Accounts Payable e5 user guide
Contents
1. 16 sss 16 nig cP o ccTP 17 PIER et SOT GAY RENT TR Ime 17 Joumal Batch IV DCS 17 INVOICE OC as ccadndadetginantaiadsiasa te ieeatetaiuauiaddieindetaietaaaeatiadabiinialadiaartdindadatnnn 18 Overview PO INVOICE s siinses anaE aa niece en EAEE Na 18 Overview No Purchase Order INVOICE cccecececeeeeeeteeeeeeeeeaeaeeueeteteeeaerstereees 19 Overview No Purchase Order Invoice No Contact details 20 No Purchase Order Invoice but either Prior Approval or Pre Authorised 21 UO er MAIN MeN Ce seuna AEAEE UU o pp b OECCEY RON OI Ra ODOR 23 PION TO Whe aL sa SUD OUST E m 24 How to find new supplier from old Integra code and old from new 31 PE ETE racic nari quan Fus T E ficu daga Dice TEM b deeua Fuad Cuwa xU Iu FETU d eS MU PR ONE 34 Non order related invoice logging seeseeen mmm 38 DOO TEDI qt 41 Non Order Related Invoice Data Entry ccecscsecececeeeeeeeeeeeeeeeeteeeeasareeteeeeaeags 43 Order related invoice entry esssseeen Hmmm 44 PA Authorised INVOICES pisaxensviprVUUCCOFRUPPARI UCM EE EL VETUCUELECEPRVPEUN UP EIFE TU VIE EO 48 Pre Authorised VIG CCS csse ner Qui xev Eq esI ERR TIUDNUKURSUEEN FI FRU RPISEUESEUIE NEUE 50 Entering multiple orders against a single invoice2. seennn ne 53 Transaction MaInEeDaliC Busse soaecidanoronnrame eani Error Bookmark not defined Invoice Price Clearance eeennnnn Error Bookmark not defined Invoice Quantity Clearance eee Error Bookmark not defined Amendment eise da dal bp QNEMEAT LER oca deg eaae Error Bookmark not defined Cancel Transactions suasercaepiontrto Erbe PEINTEIUR PR E ESEFP SETS Error Bookmark not defined Suspend or Release a Transaction Error Bookmark not defined To Hold Payment From A Supplier Error Bookmark not defined EELEE E E IE CI PRIORE ERE RRUBURURUEADI A Error Bookmark not defined Mismatching Quantity LL ccionice ira p cone o Error Bookmark not defined Mismatching Value 2 ssscvexice xs rice eco ce e n Error Bookmark not defined Mismatching PEICe 9 53 sess cen EXPE Ce Error Bookmark not defined Mismatching Miscellaneous 4 ssessesee Error Bookmark not defined Opening up lines Alternative views Error Bookmark not defined ecspa T ee rT eee Error Bookmark not defined Non Order related credit note Error Bookmark not defined Staff Expenses sesseeen Hmmm Error Bookmark not defined TAURO boost oH PO TIBIAE ADU e EROR o EEN Error Bookmark not defined Standard J ournal entry seeeeeennne Error Bookmark not defined Jour
3. Main GL Details Tax Controls Order Related Details Miscellaneous 5 o nw o o Prompt Update S 4 Select GR Header J 1 New Select Al Deselect All Cancel Split Analysis Previous Session 2 Information ZZZ87 WARNINGS have been accepted Insert OVR a T les MGBC Transaction File Application Window Help X MZAZ e5 Menu 1 X MGBC Transaction Header 2 sicanced BOS KA C H f Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 23 Jan 2012 System Ref Tran type 1 Invoice Document Type Pre Auth Invoice Entry Date Order Payment Address No 0 Press F4 to search for Bank Details Multiple Addresses C Supplier No 0000000346 SWETS INFORMATION SERVICES LTD Payment Payee Postcode OX14 1UQ SWAN HOUSE Payment Address 1 Company 101 WYNDYKE FURLONG Payment Address 2 Doc Ref PRE AUTH IN Period Year 3 2012 Doc Date 23 Jan 2012 Due Date 19 Feb 2012 Gross Amount 12 00 12 00 PA Number if applicable Tax Amount 2 00 2 00 Additional Information if Required Currency Details Currency EUR Effective Date 23 Jan 2012 Rate Type MR Exchange Rate 1 250000000 g Enter Lines Authorisation Update Prompt Match to Muliple Orders Newman Cancel Next Previous aF University of Ulster Group UAT Insert OVR
4. Ele Application Window Help X MzA2 e5 Menu 1 X MGBE System Reference List 2 s anced D tF T tis D 1 0000000346 PPRE AUTH IN 23 Jan 2012 12 00 gt 3 946 PTC a C LSC E Return New Transaction System Reference number is generated Entering multiple orders against a single invoice Completing the Header and Lines e5 MGBC Transaction Header 2 File Application Window Help x MZA2 e5 Menu 1 x MGBC Transaction Header 2 OS KA Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 15 Nov 2011 System Ref Tran type 1 Entry Date Payment Address No Supplier No 0000000001 Office Equipment Repairs and Sales Payment Payee Postcode BT55 7LG 19 Nursery Avenue Payment Address 1 Company Portwtewart Payment Address 2 Doc Ref 78967 Period Year Doc Date S Nov 2011 Due Date Gross Amount 480 00 Tax Amount 80 00 Currency Details Currency Effective Date Rate Type Exchange Rate Enter Lines 5ris Update Prompt Match to Muliple Orders New Tran Suppliers will sometimes send a consolidated invoice in to Accounts Payable for payment This is one invoice asking for payment for more than one order To enter a consolidated invoice 1 Select E5 Main Accounts Payable Data entry 2 Double click Enter Invoices 3 Date Received Enter today s date 4 Document Type Select PO
5. Accounts Payable e5 user guide Conventions used in this document Note something for you to take note of For example Every Customer must have at least one address Important something important for you to be aware of For example Always review the Period selection when using transaction drill down screens Q Warning of consequences usually of omitting a step keyboard for example press Enter press Shift F3 press F12 Navigation through menus is indicated with gt For example Menus Select Edit Paste Special Paste Picture means select Edit menu then Paste Special from the edit menu then Paste Picture from the Paste Special options Contents AROE AREE OU MG ME crm 5 EOHOIBOdE 6 65 0 Reenter errr errr tern Can EE thre rer Tre tre Tent EA tr errr ek nT terre 6 Usernames anda DaSSWONAS vaisscinininneaciannedicgdieyhiaanimnsinptiniedulassalangenenhaesaunatieintetedes 6 Menus ONG navigation s sssersssrrerersrrrrerrrrerorrrrtrerrtrtrtr rtrt rere rr rrer dac pide iaa dd duda 8 G Mie U e nt aden esr cep Ae a E R EG EE E EE e EEEE a 8 Finding inputting data TII 95 s ini sucsedeiziasazrt irietum cto I ri xbtetebrtkbrtadet drtnPez dc ed rbi anticis 11 xis 11 Soins eM RR 13 Sonia COIN PEUT 13 BI iure rand E aU jo tct 14 Session management and windows esses menn nemen menn nnn nnn 15 CAC OP CG T
6. Enquiries Expense Ledger Command Command line OK Prompt Change Company Role Cancel 4 University of Ulster Group TEST SYSTEM General e5 has a Title bar at the top of the screen to identify the part of e5 currently displayed This shows the screen code and name followed by the session number In the above example MZA2 e5 Hierarchical Menu 1 is the screen and its description in session one e5 has a Menu bar to access commands and two Toolbars providing shortcuts and actions to use in various parts of the system The toolbar under the menus is called the Action bar The second toolbar is at the bottom of the screen The centre of the screen is divided into two panes e Navigation pane shows the menu folder and screen structure which may be accessed e Content pane shows the screens which has been opened from the Navigation pane This will open a full size working window Information bar Displays information warning and error messages the name of the company logged into and the session number in use Observation of information line at bottom of screen to indicate errors warnings and other information regarding actions performed or data entry It is important to observe that one line for each error will be displayed and when a line has been viewed and closed all error messages will be closed You should check all fields which are in green before accepting any warnings Select the drop down arrow to
