number 300 Line Humber 266545 lf this is the case you will not be able to delete the invoice and will have to enter a negative reversing invoice to cancel the invoice Creditor Invoice Entry x Creditor Code 2 2 trevosce Nusnber ABN 52 423 278 345 Name Austaban Brosdcashirg Comp oT i 2 St GPO Box 9334 Town ADELAIDE Invoice Date 0
4. Creditor Payment 583 66 15 06 2009 Creditor Payment 000 15 06 2009 Creditor Payment 596 25 70103 15 06 2009 Creditor Payment 6716 20 7004 15 06 2009 Creditor Payment 259 17 70105 15 06 2009 Creditor Payment 244 51 459 Audio Visions 123 Mel TOWN 4000 AL DVIS 459 Bolton Print PO Box TOWN 4000 BOLINF 459 City Council PO Bos TOWN 4000 CACICO 459 Catholic Leader GPO Be TOWN 4000 CATLEA 459 Ergon Energy Locked TOWN 4000 ERGENE 459 Hillmans Electrice 12 Main TOW 4000 HArYELE 459 Lylldon Agencies PO Bos TOWN 4000 LYNDON 06 F T ag All to Print D0000000 frrrrrerr te 23 05 2007 Hire Fuller Park Cricket Match 28 5 Output destination 4 Bankfile ABA H g Clear All Don t Print fAust Text with End of File Wark P _ Reverse Payment f Print to Printer C HomeStay Trans jivera jayne PAYMENT Reselect Printer Peai H 7 Jul 2009 p Cheque Printing F Exit view Esc Select Cheque to view all transactions to be paid using this Payment Method In the Ref No column highlight the cheque number to be changed and type in the new cheque number e Arrow down or click on the next Ref No to be changed and type in the new cheque number e Continue until all the incorrect Reference numbers have been changed Select Tag to Reprint to select all cheques for reprinting or you can individually tag the Print Now box for those that require reprinting Select to Print to Printer or Print to Window if you wish to preview t
5. Payments can be made daily weekly fortnightly or monthly Invoices can be selected for payment individually based on due date or priority It is at this point that the system regards the invoices as paid Payment processing creates a batch which must be finalised to impact on the GL accounts Execute Payments e This view is a holding file of all payments here is where you choose your output options e Payments can be printed in the form of cheques remittance advices and or to a file for electronic payment processing e Payments can be re tagged and printed in various formats doing so will NOT DUPLICATE the payment run e Payments can be reversed through this view e Once output is as required this holding file should be cleared in readiness for the next run Reporting e Creditor Invoice and Creditor Payment batches can be printed to paper or pdf format e Aged Creditor Reports can be printed for up to date outstanding balances at least monthly for audit purposes or when required this report is a REAL TIME report and will only print based on CURRENT data e Creditor Reconciliation Reports should be done at least monthly to validate the creditor data against the General Ledger Control Account Page 9 of 20 Commercial in Confidence PCSchool User Guide Payment Entry via General Ledger Path Gen Ledger Batch Transaction Entry Payment lt is possible to process a prompt creditor transaction This Transact
6. batch is UNFINALISED there must be no P or F in the Status field 3 To change the Offset Account click on the Posting Account Lookup button 4 Select the alternate Bank Account you wish to use from the Selection List click OK 5 Click Reassign Exec File to save the change to the new Offset Account Option This step is only necessary if the payments have been cleared from the Execute Payments view e Click Exec Payments to send these entries through to Execute Payments e Cheques can be printed or an electronic file for the bank created with new Bank Account Click on Finalise Batch to update Creditor Master File transactions with those in the batch Payment Execution a E 5 ee Soule Payment Method m 0 Creditor Ari Operating Account 4 E e C BPa C Diac Dabit C Payroll Ref Mo Date gt gt Dass Amount Print ow Printed Source Batch Payee Address Address Te FOO2 16 06 2003 Creditor Payment C B56 26 LI amp 469 Catholic Leader GPO Box 282 BA 70103 15 06 2009 Creditor Payment E 6716 20 LJ LJ A 459 Ergon Energy Looked Bag E MA 70104 157 0672003 Creditor Payment H 253 17 0O CJ Ay 459 Haymans Electric 147 Lyons St CAI 70105 15 06 2003 Creditor Payment Li 244 5 Cl 0 D 459 Lyndon Agencies PO Bos 620N CAL Page 20 of 20 Commercial in Confidence
