Accounts Payable End User Processes

 

Accounts Payable>Setup and Maintenance>Vendors

  • New Record ('Copy From' for similar vendors)
  • Create a 10-character Vendor ID
  • Enter vendor general information, including name, address, phone, e-mail, 'our account' number
  • Enter vendor defaults – these items default on AP transactions, but can be edited before saving/posting. These items include terms code, distribution code, class code, GL account (offset AP), check option, default payment bank, division code, currency, and priority code

    Note: The GL account will only be used for non-inventory AP entries

  • Enter payee information on Pay To tab or use default information from the General tab
  • System will generate information on the Balance tab
  • Use the key to set up document delivery for the vendor

    Note: Subject can be left blank when SM Document Delivery settings should be used instead

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Accounts Payable>Setup and Maintenance>Vendors

  • Select Pay To Tab
  • Select 'Electronic' in the Check Delivery field
  • Enter the account number to deposit the ACH into in the Account No field
  • Enter the routing number associated with the account number in the Routing No field
  • Select the type of account in the Account Type field (either 'Checking' or 'Savings')

    • OPTIONAL: Set up vendor for payment voucher via electronic document delivery

  • Save the Vendor record

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Bank Reconciliation>Setup and Maintenance>Bank Accounts

  • Select the ACH tab
  • Choose the information that is included in the ACH file you send to the bank (the bank can provide information about which selection is appropriate)
  • Select the Default AP File Format (ADV, CCD, PPD)

  • Select the Default File Name/prefix (? will add the Application ID to the file name, * will add the date and time to the file name)

  • Select the Default Folder to save ACH files to
  • The Sample File field will show an example of the file path and file name for new ACH files
  • Enter a security code if your bank expects a security code at the beginning of the ACH file
  • Enter the required length of the security code in the Pad Security Code To A Length Of field
  • Save the Bank Account record

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Accounts Payable>Transactions>Transactions

  • New Record
  • Select Transaction Type: 'Invoice' or 'Debit Memo'
  • Select Batch Code and Location ID

    Note: Default location ID comes from SM business rules

  • Select Vendor ID
  • Enter Invoice Number and Invoice Date

    *Note, all invoice dates previous to today’s date will give a recalculation notification

  • Review all vendor default information included on the transaction
  • Enter line item information for transaction – note, all items with an item ID will use default GL account and all non-item expenses will use the default GL account for the vendor.
  • Toggle right () to see line item detail or use the column chooser to select desired information

    Note: Debit Memos do NOT require a negative value entered; the transaction type turns the entry negative at the post

  • Use the Adjustment tab to adjust taxes
  • Use the Totals tab to review total payment add any Freight or Misc charges (accounts based on AP Distribution Code)
  • Save transaction
  • Review Transaction Journal or use the AP Transaction View to see all unposted transactions

    Note: The AP Transaction View (like the AR Transaction View) will only show unposted AP entries

  • Post Transactions

OTHER FUNCTIONS

  • Use the Project button to link an AP purchase to a PC Project
  • Select the type of purchase: Expense, Material, Other

  • Use the Allocation button to select an allocation created (GL Setup & Maintenance)
  • Select the Allocation ID
  • Select Apply
  • Adjust the entries if needed

    Note: The AP business rule to Use Transaction Allocations must be set to 'Yes' for this feature to work

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Accounts Payable>Setup and Maintenance>Recurring Entries

  • Create a 10-character Recur ID
  • Create a 6-character Run Code (use common run code for similar recurring entries)

    *HINT: use a day of the month that the entry will be copied

  • Follow the New Transaction procedure for entering transaction information
  • Use the Billing tab to review how often this recurring entry will be used – system will generate warnings for recurring entries copied beyond entry billing type (e.g., monthly, copied twice in a month)
  • Save Record

Accounts Payable>Transactions>Copy Recurring Entries

  • Select From and Thru run code
  • Select Cutoff Date, Due By Date, and transaction Batch Code
  • Select OK
  • Follow procedures to post transactions

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Accounts Payable>Pay Invoices>Change Invoice Status

  • Use the Change Invoice Status function to change the status of a group of invoices to 'Hold', 'Released', or 'Temp' using the vendor ID, priority code, or invoice due date

  • Note: Users can post AP/PO invoices as held and release invoices by due date or vendor priority

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Accounts Payable>Pay Invoices>Hold/Release Invoices

  • Select Vendor ID
  • Select the invoice that you will edit

  • Select All to change all invoices for a specific vendor or select each invoice line and select change status

  • Select Prepay to mark an invoice as paid from a bank account

    Note: Payment must still prepared and posted

  • Select Edit to change due date, discount date, discount, or assigned payment bank ID
  • Select OK

  • Select Split to split an invoice with different payment dates

    Note: This function can also be completed on the AP/PO transaction

  • Select OK

    Note: Hold/Release is a great way to mark invoices as paid with a credit card

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Accounts Payable>Pay Invoices>Prepare Payments

  • Use the Prepare Payments function to prepare payments for open invoices (and invoices not on hold or temp)
  • Use the Data Filter to select one or multiple vendors
  • Select a Batch Code to put payments into for posting – NOTE: this is different than the batch used for posting the original transaction
  • Enter Invoice Due date for included invoices
  • Enter a Discounts Due date for the system to calculate discounts – NOTE: Consider time required for printing/mailing checks when determining the discounts due date.
  • Enter a Payment Date to be used on the check – Note: Payments marked 'Prepaid' will keep the payment date selected previously. They will not use the payment date show on this screen.
  • Select Bank Account ID for the payment to credit
  • Review/edit daily exchange rate for multicurrency payments
  • Select OK