7. University trading areas student records system and payroll This also presented an opportunity to move from a Windows based system to one which is fully web enabled with e commerce functionality in the procurement ledger and links to peripheral systems Alison Rankin Finance and Planning Information Controller Logging in to e5 WUI Usernames and passwords E e5 Web User Interface Windows Internet Explorer eJ S nttei19361168171 9000 e5wu Fle Edit Vew Favorites Tools Hela xp Faverites 88 gt A University Ex 25 Web U Ez Trining a 27 e5 Web U ES e5 We AAV AMee zc Clek here te launch the aS WJI if it fails to launch automatically Ad vanced Business Solutions E Internet Protected hlode On i 812595 j e5 Web User Interface Select a system to connect to amp 5 3 TEST e5 MZAC e5 Sign On Screen 0 File Application Window Help 30 Sian On Copyright Advanced Business Solutions 1 Users should open up their preferred browser usually Internet Explorer and from the File and Open menu enter the e5 URL to be provided at GO LIVE If you have a shortcut on your desktop simply double click on this This will bring you into the screen above and after a short wait will bring up a connect box in the upper left hand corner Select Connect The e5 Sign On screen will display User enter your user name t
8. what is wrong You will not be able to continue until this has been resolved Enter The Enter key on your keyboard is used to validate information entered into a field for example pressing Enter after inputting a supplier account number will validate the number If the number exists e5 will retrieve the supplier name to confirm the correct number has been input Validation will highlight any mandatory fields in red Return is visible from some screens and is used to select the highlighted value and return you to the previous screen Ay Select the icon to return to the previous screen Finding inputting data in ed Double clicks in screens can have a specific function Single clicks should be used for entering information Right clicking on an entry will produce a drop down list of menus Right clicking on a transaction and click Form will allow transactions to be viewed in a form format rather than columns Prompt Supplier MPBA Supplier List 2 EHE le Application Window Help X MZA2 e5 Menu 1 X MPBA Supplier List 2 aa AD mm Ay h 3 AL 2 Selection Primary Additional Company Approved Enter one of Supplier Type Supplier a Any Supplier Short Name j O Employee O Sundry Name cole z Factor O Internal and or Postcode or VAT Reg No Supplier List j 0000000035 COLERAINEBOR OUG COLERAINE BOROUGH COUNCIL Sup
9. x MPBA Supplier List 3 _Ad anced Q Rk SHO Z N i w rp Fr N Fe Return Address Short Address N AP Turnover POP Turnover University of Ulster Group UAT ow F9 P PB Data Entry To see what has been received when entering an invoice When entering an invoice and you want to see what has been received on each line From the Purchase Order Enquiry screen 1 you can double click on your order number 2 then right click 3 DISPLAY Goods Receipt this will display the lines and the information about them m MUVA rael LISE 2 i Jj Ele Application Window Help X MZA2 eS Menu 1 X MDOA Order List 2 nranced DO tt OF P amp S F Gk SG ERO Summary Lines Revisions Diary This will produce the screen below Return Acknowledge Lines Reprint Revisions XUAD Web Transactions University of Ulster Group File Application Window Help X MzA2 e5 Menu 1 X MPLB Receipt List by Order 2 _Ayvanced DO t OF P amp E 5 S HO eipt Type s Date Received Order Reference n ece Type Status 00000557 RECEIPT OUTSTANDING 18 Jul 2011 PO 000233 Remember to scroll right to see all the information Return Ins GRN Ins Return Release Order Eng Order Summary 4 f you right click on any line this will bring
10. OJlolJo omen te O 0 0 omen te OJjJoJo NININ OJoJo uo Bb amp oJo QIQ oOJo Ojo oJo ojo Ojo NIK Ojo Ss ao gt 5 E oe i ojo oOJo O 9 olo olo Ojo NJN OJo DIO Return Address Short Address AP Turnover POP Turnover a University of Ulster Group TEST SYSTEM Sometimes when you display your results e5 will not show all items This is indicated by the Purple CROSS on the tool bar and the message at the bottom The number of items retrieved on a search is limited to increase the speed of retrieval Clicking the purple cross More button until it goes grey means all items are available from the results table Command Line This can be used to shortcut the menu if you know the specific commands e ARA takes you to the SPOOL where the reports are e AFC onto the command line will bring up a list of e codes onto the screen This is useful for example in Diary events put e code with message to identify source Command Column JournalLines The command column is at the side of journal lines and for example the list of nominals that are linked to a cost centre It can be used for a number of different commands Copy 1 In Cmd command column for the line you want to copy type and then press Enter The transaction information will be copied to the line below Delete 1 In Cmd command column for the line you want to delete type D and then press Enter Th
11. Ulster Group UAT c Insert 19 Enter discount terms and settlement terms and then click on TAX at bottom of screen although this button is not in yellow e5 MPBI Supplier Tax Registration Loca 2 File Application Window Help X MZA2 e5 Menu 1 X MPBI Supplier Tax Registration Loca 2 _povanced 7 cf ms S06 tt on 4e Supplier Gallagher Industries 70 Jane Street Coleraine EN Prompt Update Pu Restore Cancel aF University of Ulster Group UAT Insert OVR 20 In the TAX screen you should enter UK for the location tax type and code e g STD ZER etc 21 The Handling code which will usually be EN and put a Y in the default column 22 Then follow the yellow buttons to Pur Cntrl Which will take you back to the previous screen 23 You then click on the PM Cntrl screen Although you don t add anything in this screen you need to open it to activate the supplier for purchasing e5 MPBE Supplier AP Controls Edit EXP x Ele Application Window Help X MzA2 e5 Menu 1 X MPBE Supplier AP Controls Edit 2 Assanced POCIIBNMM ES I IIIIIIIIIIIIIIIII lOO fe O 3 Olay A e KO Supplier Gallagher Industries 70 Jane Street Coleraine Supplier Payment Retention CR and DR Payee Name Gallagher Industries Payment Details Method imi Code SS O Hold Payment Release Date C Minimum Payment Minimum Pay Value Bank Details Country Code UK Name Sort Cod
12. for payment For example Library invoices memos and requests for payment e From the Data Entry menu select Enter Invoice es MGBC Transaction He Ele Application Window Help X MZA2 e5 Menu 1 X MGBC Transaction Header 2 ance OV KA G ue Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 23 Jan 2012 System Ref Trantype 1 Invoice _ Document Type Pre Auth Invoice Entry Date Order Payment Address No O Press F4 to search for Bank Details Multiple Addresses Oo Supplier No 0000000346 SWETS INFORMATION SERVICES LTD Payment Payee Postcode OX14 1UQ SWAN HOUSE Payment Address 1 Company 101 WYNDYKE FURLONG Payment Address 2 Doc Ref PRE AUTH IN Period Year 3 2012 Doc Date 23 Jan 2012 Due Date 19 Feb 2012 Gross Amount 12 00 0 00 PA Number if applicable Tax Amount 2 00 0 00 Additional Information if Required Currency Details Currency EUR Effective Date 23 Jan 2012 Rate Type MR Exchange Rate 1 250000000 Enter Lines Authorisation Update Prompt Match to Muliple Orders New Tran Cancel Next Previous T iversity of Ulster Group UAT Insert OVR e Enter required information and select Enter Lines e Enter Line description and select GL details or hit Return es MGBC Transaction File Application Window Help x Mza2 e5 Menu 1 X MGBC Transaction Detail Lines 2 Advanced 3OY KA 4o fa
13. system reference number should be written onto the document After the document has been logged it can then be filed away in numerical order Scan the invoice and email to the appropriate authorised signatory Attach a copy of the Breach of Procedures document When the required information is received back coded and authorised the logged invoice is then ready for Detailed Entry Detailed Entry e5 MGBC Transaction Header 2 File Application Window Help X MzA2 e5 Menu 1 x MGBC Transaction Header 2 EI e Q s f AN Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 09 Nov 2011 ef 320 Tran type 1 Invoice Document Type PO Related Invoice Entry Date Q9 Nov 2011 paar NH Invoice amp Credit notes Supplier No 0000000001 Office Equipment Repairs and Sales Payment Payee loo k th e Sa m e a D a rt Postcode BT55 7LG 19 Nursery Avenue Payment Address 1 fro m tra ns type Company 103 Portwtewart Payment Address 2 Doc Ref PO0900 Period Year 12 Doc Date 09 Nov 2011 Due Date 09 Nov 2011 Gross Amount 240 00 0 00 PA Number if applicable Tax Amount 40 00 0 00 Additional Information if Required Currency Details Currency Effective Date Rate Type Exchange Rate Authorisation Update Prompt Match to Muliple Orders New Tran Cancel 4 University of Ulster Group TEST SYSTEM Insert Select E5 Main Accounts Payable Dat