7. should be 1 through to 12 if you operate on a financial tax year months should be 7 through to 6 Period Desc Enter in the corresponding period name If you operate on a calendar year descriptions should be January through to December if you operate on a financial tax year descriptions should be July through to June Year Range Enter in the Current Year Ledger Pd Enter in the corresponding Ledger Periods for each of your Creditor Periods Final Period Place a tick in the appropriate period that signifies the final period This should be December for a calendar year or June for a financial year Previous Year Desc Enter in the Previous Year Changes will save automatically when you move off the line Page 8 of 20 Commercial in Confidence PCSchool User Guide Flowchart for Processing from Orders to Payment Optional Order Entry and Control e Using the Ordering System is optional creditor invoices can be processed and payment made without the use of orders e Process raise purchase orders as required e Flag orders as supplied or part supplied Creditor Invoice Entry e Invoices can be entered on a regular basis daily weekly depending on volume e Invoice entry creates a batch based on the invoice date e Invoice batches do not have to match in entry and value to the Creditor Payment Batches if running a true accrual system e Batches must be finalised to impact on the General Ledger Creditor Payments
8. 11 PO Ea ON N aa AE 12 Delete Reverse a Creditor INVOICE ccccccsscceseceeseceseceneecnseeeeeeenseonseseeesenseoneess 12 Option 1 Delete the Creditor INVOICE cccceseeeeeeeeeceneeeeeseeeeneeeeaneeeenseeeeneseeneesonsenes 12 Option 2 Create a Reversing INVOICE cccccssscseeeeeceseeseeseeceneeseaseeceneesenseseeseesonsenes 13 View Remove the INVOICES sivccccistecinc ccatensccteteniwcerwennndivaenstenetanetunetacadiieeavatecsiavatecetadeds 14 Renumbering amp Reprinting Cheques sccccssecsssecceseeceseeceseseeseeeneseeseseeseseeneess 15 FROVERSE GPAVINIOINE sicciceccdies tented cece teehee a A AA 16 Cheque Payment Cancellation wisiiccosicescsesecesecesncsncnsecmasssssceancwencnawcnsesemaesccanseecctecates 17 Electronic and BPay Payment Cancellation cccccesseesseseeeseneeeeneeeeeseeeenseeeeaeeees 18 Reissue a Replacement Cheque Electronic Payment c ssscssseesseseeeeeneees 19 Payments Generated from the Incorrect Bank ACCOUNM ccssseeeeeeeeeeeneees 20 Page 2 of 20 Commercial in Confidence PCSchool User Guide Introduction Creditors is contained within the Finance Module which can be access via either e The Main Menu by selecting Finance PCScheol Main Menu i e Or from any Module by clicking on the Finance Icon on the toolbar Finance PCSchool Ver 2005 SMCC User PCSCHOOL HotKeys Creditors GenLedger Payroll System Utilit
9. 3 07 2008 lt N 30 5 Discount Not avalable X Discount 0 m Duse Amt 000 Days for Owe o Disc Oste 2 Payment Method CH 2 AP 00 Piy 0 Se A CedBPayOghet 8 I HoldinvoicePaymert Unagpied O00 Elect Pay Trane Ret Entity gt gt Batch Pd Amaouri Unseplod COLLEGE 13 7 100 00 a0 Sd 2 Revers of lence 123 noonect Creditor O NewHesd GySaveHesd WicewHesd m Save Desect E Cex Diea XX Delete Dicsect D New invoce rs X Delete invoice O Create Asset y Ent Views Es Type in a description eg Reversal of Invoice 4 Enter in the invoice amount as a NEGATIVE dollar value 6 Dissect the invoice back to the GL account used in the original invoice 5 Enter in the invoice details as per Creditor Invoice Entry instructions 7 Click Save Invoice Page 13 of 20 Commercial in Confidence PCSchool User Guide View Remove the Invoices Path Creditors Creditor Invoice Entry The negative invoice will appear in the Outstanding Invoices tab in Creditor Payments These invoices will remain outstanding until you receive a new invoice from the creditor that requires payment or they can be removed Crediter Paymants Payment Catena 2 Ovastanding invoices gt Selected i Code Name invNo gt gt Oate gt gt _ Dog Due Date Dis Duc Pro ABC Austteahan Brow 123 030772009 wens O10 ALFIA