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Accounts Payable>Pay Invoices>Select Payables/Edit Register

  • Use the Edit Register function to review the prepared payment information before printing checks
  • Use the Select Payables function to review payments by batch code and vendor ID
  • Mark the Drop check box to remove from prepared payments (return to open invoices)

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Accounts Payable>Pay Invoices>Print Checks

  • Select Batch Code
  • Review check number Starting number
  • Preview checks – NOTE, previewed checks will not have document number until the time of printing (never print from preview screen)
  • Print Checks
  • Review/Print Payment Register – NOTE: this register is only available until the payments are posted
  • Post Payments

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Accounts Payable>Pay Invoice>Payment Vouchers

  • Select Batch Code
  • Review voucher number Starting number
  • Preview Vouchers – NOTE: Previewed vouchers will not have voucher number until the time of printing (never print from preview screen)
  • Print Vouchers
  • Review/Print Payment Register – NOTE: this register is only available until the payments are posted
  • Post Payments

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Accounts Payable>Pay Invoices>Create ACH File

  • A top filter can be applied to create an ACH for specific vendors
  • Select the Batch Code containing vouchers
  • Invoices Due, Discounts Due, Payment Date, Fiscal Pd/Year, and Bank Account ID will populate based on the information selected in Prepare Payments
  • The batch number increments if multiple ACH files are output on the same day
  • File Format, File Name, and Save to Folder will default from the Bank Account setup. They can be changed.

  • The Create File field will display the file path and file name to be created
  • Comments can be entered in the comments field
  • Review/Print Payment Register – NOTE: This register is only available until the payments are posted
  • Post Payments

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Accounts Payable>Pay Invoices>Create Positive Pay

Set up bank defaults for positive pay

Note: Traverse loads 3 default positive pay layout formats however additional layouts can be created in SM

On the export definition, assign a file name/path

Note: Create a default .txt file and assign in export definition and overwrite the file on each export to save user from selecting file path

After printing checks, create positive pay file

Select to transmit new checks or select to re-submit previous checks if needed

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Accounts Payable>Pay Invoices>Print Checks

Sample Scenario: You were printing checks 1500-1510 and it jammed on 1503 (printed 1500,1501,1502) and ruined check numbers 1503,1504, and 1505.

 

  • Don’t post the payments
  • Close print check screen and reopen
  • Enter the Last Good number – in the example above it is 1502 (1503 went bad)

  • Enter the check number to start with – in example above it would be 1506. The system would not print the first 3 checks.

  • You must enter info into both the Starting and Last Good fields to recover from a printer jam.

  • Review Payment Register
  • Post payments

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Accounts Payable>Pay Invoices>Void Payments

Note: You cannot void payments once they are cleared in Bank Reconciliation

Note: Voided payments do not void the invoice. The invoice will return to open status, ready to be paid again. To cancel the invoice, a debit memo should be created.

  • Use filter to locate payment (i.e., payment date or vendor)
  • Enter Void Date, Fiscal Period/Year
  • Enter how voided payments should be returned (i.e., Released, Hold, Temp)
  • Select Apply
  • Select payments to voided
  • Select Write

  • Print log file for record – the post occurs with the 'Write' command
  • Transaction has returned to open invoices

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Accounts Payable>Transactions>Transactions

  • New Record
  • Select Transaction Type: Debit Memo

  • Select Batch Code and Location ID
  • Select Vendor ID
  • Enter Invoice Number and Invoice Date *HINT: use original invoice number to issue debit memo
  • Review all vendor default information included on the transaction
  • Enter line item information for transaction – note, all items with an item ID will use default GL account and all non-item expenses will use the default GL account for the vendor.
  • Toggle right () to see line item detail or use the column chooser to select desired information
  • Save transaction
  • Review Miscellaneous Debits Journal or use the AP Transaction View to see all unposted transactions
  • Post Transactions

NOTE: This will debit AP and credit the line GL account number. This will also show up on the vendor’s next check when payments are prepared as the debit memo is an open invoice until that vendor’s next check run.

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Accounts Payable>Periodic Processing>1099 Processing

  • Manage 1099 Invoices
  • Filter by vendor or select Apply Filter to include all vendors marked as 1099
  • For vendors who added 1099 status after invoices, select invoices to be included for 1099 processing by marking the Current 1099 Invoice check box for each invoice to include
  • Select OK

1099 Processing

  • Filter by vendor or select Generate to include all vendors marked as 1099
  • Select Output to select the output for 1099 (1099 MISC Forms, Worksheet, Magnetic Media, 1096 Summary)
  • Select Header to review company information on 1099 reporting

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Accounts Payable>Transactions>Transactions

  • Follow instructions to create an AP transactions
  • Before posting:
  • Select the Payments tab

  • Enter the payment amount
  • Select Bank Account ID, Payment Date, Fiscal Period/Year
  • Optional: Split Payments by date
  • Select Print and select 'Check'
  • Review vendor information, review/adjust payment number and payment date
  • Print Check

  • Review Purchases Journal
  • Post Transactions

NOTE: Payment must still be prepared/posted in AP>Pay Invoices (the system will not print another check)

NOTE: Post transaction has NOT hit the bank account/cash account until payment is processed through AP>Pay Invoices

NOTE: Paid Transactions have 'PAID' status when reviewing Hold/Release Invoices

 

Accounts Payable>Pay Invoices

  • Prepare Payments
  • NOTE: Use a past invoices due date to only prepare payments that are marked as paid as they get prepared no matter the date (example, use “1/1/1900” to exclude all invoices except those which are prepaid)
  • Review Payments Register
  • Post Payments

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