14. up an option of either viewing the line on the order 5 By clicking VIEW ORDER or if you right click and EDIT VIEW this will bring up info on what has been received or is outstanding File Application Window Help X MzA2 e5 Menu 1 X MPLB Receipt List by Order 2 Advanced BO 4 OF DEL Receipt List Order Reference boooosss RECEIPT ourstavome 16 2011 Neu gg yan nn sre anaes This will Ss Seam produce the screen below Return d InsGRN Ins Return Release Order Enq Order Summary t University of Ulster Group OVR Jee File Application Window Help X Mza2 es Menu 1 X MDOC Order Edit 2 Advanced i Ej DOGA F C HO Order Code PO Purchase Order Requires Receipting Order PO 000233 Revision 0 OrderjCurrency Settlement Authorisation Primary Detail Lines A Detail Status Tax Discounts Recurring Details Manufacturer Details Web Transaction Data Details Supplier A 00000035 ULSTER ANAESTHETICS LTD Address Number Invoice Supplier Multiple Addresses af University of Ulster Group View ovr File Application Window Help x Mza2 es Menu 1 x MDOA Order List 2 Advanced DO tt GF A amp s EE GPUAkKS EHO PO Purchase Order Requires Receipting Awai This will produce the screen below Ele Application Window Help X MzA2 e Menu 1 X
15. view all the messages in the warning area For Ulster the company name is UG for Ulster group accounts The sub companies e g UEP will be accessible via the Element codes e5 MGBC Transaction Header 2 a ro icm File Application Window Help X MZA2 e5 Menu 1 X MGBC Transaction Header 2 Ad anced 205 A6 3 OOOO O e Qiu A Main Supdry Details Miscellaneous Tax Discount Factor Trangaction Details pate Received GROIN system Ref Tran type 1 Invoice s Conie Entry Date When you accept warnings it will Payment Address No 0 Press F4 to search for Bank Details Multiple Addresses TRANSLINK Payment Payee accept all warnings ULSTERBUS LIMITE Payment Address 1 Be sure to check FOYLE STREET Payment Address 2 message box below Addtional Info Period Year 8 2011 Extended des PA Numbe Other data One message will appear for each warning You should click on the arrow at the right Gross Amount 100 00 0 00 Currency Details Currency GBP Effective Da Rate Type Session 2 Warning GBVD9 Received Date is less than Transaction Date i Session 2 Warning GBVI1 Postcode should be entered for Supplier Type 1 or 5 Session 2 Warning GBV08 This date should not be after today s date Exchange Kate Cancel Session 2 Warning RAO006 Tax amount is not within expected tolerance F Session 2 Warning GBVD9 Received Date is less than Transaction Da
16. 5 K POP Turnover 4 University of Ulster Group 6 If you do not know the supplier account number you can look it up from here Either double click in the empty Supplier field or select Prompt You will be presented with the Prompt window Use the Name field to enter the start of the supplier name Use the percentage symbol 96 to accommodate further letters words which appear after the lookup text you have entered Select OK e5 will present you with a table containing all matching suppliers e Select the required supplier do not double click as this will drill down in to the master record for the supplier and select Return This will close down the results screen and bring through the supplier account detail into the Header screen 7 Document No this is the Supplier s invoice number or document number 10 11 12 13 14 15 16 Document Date date of document The company number will default to 101 company 1 If entering UEP invoices manually change the company number to 103 Fill in the tax amount VAT The Postcode field will be green warning you that you should enter the postcode To do this double click on the field this will show the address es for the supplier selected earlier Select the appropriate address line if there are more than one and select Return This should enter the postcode for you Select Update at the bottom of the screen to generate a system reference number The
17. An invoice that needs further attention in order to be paid can be logged onto the system This keeps a record that the invoice has been received and is stored until all the details have been received to allow payment An invoice which has no GL code or authorised signature must be logged This will then be scanned and sent out to the relevant department When returned coded and approved it can then be entered with the correct coding and updated for payment It is important to remember that an invoice which is logged is only entered onto the system for future referral and enquiries It has not been updated in the General Ledger and will never be progressed until Detailed entry has occurred Select E5 Main gt Accounts Payable gt Data entry 1 Double click Log I nvoices 2 On the Received column double click to bring up your calendar 3 Select the Received date on the calendar This will fill in the received box 4 f you select the Return button the next mandatory field Supplier will then be highlighted in red 5 Supplier enter the supplier account number here After pressing Enter e5 will display the supplier name and address detail Before proceeding confirm the correct supplier account has been selected File Application Window Help x MzA2 e5 Menu 1 X MPBA Supplier List 2 Advanced D 44 qu 2al E C G R C ue Supplier List Return Address Short Address NY AP Turnover
18. MPLE Goods Receive Return Edit 2 o ROE A TTS 2 9 Order PO 000233 Receipt Date 18Ju 2011 14 41 23 Supplier A 00000035 ULSTER ANAESTHETICS LTD Address Unit 1 Advice Note Delivery 0000000331 Primary Details Details Advised Replace OrderedjOutstanding Receipt Inspection GL Details Delivery Audit 1411219 Vector M OM Basic Kit 10000EACH c suB N1 Cmm te C G Cater O ema af University of Ulster Group Receipt View ovr Non order related invoice logging e5 MGCA Log Transaction Header 4 C Elle Application Window Help x MzA2 e5 Menu 1 X MMBA CR Receipt List 2 X MMEA Cheque Dishonour List 3 X MGCA Log Transaction BOY KA FV OF Main Currency Tax Discount Sundry Details Payment Processing Miscellaneous User Data GL Account N P S 2 5 U a i T Office Equipment Repairs and Sales 19 Nursery Avenue Portwtewart 23 Nov 2011 jOOO0000001 I J J Update eader Suspend Cancel A non order related invoice is an invoice that is not related to a purchase order and or has no GL coding and authorised signature The invoice must show a department s or individual s name as a contact or else it is returned to the supplier R Do not log anything which has a purchase order Any invoice with a purchase order or coded with a GL code should only be entered onto the system by data entry enter invoice
19. O Related Invoice Entry Date Order PO 000016 Payment Address No O Press F4 to search for Bank Details Multiple Addresses Supplier No 0000000001 Office Equipment Repairs and Sales Payment Payee Postcode BT55 7LG 19 Nursery Avenue Payment Address 1 Company 101 Portwtewart Payment Address 2 Doc Ref i Period Year 12 Doc Date 11 Nov 2011 Due Date 11Nov 2011 Gross Amount 450 06 0 00 PA Number if applicable Tax Amount 0 00 Additonal Information if Required Currency Details Currency Effective Date Exchange Rate Enter Lines Authorisation Prompt af University of Ulster Group TEST SYSTEM If the Invoice has not been goods receipted the following process must be followed 1 Select E5 Main gt Accounts Payable gt Data entry 2 Double click Enter Invoices 3 Order enter the purchase order number here Press Enter and e5 will automatically complete the Currency and Supplier fields Check that these details match the Invoice 4 Doc Ref enter the invoice reference number from the supplier invoice 5 Date enter the date of the invoice This is used to calculate the Due Date based on the supplier s credit terms 6 Due Date automatically populated once the invoice date has been entered 7 Gross Amount enter the GROSS amount from the invoice If there is VAT on the invoice the GROSS amount is inclusive of the VAT 8 Tax Amount enter the tax amount from the invoice if applicable 9 Select Enter Lines