10. 8200 Cred Dise 8201 Current Period 5 Paproll Group Supplier Number lt Not required Default Entity GST Acct Method A HON CASH W Consolidate Receipts Paproll Transactions Period Period Description Month YearRange EOY Previous Year Description _ 1 January 1 2008 2 February 2 2008 3 March 3 2008 4 April 4 2008 5 May 5 2008 6 June 6 2008 T July Y 2008 o August a 2008 9 September 9 2008 10 October 10 2008 11 November 11 2005 12 December 12 2008 CI New ltem SK Clear Item 2 Delete Item BHOOOOOOOOOOO Update GST SE Clear Screen FS 2 Delete Chart Zero Chart F Est View Esc Description of Offset Accounts in the Entity Codes Offset Bank Enter default General Ledger GL Bank Account number where the majority or all of the creditor payments will be drawn Offset Creditor This will be your Creditor Control Account and will be a General Ledger Liability Account utilised if running an Accrual Accounting System Offset Cred Disc Enter if utilising Creditor Discounts if not use the Offset Creditor account in this field e Click Save Page 4 of 20 Commercial in Confidence PCSchool User Guide Control Account Bank Account Ledger Posting Accounts must be set up for Bank Account Creditor Control Account and Creditor Discount Account as well as any Expense or Capital accounts you wish to post creditor payments against Below are basic instructions for sett
11. Cheque E for Electronic En Reference will automatically be allocated based on the last cheque number or electronic reference used This can be edited 5 Enter in the invoice plus payment details Date Description and Amount Select the Creditor by typing in the first few letters of the Creditor Code to bring up options or by clicking on the Payee Code column heading Dissect the amount to the relevant GL Accounts After entering in payments click on Exec Payment to send these entries through to the Execute Payments area where cheques can be printed or electronic file for the bank created See Execution of Payments for information on this procedure al Click on Finalise Batch to update Creditor Master File transactions with those in the batch Page 10 of 20 Commercial in Confidence PCSchool User Guide Viewing Payments in Creditor Master File Path Creditor Creditor Master File You can view payments made through both the Creditor Invoice Entry Creditor Payments routine and General Ledger Payment Batch routine in the Creditor Master File transactions tab Creditor Master File Jof x Code Hold Pay Tag To Delete Mame Book Stoele Address 45 Reading 4veue e ass Town TOWN ey Posteode 4868 OLD ABM 12345 678 901 Contact Person Tom write Phone OF 401234560 Fax OF 40234567 Email jtwritetbookstore com accounts book store cam Mabile 0417 123456 Update Payee Address Web Site www b
12. T impact on the ledger e Only upon payment will the processes Credit the Bank A c and Debit the Expenses A c IMPORTANT As this field controls all facets of the financial modules i e Debtors Creditors EER Payroll and Ledger if other modules are already in use DO NOT CHANGE FROM THE DEFAULT THAT EXISTS as this may jeopardise the validity of the data in other areas Select Save to save changes Page 7 of 20 Commercial in Confidence PCSchool User Guide Creditor Period ID Path System PeriodID Creditor Period Identifiers indicate when your creditor financial year begins and ends Financial Period Identifiers 1 January 2008 1 2007 2 February 5 2008 6 7 2 5 2007 9 3 March 2008 3 2007 4 April 2008 4 g 2007 5 May 2008 5 g 2007 E June 2008 E g 2007 7 July 2008 7 T 2007 8 August 2008 5 g 2007 9 September 2008 g O 2007 COLLEGE 10 10 October 2008 no o kt COLLEGE 11 11 November 2008 11 T 2007 COLLEGE 12 12 December 2008 12 fy 2007 Select Financial Area Ledger C Debtors 1 E creditors C Payroll Entity Leave field blank as invoices are attached to Entities as they are being processed If as in the above example you already have an Entity showing this will not affect anything Period Enter the Period Number This should generally be 1 through to 12 if you are using monthly periods Month Enter in the corresponding month for the period If you operate on a calendar year months
13. U Albesuno Finere AD2722 04 12 2008 IT Eouoer The routine below should only be used if the negative and positive invoices EXACTLY cancel each other out Creditor Payment e i Name Inv No gt gt Dee gt gt Devcretion Hold Ove _ J ina Ouse lolote e ABC Austahen Brose 123 0307 2009 SecectLied Pan C 100 00 0 00 02 08 200 1 00 p Austaben Broac 12 Rerere O Ori 2009 Aevesaiotirnvoce C 100 00 000 02 08 200 100 ya AFIA Alleacing Financ A023722 OM12 2006 IT Equpmet O11 C mner2s 00000200 39 FA Alleaceg Frano 20070412 12 04 2007 Delteinv A0272 2004228 Q00 ILOVA 100 AOIS Aubo Vora 5754 1502007 Repat VOR g 436 O00 1448 40 100 Loo ol BOCGAS BOCGam 338578385 24 10 2005 Oed NoteAgatm C 25953 0 000711 200200 100 g BOCGAS BOCGsrer 60017782 Z02007 Owgmindet Di C 2333 OOO 12Me 20CI00 i00 6 Drect Decca A EDUDLD Education Ques 20070623 23 05 2007 Edision Nutten C 115 00 G 0006 De 20 0100 109 Pretona A ENMATV Enhance TV Pip 8419 08 06 2007 Cade imoact par O 2075 000070420000 100 oO 20070404 OOND Balance of rv 78 C 11 01 0 00 08 05 200100 100 Cheqa oO UnTag Al Tag Al l Dale to Flecord Paymert Expected Vahe Te Tagged Expected Aporo Payout 37077200 fes 160294 78 0 00 Ent View Eac 1 _ Change the payment method for the Invoices to CASH 2 Tag the invoices 3 Select to Add Tagged to Selection Go to the Selected Invoices tab and Print the List
14. account number used in Payment Criteria tab 1 in the Creditor Payments process was incorrect meaning payments will be issued from the wrong bank account the correct bank account can be reassigned to the payments NOTE This process is done via the Creditor Payments batch and will reassign an alternate bank account to ALL the payments in the batch Ledger a BI x Payment OnLine Receipt Payroll Batch Receipt Creditor Payment Joumal Cred Inv Debtors Pay Cancel New gt lenity g Kaes College Exclude G 2 status Description Creditor AutoPap Creditor AutoPap Ba Tene 12108 50 Offset Account BOSO a Operating Account Unapplied 0 00 amp Print P Date 15 06 2009 FT pha No 70105 Posting Account Selection List Reference Date gt gt E 9155 15 06 20 C 70106 15 06 20 l C 70107 15 06 20 E J157 15 06 20 0 Cash at Bank COLLEGE Supplies 0 00 il C A002 15 06 20 6105 0 SMCC Sick Lye Provision Acc 1916 COLLEGE pader 0 00 E 1153 15 06 20 6110 0 SMCC School Fee Clearing COLLEGE upplies Pt 0 00 E 1161 15 06 20 6120 0 SMCC Building Fund Account COLLEGE 0 00 E J163 1506720 6125 0 Capital Projects Retention A c COLLEGE Pe Educatic 0 00 6125 5005 Stage 5 Retention 4 0 COLLEGE Q Dri mi Save gt XE Clear gt Clear gt 1 Select the Creditor Payment Batch you wish to reassign a new Bank Account to 2 Make sure the
15. ercebed Paty Derren Ae Web Sie Cath a Boe Unapohed O00 anaes Code 7 R Lat Chg We Pe leara Paymari Method E FA BSB Manter 033 785 f EES 4 765 Ancor Ne Bar ANZ Select batch type of Journal 2 Create a new batch and enter a description Select the correct Offset Bank Account 3 _ Click on New Item to create a new item line Enter in the Type of payment C for Cheque E for Electronic The Reference will automatically be allocated based on the last cheque number or electronic reference used This can be edited NOTE Type E payments can only be made via Ledger Payments when selecting a Creditor Payee Code who has bank account details entered in Creditor Master File Information Enter in the invoice payment details Date Description and Amount or by clicking on the Payee Code column heading After entering in payments click on Exec Payment to send these entries through to the Execute Payments area where cheques can be printed or electronic file for the bank created See Execution of Paymenis for information on this procedure _ Click on Finalise Batch to update Creditor Master File transactions with those in the batch Page 19 of 20 Commercial in Confidence PCSchool User Guide Payments Generated from the Incorrect Bank Account Path Gen Ledger Batch Transaction Entry If the bank