20. Related Invoice from the drop down 5 Order Leave blank as you are matching the invoices to a number of orders not just one 6 Supplier No Find the Supplier by using the prompt facility 7 Post Code Double click in this field and select the appropriate address line if more than one Select Retum 8 Doc Ref enter the invoice reference number from the supplier invoice 9 Doc Date enter the date of the invoice This is used to calculate the Due Date based on the supplier s credit terms 10 Due Date automatically populated once the invoice date has been entered This can be changed if required by the Accounts Payable Supervisor 11 Gross Amount enter the GROSS amount from the invoice If there is VAT on the invoice the GROSS amount is inclusive of VAT 12 Tax Amount enter the tax amount from the invoice if applicable 13 Select Match to Multiple Orders 14 Enter each order quoted on the invoice into a new row In the illustration below there are two orders Main Text Discount 15 Select Select All Main Text Discount 16 visite vns e the Lines Y appears in T 17 Select Header followed by Enter Lines to see the Ip lines from each order S Main GL Details Tax Controls Order Related Details Miscellaneous E Cs CS socme a 1490 18 To deselect lines that do not need to be processed highlight the line then select Deselect P
21. Supplier e5 MPBB Supplier Name Edit File Application Window Help X MZA2 e5 Menu 1 X MPBB Supplier Name Edit 2 gt SOL Supplier Details Supplier Name Pattinson Electricians Ltd Short Name si PATEL Type Supplier O Employee O Sundry Supplier O Factor Supplier O Internal Currency GBP C Multiple Payment Addresses INSTRUCTIONS PLEASE NOTE To create a supplier account simply complete the relevant fields and click on the yellow button Update Address Pur Cntrl AP Cntrl PM Cnil Elements University of Ulster Group TEST SYSTEM Insert 1 Select E5 Main Accounts Payable gt Supplier Maintenance 2 Double click Supplier List This will take you to the next screen 3 Select the Insert icon which will move on to the Create Supplier screen From here you should follow the yellow buttons at the bottom of each screen es MPBB Supplier Name Edit 2 File Application Window Help X MZAZ eS Menu 1 X MPBB Supplier Name Edit 2 ssanced ey EI FOB gt e HO Supplier Details Supplier Name Short Name Type O Supplier O Employee O Sundry Supplier O Factor Supplier O Internal Currency C Multiple Payment Addresses INSTRUCTIONS PLEASE NOTE To create a supplier account simply complete the relevant fields and click
22. Window Help X MZA2 e5 Menu 1 x MARC Document Viewer 2 X MALE User Defined Table Control 3 Advanced SO t4 How 29 GRR HO Selection Company Us Table SUNEVWV User Defined Table Control List A SUNEVV Convert Supplier Code to New Values Return ET Display Data S iversity of Ulster Group UAT 2 In the blank field beside Table enter SUNEW and Enter This will display the screen above 3 Click on Display Data and a list of old Integra supplier numbers will be displayed numerically 4 Double Click on the required number and you will be presented with a screen with the new number in the User Data Field lt 5 MAUH User Def eal x File Application Window Help x MZA2 e5Menu 1 x MARC Document Viewer 2 X MAUH User Defined table data 3 ssanced DOS C HO Company UG University of Ulster Group UAT Table SUNEW Convert Supplier Code to New Values User Key 00258800 User Data 0000000306 Prompt Update hi Cancel University of Ulster Group UAT Amend OVR NES eS EO Ps Pe In this example Integra supplier 00258800 Translink has an e5 supplier number of 0000000306 The same action applies if you are trying to get the old Integra number from the new e5 number However instead of entering SUNEW in the Table field you should enter SUOLD x MZA2 e5 Menu 1 E MARC Document Viewer 2
23. a entry Double click Enter Logged I nvoices Enter your system reference number and press Retum All the details entered in the Logging screen will be displayed ST um x Ie Select Enter Lines at the bottom of the screen This will let you to enter the invoice details Important Note the invoice value is NET e5 MGBC Transaction Detail Lines File Application Window Help x MZA2 e5 Menu 1 x MGBC Transaction Detail Lines 2 Main GL Details Tax Controls Order Related Details Miscellaneous o Descipion HOUI LJIEJIEJIE IE LI Prompt Update Select GR Header New Select Al Deselect Al Cancel Split Analysis 4 Session 2 Error EZA03 Nominal not present Insert 6 Select Update and you will be presented with the GL Details screen with the Cost Centre Funding and Nominal fields in red 7 Enter the Cost centre 8 Enter the Nominal code 9 Enter Funding code as appropriate 10 Then select on Update again and status will change from Logged to Due This will then be included in the next pay run after the due date If Cost Centre Funding and Nominal link do not exist verification of the correct coding must be requested Non Order Related Invoice Data Entry You may also enter a Non Order related invoice from the pull down box on the Data Entry Screen Data Entry Non Purchase Or
24. ance sheet There is a full list of nominals in the appendix In most modules the Nominal defaults from the Item code Analysis Key This is a new key of up to 11 characters This information can be made mandatory for specific transactions that require it and is used when a Cost Centre has a number of small projects or streams of income or expenditure without specific budgets that need to be analysed This can be made mandatory at nominal or cost centre level with the nominal taking precedence in any data entry Intra Company The University Group of companies is set up as one e5 company called UG and use is made of the e5 intra company ICA capability Each Ulster company is set up with a BTZ balance to zero entity and this allows each company s set of accounts to be kept in balance This is controlled at cost centre level by the use of ICA structure see structures below e Company 1 is the main account 101 e Company 3 is UEP 103 Journal Batch Types Batch types or journal types e g JVO1 in Integra is now GJ NL are used to identify different kinds of transactions posted and define the details that need to be entered against a transaction The batch type defines whether the general ledger will be updated immediately with the transaction or if this is delayed until the update process is run All transactions in e5 e g invoices credits and adjustments belong to a batch type See appendix for comparison between Integra and e5 Ac
25. be matched with the corresponding purchase order The cost coding GL coding is detailed within the purchase order withheld in e5 and the authorised purchase order with the corresponding goods received note acts as authorisation 5 Once an invoice non order or order related has been entered in e5 a unique system reference number is assigned to the invoice The invoice should be stamped and the system ref number handwritten on the invoice 6 All invoices must be entered in to e5 by the end of the day or by midday the following working day at the latest to allocate a system reference for queries 7 All invoices will be scheduled for payment on the due date calculated by e5 based on the credit terms held for the supplier in e5 This due date may be amended if the supplier needed an urgent payment or a payment on an earlier date than that generated by the system The Accounts Payable Administrator can amend this on request 8 The order related invoice will be scheduled for payment based on its due date providing there is a three way match This means the invoice must match the original order by price value quantity and goods receipted against the order If this is not the case e5 will generate an event task using Business Event Manager which will be sent to the relevant person based on the type of mismatch below e Quantity based Goods Receipting goes to Requisitioner GRNr e Value based Goods Receipting for Services goes to Requis
26. ce Ledger E gt Supplier Maintenance E gt Supplier Maintenance Codes and Tables Currency 73 Taxation 3 Calendars Tax Accounts Country Codes s Bank Names Bank Account Codes gt Payment Methods E Bank Payments Methods Payment Codes s Mini Chart of Accounts Category Codes Discount Terms Adva nced Computer Software Group Home Divisions Investors Contact Us e Advance Advanced Settlement Terms Aavanced Supplier Prefix Business Solutions Health amp Care 2 Payment Analysis Codes x Supplier List Financial Accounting Solutions for the NHS Managed Services HR and Payroll Procurement Document Management Business Intelligence Professional Services Customer Portal Solutions for Care Providers Solutions for Local Authorities Adastra Caresys Crosscare StaffPlan Mobile Healthcare Cloud Computing Application Development Business Intelligence IT Outsourcing Partnerships Software as a Service SaaS Blog s Supplier Address List i Supplier Turnover List Supplier Element List Factor Suppliers List gt Supplier Portal Users List gt Supplier Classification List zo PAS Diary Code Tables Command OK Prompt Change Company Role Cancel F Session 1 Information ZAA03 Switched to session 1 1 Level 1 OVR 1 Select E5 Main Accounts Payable Supplier Maintenance User Defined Tables e5 MAUE User Defined File Application
27. counts Payable Batches e Invoices are updated immediately e Credit Notes are updated immediately e Adjustments are updated immediately e Goods Receipts are updated overnight Invoice process Overview PO Invoice PO Invoice received into Accounts Payable Date Received stamped on invoice Invoice is entered into e5 Has invoice gt been e vt ON receipted 9 Email with spreadsheet sent to Requisitioner Event sent to Requisitioner to action Invoice paid when due Overview No Purchase Order Invoice Non PO Invoice received into Accounts Payable Date Received stamped on invoice Invoice is logged into e5 Write the system Ref number on the invoice scan it and send it to the Department Enter the logged invoice with the correct coding Invoice paid when due Email plus Breach letter to Requisitioner Correct coding and authorisation added and returned Overview No Purchase Order Invoice No Contact details n PO Invoice and no contact details recei Accounts Payable Date Received stamped on invoice Invoice is not logged into e5 Supplier receives invoice back Return it to the Supplier Enter the logged invoice with the Correct details added correct coding 4 and returned Invoice paid when due After the invoice is returned to the supplier the supplier should provide additional information such as a purchase order or contact name The invoice is resent to Payments a
28. culator and to insert the result if required To use the Calculator function 1 With the calculator cursor displayed double click the field 2 You will be presented with a calculator Use the online keys to enter your calculation 3 Select Update to insert the total into the original field or Cancel to remove the calculator from the screen Session management and windows You can start up multiple sessions up to 5 maximum in e5 allowing you to move easily from one screen to another Please be advised that if you open more than 5 sessions you risk freezing your screen and may have to restart your system You start a new session by selecting the e5 Menu tab and start a new menu item You can reference and or copy and paste information from one screen to another Each active session will display as a tab at the top of the screen x MzA z e5 Menu 1 Ea META Lag Transaction Header 2 x MEDE Journal Header 3 To go to another session simply select on the session you want to go to e Close close the current window session you are working in by selecting on the X to the left of the session title You will get the following warning Exit Confirmation e You can also use the Windows menu e Next navigate to the other using this option e Previous see Next e Preferences Autofit Chart of Accounts Account Key In e5 Cost centre Funding Letter and Nominal make up the Account key This informat
29. d is less than the amount of the order and the Invoice matches the receipted amount the invoice will pass for payment The GRN process Is a nightly update This event is a spreadsheet with details of all outstanding GRNs against that Requisitioner which will be issued nightly The Requisitioner GRNer will also have the option of returning the spreadsheet to advise Payments for the reason of non receipt of goods services in e5 This will assist Payments in dealing with Supplier queries PA Authorised Invoices e These are invoices such as McNeill Menary and Student or Staff conference fees which have a Prior Approval and therefore do not require authorisation The prior approval serves as authorisation for payment e From the Data Entry click Enter Invoice and from the pull down list select PA Auth Invoice e Enter required information You can add additional information such as the authorisor of the prior approval in the Additional Information box les MGBC Transaction H File Application Window Help X MZA2 e5 Menu 1 X MGBC Transaction Header 2 poivanced A i DOJKA G Ha Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 23 Jan 2012 System Ref Tran type 1 Invoice Document Type PA Auth Invoice Entry Date Order Payment Address No O Press F4 to search for Bank Details Multiple Addresses Supplier No 0000000904 MCNEILL BUSINESS TRAVEL Payment Pay
30. der I nvoice File Application Window Help X MZA2 e5 Menu 1 X MGBC Transaction Header 2 si anced COS KA G HO Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 01 Mar 2012 System Ref Tran type Invoice Document Type WeamseB a ele Entry Date Order Non PO Invoice Payment Address No 0 Press F4 to search for Bank Details Multiple Addresses D PO Related Invoice Pre Auth Invoice Supplier No PA Auth Invoice Payment Payee Non PO Credit Note Postcode PO Related Credit Payment Address 1 Company 101 Payment Address 2 Doc Ref Period Year Doc Date Due Date Gross Amount 0 00 PA Number if applicable Tax Amount 0 00 Additional Information if Required Currency Details Currency Effective Date Rate Type Exchange Rate Enter Lines Authorisation Update Prompt Match to Muliple Orders NewTran Cancel This will be used for an invoice which should have had a purchase order but did not go through the correct procedure of setting one up according with the Finance procedures By entering these in this category it distinguishes them from the Logged invoices which have no purchase order but procedures have not been broken because there was never going to be a purchase order drawn up for them This also allows for identification of people who persistently purchase goods or services without going through the proper proced
31. e Account C Swift Charge Third Party Acct IBAN Prompt Update Address Pur Cntrl PM Cntrl Factors Cancel Session 2 Error ZSA11 A value must be entered in this field Insert 24 Click on AP Cntrl and add the required information such as payment method code and bank details 25 Enter the supplier s category code Supplier Category Codes x umeris 7 Wo meer 26 Click Update to finish and receive the allocated supplier number 4 Session 2 Information PBB24 Supplier 0000001577 has been created EE You will now see a supplier number at the bottom of the screen in the Information Bar D Important If you are unsure about Payment Method and Code ask the Payments Supervisor as these entries are used to allocate Supplier transactions to Payment runs Note If a Supplier is linked to both Company 1 and UEP the payment method is picked up from the Element during the payment run If no element is entered it will default to UG Company 1 How to find new supplier from old Integra code and old from new If you know the old Integra supplier number and you would like to find the new e5 supplier number File Application Window Help x MZA2 e5 Menu 1 X MARC Document Viewer 2 ssanced Accounts Receivable File View Mu vida amp http Awww advancedcomputersoftware com B Da ntry Transaction Maintenance Payment Processing 3 Enquiries Expense Ledger Servi