16. he report Select Cheque Printing as the report style Click on Execute Payments to reprint the cheques Once the selected cheques have been successfully reprinted click Print Successful to clear the screen in readiness for the next payment run and finalise the Creditor Payment Page 15 of 20 Commercial in Confidence PCSchool User Guide Reverse a Payment Path Creditors Payment Execution Due to the incorrect creditor being selected or invoice amount being entered you may need to reverse a payment from the Payment Execution screen or there may be an occasion where you may need to reverse an entire payment run The Creditor Payment batch for these payments must be unfinalised first Payment Execution Jol x Source Payment Method Eritity COLLEGE a Account 6100 4 Sub oy f All f Cheque Electronic Home Stay ame Cash at Bank SI roo O BP pi C Payroll ay Direct Debit 459 Audio Visions FONG Creditor Payment A 123 Me TOWN 4000 15 06 2009 S ren 1 596 25 O A 459 Catholic Leader GPO Be TOWN 4000 CATLEA 70103 15 06 2009 Credit went 6716 20 O A 459 Ergon Energy Locked TOW 4000 ERGENE 70104 15 06 2009 Creditor Payment 259 17 A 459 Hilmans Electrice 12 Mair TOWN 4000 HAY ELE 70105 15 06 2009 Creditor Payment 244 51 CT 4 459 Lulldon Agencies PO Box TOWN 4000 LYNDON O 70106 15 06 2009 Creditor Payment 563 66 im 4 459 Bolton Pririt PO Bos TOWN 4000 BOLINP B54 15
17. ies Other Modules Navigate Window Help QO SeS E Ge S ch P E Financial Icon Once you have entered the Finance Module you can access Creditors through Path Creditors Gen Ledger Payroll Syste reditor Master File Information Creditor Invoice Entry Order Entry and Contral Creditor Payments Execute Payments Creditor House Keeping 4ged Creditor Reports Creditor Master Record Reports Creditor Order Reports Creditor Order Item Reports Creditor Transaction Reports Choose from either e Processing of Creditors via any area above the grey line Standard Reports for Creditors via any area below the grey line Page 3 of 20 Commercial in Confidence PCSchool User Guide Prerequisites There are a series of steps to be performed before processing within the Creditors is possible Follow the instructions below for details on each of these steps Entity Code Control Account Bank Account Electronic Payment Detail Cash or Accrual Accounting Creditor Period ID s Set Up Control Files Entity Codes Path System Entity Codes Entity Codes will have been created during initial installation set up of PCSchool The Entity Code must have valid ledger accounts from the Chart of Accounts for the Offset Bank Offset Creditor and Offset Creditor Discount accounts Ti Liec Ledger End of Period Description Kate sColege riial Calendar Month 1 fst Aces Bark 6100 Creditor
18. ing and Pay Selected as per Payment of Selected Invoices instructions These Invoices will now appears as PAID in the Creditor Master File Information Transaction Tab However unlike Cheque Electronic or BPay payments cash payments will not appear in the Execute Payments View or in a Creditor Payment Batch as there is nothing to pay because the negative invoice cancels out the positive invoice Creditor Payments 1 Payment Criteria 2 a Entity Pay Rete ElRet Pa AN Secrect Life c or 0307200 Reversal of lr 123 Aeve 100 00 100 00 100 T COLLEC CA 100 00 COLLEC CA JALFIAL nyt 2 200E IT CIE A2722 8004239 0 00 0042 39 COLLEC CA Creditor M ler File ABC Code aj C Hold Pa C Tag To Delete Mame Australian Broardcasting Corp 1 Payment Details 2 History a 4 Orders 5 Notes Page 14 of 20 Commercial in Confidence PCSchool User Guide Renumbering amp Reprinting Cheques Path Creditors Payment Execution Due to printer problems or incorrect entry of the first cheque number you may need to renumber and reprint cheques The Creditor Payment batch for these payments must be unfinalised first Payment Execution ojx Source Payment Method COLLEGE 6100 fe ub 0 z E ritity M4 Account I Ao all Cheque C Electronice Home Stay C Creditor Ae Payroll C BPay Direct Debit 15 06 2009 Creditor Payment 49 50 15 06 2009