32. e transaction information will be deleted 2 f you want to delete a number of lines type DD at the first line that you want to delete and the last file you want deleted and then press Enter t will delete those lines and all those in between Insert 3 n Cmd command column where you want a line inserted type I and then press Enter The line will be inserted below this line 4 f you want the line to be inserted above the line that you are at type IP and then press Enter It will insert a line above where you are at Calendar and Calculator E5 Calendar Da te 1 M November 2011 E5 Calculator e Se se xc xp ee e n een Number of Transactions al Een Res ee al GE EST ESI a Update Calendar Whenever your mouse hovers over a date field e5 will let you use the online Calendar to input a date To use the Calendar function 1 With the date cursor displayed double click the field 2 You will be presented with a calendar Use the Month and Year drop down lists to select a month year of your choice 3 Once the required date is displayed select it and select OK The date will be inserted into the original field You can alternatively enter the date in manually entering 071111 for example will suffice as it will reformat the date as 07 11 2011 Calculator The calculator is available whenever your mouse hovers over a numeric field e5 will let you use the online cal
33. e5 will populate the lines section with the line detail from the order Main GL Details Tax Controls Order Related Details Miscellaneous Mg wafer Ref ENS arde Ref Line No n a e5 MGBC Transaction Detail Lines 2 File Application Window Help x MZ42 e5 Menu 1 x MGBC Transaction Detail Lines 2 OS KA BY Main GL Details Tax Controls Order Related Details Mis 100 00000 e5 MGBC Transaction Detail Lines File Application Window Help X MZAZ e5 Menu 1 x MGBC Transaction Detail Lines 2 DOS LKA P Main GL Details Tax Controls Order Related Details Miscellaneous Session 2 Warning GBX6S Invoice Quantity exceeds GRN Quantity 10 Select the Order Related Details Tab to check the GRN 11 Select the Main Tab and update the Invoice Quantity for each line This will give you the warnings above 12 Select the Accept warnings Icon 13 Select Update You should now see that you have generated a System Ref number Write this number on the invoice This will trigger an event which will go to the Requisitioner GRNer asking them to Goods Receipt the remaining amount when it arrives and they are satisfied that payment should be released The Invoice will be in Held status so will not be paid Once they have receipted the outstanding amounts the invoice will be accepted and entered into the appropriate pay run If the amount receipte
34. ee Postcode BT9 7EW 421 LISBURN ROAD Payment Address 1 Company 101 BELFAST Payment Address 2 Doc Ref PA AUTH INVOICE Period Year 3 2012 Doc Date 23 Jan 2012 Due Date 19 Feb 2012 Gross Amount 12 00 0 00 PA Number if applicable PA12345 Tax Amount 2 00 0 00 Additional Information if Required Prior approval Gallagher 23 01 12 Auth A Stevenson Currency Details Currency GBP Effective Date Rate Type Exchange Rate Enter Lines Authorisation Update Prompt Match to Muliple Orders New Tran Cancel Next Previous aF University of Ulster Group UAT Insert OVR e Select Enter Lines e Enter line description net price on invoice and the Return to take you to the GL code e Enter GL code les MGBC Transaction L Ele Application Window Help X MZA2 e5 Menu 1 X MGBC Transaction Detail Lines 2 _posanced E 3 T BOS KA TF G HO Main GL Details Tax Controls Order Related Details Miscellaneous Nominal A gt Bg Prompt Update Select GR Header New SelectAll DeselectAll Cancel Split Analysis Previous a University of Ulster Group UAT Invoice Insert OVR e UPDATE e Transaction will be ACCPT for payment in the next payment run after the invoice is DUE Pre Authorised Invoices e These are invoices which have been received already authorised and coded and are ready to be put through
35. fore you can select OK 4 Alternatively you can enter some data to refine your lookup For example if you know part or all of the supplier s name you can enter this Wildcards can be used to negate entering the entire description The Wildcard 96 enables you to enter part of a word phrase rather than the whole thing which gives you a better chance of finding a matching description on the system In the above example COLER has been entered for the Short Name e5 will find all suppliers where the first four letters in their name is COLER It is good practice to enter key words and to use the wildcard 96 Some examples of wildcards Coler Will look for all entries starting Coler such as Coleraine Printing Coleraine Borough Council etc Services Will look for all entries ending in Services such as Automobile Association Business Services and Action on Hearing Loss Services smith Will look for all entries containing smith anywhere in the description it will find Smithers Rapra Technology Ltd and Thomas the Goldsmith Derry Ltd 5 Once the correct item has been found select it and select Return Viewing search results e5 MPBA Supplier List 2 File Application Window Help X MZA2 e5 Menu 1 x MPBA Supplier List 2 eld 0000000202 HEALTHSSAFETYEX HEALTH amp SAFETY EXECUTIVE FOR NORT boocooois2 poocoooiss gt o o O O o o O h o H oOloljo OJolJo
36. his is your staff number no e prefix required 3 Password enter your password This will be the same as your staff number initially but should be changed on initial logon 4 Select Retrieve and Clear Passwords Alpha numeric combination of numbers and letters Maximum 8 characters If your password ID is entered incorrectly on the third attempt your account will lock and you will be required to answer a security question to reset Screen lock Exit from e5 if you are away from your desk or lock your screen using this procedure 1 2i 3i Press Ctrl 4 Alt 4 Del Select Lock Computer Enter your password the password used to logon to the computer again to access the computer Menus and navigation Screen layout lees MZA2 e5 Menu 1 File Application Window Help M en u a nd Actio n ba r Ano E e5 Main File View System Gontraks qe dm http www ulster ac uk 3 QED General Ledger 3 Accounts Receivable 1 1 E gt Accounts Payable L J University of ie fog bev ULSTER mxxMS ALUMNI NEWS amp EVENTS E Log Credit Notes Co ntent pa ne E Log Debit Notes Enter Invoices e Enter Credit Notes Enter Debit Notes 22 Enter Logged Invoices Enter Logged Credit Notes C Enter Logged Debit Notes Review Batches amp Authorisation Transaction Maintenance gt Payment Processing Eb Schedule Maintenance Miscellaneous Payments e IE Navigation pane
37. ion must be entered against all transactions The Account key will be made up as follows Cost Centre 5 digits Funding Letter 1 letter Nominal 5 digits Example 40100 U 20100 Cost Centre Cost centre codes comprise five digits Each subschool will have a range of cost centres assigned to them If any income or expenditure is generated it will be posted against their cost centres For example the Subschool Biomedical General has the range of codes 80000 to 81499 assigned to it So any new cost centre set up will be assigned a cost centre code within this range Funding Letter The Funding Letter is now a separate segment of the Account key This allows the user to identify the Cost Centre type and make it meaningful Additional letters are being used see complete list below Self Financing Non Contract University Trading University Funded C Self Financing Contract E Endowment F Faculty Recharges G Research Off Own Res Strategy H Holding K KTP Q QR Research Strategy R Research S T U Funding letters will be unique to Cost Centres Nominal code Nominal codes are a mandatory field comprising five digits Nominal codes are categorised by code range Nominals must be either Profit and Loss or Balance Sheets codes Examples of nominal code ranges are Starts with 1 is Income Starts with 2 is Recurrent Expenditure e g 20100 Expenditure consumables Starts with 3 is Payroll Expenditure Starts with 4 9 Bal