19. ing up your offset accounts used in your Entity Code Set Up please refer to the General Ledger User Manual for more detailed information on creating model and posting accounts Create the Model Account Path Gen Ledger Model Account Entry To create Creditor Offset accounts begin by creating your Model Accounts Ledger Model Chart of Accounts Sundy Credo activity status Normal usage Budget Code 8200 Consolidation Options Account Relationships DETYA Report Partner Account Consolidation a End of Period Distribution Cash Flow Tag Account Express As KPI Details Numeric value Numerator Denominator v Delete Change Status Class Transfer to Alternate Acct Exit View ad Click Clear All 2 Enter inthe Account Number and Name for the new Model Account 3 Select the Account Type Account Classification Status GST Class etc 4 Select the Consolidation Options and Account Relationships if you wish to use these Click Save o O 5 Click Save Create the Posting Account Path General Ledger Posting Account Entry Once the Model Account is created you will need to create your Posting Account Page 5 of 20 Commercial in Confidence PCSchool User Guide Ledger Posting Account Entity Code COLLEGE _ Faes College GST Rae Bark gt gt Ip asa t GSF Claes gt gt Arcuri Oig l Deed Debis Sel haley
20. inistrator System File EE x Company Name Address 1 2 Education Road Sar aiimber T Address 2 DETYA Code Town TOWN 1234 Posteade 4000 ACN or ARBN Headmaster Mr Principal i N2 845 BB OD 1 Financial System Defaults 2 Non Financial Defaults 3 Assessment Defaults 4 Other Address Detail Default Sundry Debtors 6200 Calendar Mth Pd One PT r Default Sundry Transaction Acc 230 Current Debtor Pd 3 Oo Default Wol Trans Acc 4030 Receipt Printing A Disable Receipt Deletion Fortnight Default HoldingHome Stay Acc aa Def Tender p Apply Debtors GST based on Default Billing Default Capital Account S000 Def Credit ltem Code aa GST in Ledger Acct Debtors Default End of ear Clearing Ace 400 Receipt Alloc Credits 25189 BPay Options Default Bank Account 6110 Last Receipt Ho 43165 Org Ref Humber 30544 Default Entity COLLEGE Last Barcode 1 Last Number Used 1907 Default GST Account S160 Tax Withholding Rate 0 00 Leader PD Default GST Rate 10 00 Finalise Options UnFinalise Prior Pd Length 5 Werfy Counters Gl See ro Exit View Esc Accrual If running under an Accrual System both invoices and payments will impact the general o Entry of invoices will Credit the Creditor Control A c and Debit the Expenses A c o Payments will Credit the Bank A c and Debit the Creditor Control A c E Cash If running under a Cash System entry of invoices will NO
21. ion creates the Invoice and payment concurrently The Payee Code is sourced from the Creditor Master File Information No Creditor Invoice Entry and Creditor Payment are required Basic details such as Date Description Amount and Creditor Code are all that is required This entry can be used when a cheque or electronic file is required quickly Ledger EE x Payment 0 OnLine Receipt CO Paproll Batch Receipt C Creditor Payment CO Joumal C Cred In C Debtors Pay Cancel New Entity COLLEGE ie Kate s College Exclude GST Status New Noo B50 Description Prompt Creditor Payment Batch Total 499 00 Offset Account eo 0 Cash at Bank Unapplie ooo Print P Date 12 06 2008 Sy Period zi May 2008 Last Chg No FOO F2 Unappli 9151 12 06 2008 Home Ec Supplies 100 00 ACASIT Academic Assessmel 0 00 12 06 2008 Book Binding Repair Kit 399 00 BOOK S Book Store Inc 0 00 Code 5 BOOKSTORE Book Store Ine 45 Rea BROOD Books Direct Accou Sub Proje Name gt gt Amount _ D GST X clearitem4 HXelete Iter Qoi 131 0 D 0 Library Expenses 333 00 O TE i Book Binding Repair Kit New mors ey Save gt SE Clear gt X Delete E oor er Clear Batch Validate Batch Validate Batch e FE st Viewes 4 Open and name a new Payment Batch 2 Click on New Item to create a new item line 3 Enter in the Type of payment C for
22. itor Auto Pay Transaction done through Invoice Entry Creditor Payments will show under both Selection Criteria options of Pay and All Invoices Pay showing the Creditor Auto Pay batch information and All Invoices showing the Creditor Invoice batch information Page 11 of 20 Commercial in Confidence PCSchool User Guide Problem Solving Delete Reverse a Creditor Invoice lf a Creditor Invoice has been entered twice or entered against the wrong Creditor Code it will need to be corrected If the error is discovered BEFORE payment of the invoice one of the following options can be used to correct the error Once the incorrect invoice has been deleted or reversed using one of the options below you can then enter the invoice back into PCSchool through Creditor Invoice Entry using the correct Creditor Code amount etc Option 1 Delete the Creditor Invoice Path Creditors Creditor Invoice Entry This option requires the invoice be UNPAID and the Creditor Invoice Batch be UNFINALISED Creditor Invoice Entry Creditor Code 1 2 429 278 345 Name Australian Broardcasting Corp a ne i o St GPO Box 9994 Description Secrect Lite of Plants DVD Series Town ADELAIDE QT Gross Amount 10000 Tax Withheld ag PO Phi PO Invoice Date 03207 2009 l Terns 30 Pay last day next month Due Date 0270872009 l Discount Nat available Z Discount Sa E Disc Amt 0 Days for Disc Sa Disc Date