38. itioner GRNr e Price based go to Requisitioner for investigation then forwarded to the authorised signatory for approval e Goods services price e Miscellaneous e g carriage postage etc Supplier Maintenance The majority of Suppliers will be created by Procurement with only the bank details input by Payments This means that users who create Suppliers will not be allowed to input and update invoices for payment This segregation of duties is required by the Auditors In some circumstances Accounts Payable only suppliers will be created Important New Process Any student receiving a refund prior approval claim etc Must have a student number This student number will be used to pay the student by BACS The prior approval form will be changed to accommodate the student number bank details and also the school or faculty where the student studies To avoid duplicate Supplier accounts it is vital that you do a thorough search first It is only when you are totally satisfied that the supplier does not exist should you create a new one If the postcode has already been entered into e5 the field will display a warning message to inform that this postcode already exists Check the warning to determine if this is a different supplier or an existing supplier Important Sundry Suppliers f a supplier will be paid more than once then they should be set up as a standard supplier and given a supplier number How to Create a
39. lated invoice must quote the original purchase order number as this is used when entering the invoice Inputting an order related invoice is very similar to a non order related invoice there are two main parts the header and the lines The header contains the order number supplier detail and information from the invoice itself such as the date and amounts To Input the header detail 1 Select E5 Main Accounts Payable Data entry 2 Double click Enter I nvoices 3 Order enter the purchase order number here Format PO nnnnnnnn Press Enter and e5 will automatically complete the Currency and Supplier fields Check that these match the invoice details 4 Doc Ref enter the invoice reference number from the supplier invoice 5 Date enter the date of the invoice This is used to calculate the Due Date based on the supplier s credit terms 6 Due Date automatically populated once the invoice date has been entered This is based on the Supplier record 7 Gross Amount enter the GROSS amount from the invoice If there is VAT on the invoice the GROSS amount is inclusive of the VAT 8 Tax Amount enter the tax amount from the invoice if applicable 9 Select Enter Lines e5 will populate the lines section with the line detail from the order All lines that match perfectly will have a tick in the select column If you want to check the Goods Receipting GRN select the Order Related Details tab where you can see the GRN Qua
40. n mmn Error Bookmark not defined Handwritten Cheque Allocation Error Bookmark not defined Cancel a Payer pe RUFUEEEQEEUMERTREISE ESI vanes vied Error Bookmark not defined 2g T Error Bookmark not defined Payment OO Error Bookmark not defined Payment Methods iseadecoavxisYvasd kidbeMOd ROGO Ecc Error Bookmark not defined Action buttons and function keys Error Bookmark not defined Journal Batch M10 o c in are Error Bookmark not defined Project Background e5 The University s new Financial Information System Change is on its way To ensure the effective and efficient provision of strategic financial information accurate recording of income and payment of all suppliers the Finance and Planning Information Directorate is re organising our financial operations re engineering business processes and investing in new technology The new technology will empower users provide drill down from the desktop and lead to enhanced business and dashboard reporting enabling performance against Key Performance Indicators KPIS to be monitored via personalised portal pages The current Integra system was implemented in 1999 and whilst this system has performed successfully changes in regulations and increased user requirements deemed a replacement system necessary with capability of interfacing with research TRAC purchasing card e procurement
41. nal BIOS ar PHEEEDUKEREROPROEDETIHEIRRDOCURFEPREEERT iad Error Bookmark not defined Paperclip PHICORODS ser EoVEEOE RS REVIENS Md EU iaiia Error Bookmark not defined Soles a OTe eT Error Bookmark not defined Copy a Transaction LINE ccena pico aa CR 0x Error Bookmark not defined Accounts Payable Enquiries eee Error Bookmark not defined Enquiries overview esseseeenn mmn Error Bookmark not defined EDO UD epanqeeceiaa aan cxth tee RREVEREITEREDOREIROD esse ERU Error Bookmark not defined SOG Ch CE Error Bookmark not defined Exporting Data to EXCel cisiveexixekor biennio On rina Error Bookmark not defined 1 Supplier Transactions enquiry Error Bookmark not defined 2 Transactions by Supplier eeseeeess Error Bookmark not defined 3 Transactions DV Orde vscenvepeectonicerog a TCR EEG Error Bookmark not defined 4 Transactions by Reference eeeseeess Error Bookmark not defined 3 IransacHors B GRN d eoi ith irr sa PEE EVE EP ESRCE TE Error Bookmark not defined 6 Transactions by Systems ref Number Error Bookmark not defined 7 Transactions by GL Account eseeeeeeee Error Bookmark not defined 8 Logged Transaction Enquiries s s Error Bookmark not defined Who raised the order seeeennnnne Error Bookmark not defined Payment Processing eseeen
42. nd if possible then the invoice is entered if the PO was provided or logged if a contact name has been provided If the invoice has been logged then it is added to the spreadsheet to be sent out to the Requisitioner as per the sequence in slide 1 No Purchase Order Invoice but either Prior Approval or Pre Authorised Non PO Invoice with Prior approval or Pre Authorised received into Accounts Payable Date Received stamped on invoice Invoice is entered into e5 with correct document type Enter the invoice with the correct codi a1 Te 0 o7 11e BOT Re 0 l The prior approval number should be entered into the space provided If the invoice is pre authorised the system will ask you to provide the staff number of the person who authorised it This will be accepted or declined according to the Scheme of delegation 1 Invoices are date stamped by the Finance department and then received into Accounts Payable The invoices are then grouped in to no Purchase Order pre Approved and order related invoices 2 Invoices are entered in to e5 or logged if no coding is known or if authorisation is required An invoice should only be entered as Non Purchase Order when an order should have been set up but was not 3 In all circumstances where you are unable to identify the coding for a non order related invoice you should scan the invoice and then send it out for authorisation coding 4 Order related invoices are entered into e5 and will