23. mn 1 Beborcet i gt Tesniace 2 Buckets 4 Budgei Coration Budget Corparition E Bark Reconcdiston 7 Motes Select the Model Account you created using the drop down list Click Create to add a new Sub Account or use the tab key to move through to the next field a 2l 3 Enter the GST Classification and GST Rate ERS Requires entry of the school bank details if this is to be the bank account where payments will be drawn from or leave blank if a standard posting account See Electronic Payment Detail information below for more information on these fields 5 Click Save Electronic Payment Detail Once the Offset GL Bank Posting account is created you will need to enter the necessary banking details to process creditor payments electronically This is the default General Ledger Bank Account number where the majority or all of the creditor payments will be drawn Second and subsequent Bank Accounts can be selected instead of the default when processing creditor payment runs r Ledger Posting Account Entity Code COLLEGE Kate s Cobege a owe Jisa l _ Sea Hose J Sohyo Operating coour Account gt gt Sudas gt gt Nare gt aire Dtsch Gav GST Cisse gt GST Rete Barks BSE Acco Doi Didan Set balang 100 MAS aS itt Ues Oe Balances Trareactioss 3 Budgets Budget Crestor Budget Compatson Bark Aeco
24. n error stating Cheque Transaction doesn t exist you may have a entered the wrong cheque number b selected the wrong offset bank account or c not finalised the payment batch the cheque payment appears in You may also receive a message stating The cheque you are cancelling has been presented You will need to un present this cheque through your bank reconciliation entry before cancelling it Page 17 of 20 Commercial in Confidence PCSchool User Guide Electronic and BPay Payment Cancellation Path Gen Ledger Batch Transaction Entry Electronic or BPay payments made via Creditor Payments or Ledger Payments can only be cancelled through a Journal Batch Ledger o x f Payment C OnLine Receipt C Payroll C Batch Receipt C Creditor Payment C Cred Inv C Debtors C Pay Cancel New e Kate s College Status Batch Tote uty Offset Account ie E Unapplied 0 00 amp Print p Date Period 62a ume 2009 Last Chq No 0 ig amount Una 0 00 0 00 1155 15706720093 Cancel EL Payment 9155 BABELE Se Clear Item Pelete Iter Oo ee a a E BI a0 0 Cash at Bank 354 20 D 2113 e 0 Electrical AMAR 354 20 C Cancel EL Payment 9155 BABELE New aN Ey Save gt SE Clear gt X Delete gt H nfinalise Batch Clear Batch Import Export FE st Viewess 1 Select batch type of Journal 2 Create a new batch and enter a desc
25. ncdation 7 Notes To set up your Offset Bank Account for Electronic Processing as per Step 4 above Gie create to add a new Sub Account or use the ab Key to move trough tothe next fel Click Create to add a new Sub Account or use the tab key to move through to the next field 2 Bank select your Bank fromthe dropdown list S _ BSB enter the BSB number New Zealand schools should ignore this field and enter the entire account number under Account 4 Account enter the bank account number S pk Org enter your Bank Authorisation Number which enables electronic processing of payments contact your bank to obtain this If the number is incorrect the bank file will be rejected when submitting data via your banks software Direct Debit this is a Bank Authorisation Number required for Direct Debit Processing Debtors and is obtained by contacting your bank Self Balancing Tick if the file being sent to the bank is self balancing Contact your bank if you are unsure of this feature as it affects validity of the bank file 8 Click Save Page 6 of 20 Commercial in Confidence PCSchool User Guide Cash or Accrual Accounting Path Utilities System File Maintenance Financial System Defaults The Creditors can be run under either a Cash or Accrual System which is controlled under the System File Maintenance This area may be restricted by Security so if access is denied contact your School System Adm
26. ookstore com Web Pascwad E Analysis Code Library Suppliers Fapment Priority oo Default Eritity COLLEGE Kate s College Pay Terms 30 Credit Limit 5000 Def Ledger Acc 1310 04 Library Expenses Payment Details 2 History 3 Transactions 4 Orders a Notes a Refer Date gt gt Descriction Am Paid Di Tax D I H Pav ref Pav Total Batch a p Selection Unters m r002 12 06 2008 Book Binding Repairk 0 00 399 00 0 00 Oof E 2309 2008 Art in Perspective 23456 01 10 2008 The Life of Plants 0 00 100 pi 0 00 0 u g g 1 Payment Details 2 History 4 Ort Ref Date gt gt Desopion aw Fae e Tor OL Paret Pes Tor Loach 1 RoE en 23456 17 01 2008 The Life of Plants 100 00 100 00 ooo 0 00 Og 000 619 f Cur Invoice f Pay 12345 21 01 2008 Artin Perspective 120 00 120 00 ooo 0 00 0O O ooo 619 POU 399 00 B50 F C Cur Invoice C All rvoices J151 100 ag 461 Date Selection Criteria f Range C All Date Selection Critena f Range C Al Fror 1 Jan 2001 E To Oct 2008 E Drill Down a a Save Creditor F2 y Delete Creditor D NE Clear All Fs F Exit View Esc Change Selection Criteria to Pay This will allow you to view all payment transactions against this creditor A Prompt Payment Transaction done through a General Ledger Payment batch will only show under Selection Criteria of Pay as no associated invoice was entered into the system A Cred
27. ription 3 _ Click New Item This will create a new item line E Leave the default Reference number or enter your own you can use the payment reference number Enter the date of the original payment and a description In the dissection DEBIT the bank account the payment was made from and CREDIT the original GL account used when the invoice was entered Repeat steps 3 4 amp 5 until all cancelled electronic or BPay payments have been entered 6 Click Finalise Batch and finalise to the correct ledger period NOTE The journal will create a negative payment in the bank account that will need to be presented on the appropriate sheet in the Bank Reconciliation Entry Page 18 of 20 Commercial in Confidence PCSchool User Guide Reissue a Replacement Cheque Electronic Payment Path Gen Ledger Batch Transaction Entry Cancellation of a payment will not place the original invoice back in Outstanding Invoices in the Creditor Payments area therefore a new cheque or electronic payment can be issued through General Ledger Batch Transaction Entry Payment Comitor isentar Fw joj x Cate BREET a Merm fBareew Geers Eicon ye Addvern WY fice l2 oj x a Dn Line Retegi Paal Bach Roce Cedis Puperert Jamal Cred inv Debhor Pap Coni New Pitas OORLEGE tae Toews TOAN Lortsc Peron Euchets GST Simul Eha ipei con tah Tost 036 OE tue d C
28. te ter Qot 0 Sundry Creditors 583 66 D New gt a Crediter Paumernt Aaltan Print Posting Account Selection List ey Save gt NE Clear 2012 General Office Expenses fear 12 Coordi E 2405 0 SMCC College Board Expenses E Delete E 2420 O Postage E 2430 0 Telephones E i Fraise Baen 6 Jpn iiaie 2430 3000 College Group Plan 2430 3001 Mobile Phone Services E 2430 3050 Intemet Access Charges E 2455 0 Photocopier Running Expenses E OK Cancel Search 1 Select batch type of Pay Cancel o Z S En Create a new batch or use an existing unfinalised batch e Check the correct Offset Bank Account is selected 3 Click New Item This will create a new item line 00 O E Type in the cheque number you wish to cancel and press the tab key The date 6 description amount as a negative and payee name will automatically appear The cancellation should go back to the original GL account used when in the invoice entry it SHOULD NOT point to the Sundry Creditor GL Code Repeat steps 3 4 amp 5 until all cancelled cheques for this bank account have been entered Click Finalise Batch and finalise to the correct ledger period In Creditor Master File Information Transactions Tab Selection Criteria Pay invoices that have been paid via cheque and then cancelled will appear with a tick in Held and CANC in the Pay Reference columns NOTE If after entering the cheque number Step 4 you receive a
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