43. ntity 2 0000 2000 o 10 Invoice price the unit amount taken from the order If this is different you MUST enter what is on the supplier invoice 11 Line Tax Amount entered from the order This is the code which reflects the VAT In the above illustration this is 80 00 12 Invoice Qty the quantity taken from the purchase order R If this is different on the invoice you must enter what is on the invoice 13 From the Lines screen select Header to return to the Header screen 14 Check the Gross amount matches with the original invoice amount and select Update You will be given a System reference number highlighted below in the blue field If all details on the invoice agree with the order the Invoice will now be passed for payment in the appropriate pay run If an order had been GRN d more than once and you are entering an invoice which is for less than the GRN amount 1 You must right click on the invoice line and then GO TRANS GRN to change quantity 2 You must select the line which you are taking the goods off and 3 DESELECT the other lines on the order No Goods Received Note GRN e5 MGBC Transaction Header 2 File Application Window Help x MZA2 e5 Menu 1 x MGBC Transaction Header 2 e Qu KA Main Sundry Details Miscellaneous Tax Discount Factor Transaction Details Date Received 11 Nov 2011 System Ref Tran type 1 Invoice Document Type P
44. on the yellow button Update Address Pur Cntrl Jj AP Cnt PM Cnt Elements Approve Reject aF University of Ulster Group UAT Insert E Te Teil 4 Indicate the type of Supplier you are creating 5 Leave the supplier field blank Important If you are creating Employee or a Student supplier make sure auto numbering is switched off and enter the relevant employee number or student number accordingly Be sure to switch auto numbering back on again once complete 6 Enter Name and Short Name 7 Enter Currency 8 Add the relevant information then click on Elements Element 9 Add the Element required eg 101 for University of Ulster Company 1 and 103 for UEP formerly UU Health or Company 8 e5 MPBC Supplier Address Details Edit 2 File Application Window Help X MzA2 e5 Menu 1 x MPBC Supplier Address Details Edit 2 Ada SUDDISE LLL Address Payment Details Email Address Web Address Contact Email Print Format New CIS Statement _Payee Name 70 Jane Street of 20 Sane Street 10 Click on Address and enter address details Address 0 is for Accounts Payable and will be the address where the remittance will be sent along with any other invoice related enquiries Address 99 will be the Procurement address and will be the address where any queries regarding purchase orders or deliveries will be c
45. orresponded 11 Enter the Address lines telephone number and Contact Name 12 Select the Email Address Tab You will need to differentiate between email addresses that are used in orders to be put against address 99 and email addresses used for Remittances to be put against address 0 13 Enter the email address 14 Select Web Address Tab 15 Enter the web address if this has been supplied 16 Select the Contact Email Tab 17 Enter the email address for additional information for the AP contact etc This is the email address of the person within the Supplier s company who deals with accounts payable matters 18 Select Purchase Control Purchase Control es MPBD Supplier Pur File Application Window Help BOS K AV Supplier X MZAZ e5 Menu 1 X MEJE Transaction Detail List 2 X MPBD Supplier Purchasing Controls 3 2 Advanced C KO Rob Duff khkj kjjhkjk Processing Discount Defaults Withholding Controls User Data Payment Analysis ERS Portal Controls Defaults Order Discount Terms Discount Terms 1 00 Supplier Discount O Order Discount 2 3 Take Discount O Always Take With Discount Terms Settlement Terms oo Tax Details Code Handling Code Type Location Click the TAX button to enter tax details before you click on the PM CNTRL button Prompt n d Update Address AP Cntrl Cancel a University of
46. plier I 0000000077 COLERAINECHRONI COLERAINE CHRONICLE CO LTO Supplier 1 ooo00000se1 COLERAINEHISTOR COLERAINE HISTORICAL SOCIETY Supplier 1 0000000036 COLERAINEOFFICE COLERAINE OFFICE EQUIPMENT CO 0000000038 COLERAINEPRINTI COLERAINE PRINTING COMPANY LTO Supplier 1 Much of the data that is input into e5 is in the form of codes to ensure that the data entered is correct and of good quality and can be used to run meaningful enquiries This means that when you want to add information or run enquiries you need to enter codes The Prompt function enables you to look up a code number or reference or other relevant information when you do not know it for example you might know the supplier s name but do not know their account number Whenever you hover over a field which allows you to lookup a number code your mouse icon will change shape as shown in the illustration above To use the Prompt function 1 With the prompt cursor displayed double click the field 2 The next prompt screen displayed is determined by the field you prompted on In the above illustration the Supplier field was prompted and so the prompt screen enables you to input details that you know about the supplier such as their code short name or name T Note you cannot prompt for the code on certain fields These will not display the prompt icon 3 Select OK to view all values In some Selection screens you must enter selection criteria be
47. rocess the order in the normal way 19 From the Lines screen select Header to return to the Header screen 20 Check the Gross and Tax if applicable amount matches with the original invoice amount and select Update Once the System reference has been generated write this number on the invoice and file it away 21 Select Insert Batch to add another invoice or Exit the window
48. te Iv peer bella jhe x UH CD 0910 Field warning and errors Warning TEAS AN K ee Session 1 Warning GB 46 Due Date does not match System Calculated Due Date E A GREEN field represents a warning which means there could be something wrong with the content The information bar will give a brief description of the warning message indicating what is wrong As is it only a warning the screen can be updated saved without changing the field or value Before the screen can be updated the warning must be checked and accepted or corrected To do this e Select Accept Warnings triangle and exclamation mark then select Update to save the changes 4 OR e Select Update and Accept Warnings triangle and tick x to accept the warning and update the screen Do not use this option as it will accept all warnings which you may not have checked or investigated Error T Session 2 Error AKO7 The specified Batch Type does not exist p 4 A RED field represents an error which cannot be accepted or ignored It must be resolved An error often occurs when mandatory information has not been entered The information bar displays the error message explaining what is wrong A screen will not update until all the errors have been resolved Format Error Transaction Date 11311111 E Session 2 Invalid date format A BLUE field represents a formatting error The message bar displays the error message explaining
49. ures Order related invoice entry Perfect Match Header and Order Lines e5 MGBC Transaction Header 2 File Application Window Help X MZA2 eS Menu 1 X MGBC Transaction Header 2 Main Sundry Details Miscellaneous Tax Discount Factor F Transaction Details Date Received 11 Nov 2011 System Ref Tran type 1 Document Type PO Related Invoice Entry Date Order PO 000017 Payment Address No Press F4 to search for Bank Multiple Addresses Supplier No 0000000001 Office Equipment Repairs and Sales Payment Payee Postcode BTSS 7LG 19 Nursery Avenue Payment Address 1 Company 101 Portwtewart Payment Address 2 Doc Ref 2 Period Year 12 Doc Date 11 Nov 2011 Due Date 11 Nov 2011 Gross Amount 0 00 PA Number if applicable Tax Amount 0 00 Additional Information if Required Currency Details Currency Effective Date Rate Type Exchange Rate Enter Lines Authorisation Match to Muliple Orders New Tran Cancel aF University of Ulster Group TEST SYSTEM Insert A supplier will send in an order related invoice for payment once they have fulfilled part or all of an order The order is generated by the system from a Requisition which details the goods services they wish to buy and the cost coding associated with the purchase Once the goods services have been provided the supplier will send in the order related invoice for payment An order re
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