The Manual A/P Entries selection provides on screen and printed reports to assist the tracking and payment of manual invoice entries.  The user may enter this module to input invoices which have no accompanying Purchase Order.

The Recurring Payables selection provides the ability to set up a payment to a supplier on the frequency of your choosing and for the number of payments you determine. This module is also used to release recurring payables into the Accounts Payable Aging module.

Manual AP Entry tab field Definitions

	This toggle button will either put item on hold or remove item from hold. NOTE:  This button will only be available if the record status is "Editable" or if the record status is "Released to GL" and the record is on "Pmt Hold".
Trans Dt	This column will display the date of the transaction.
Invoice No	The supplier’s Invoice Number.
Invoice Date	The date of the Supplier’s invoice.
Supplier Name	The name of the Supplier.
Total Amount	This is the total amount of the invoice.
Due Date	The date the invoice is due to the supplier
PO/Reference	The Purchase Order number or other reference.
Status	Editable – this means that most of the fields are eligible for changes.  Paid Only – this means that the invoice has been paid manually and removed from the AP Aging records, but has not been released or posted yet, . The  invoices with this status can NOT be edited. Released to GL – this means that the invoice has been released and/or posted to GL, but is still open in the A/P Aging and is unpaid.  The invoices with this status can NOT be edited because they’ve already been released to G/L.   NOTE:   If they are on "Pmt Hold" the "Remove Hold" button will be available, so user can remove the invoice from payment hold so Invoice will be displayed in AP Check Payment. Paid/Rel to GL – this means that the Check has been written for the invoice and it has been released and posted  to the G/L.  Thes invoices with this status can NOT be edited. Deleted – this means that the invoice/record has been deleted, and the invoice/record can NOT be reinstated.
Hold Status	If an invoice is placed on Hold this field will display the type of Hold Status such as "Pmt Hold".  If an Invoice is on "Pmt Hold" user can still release and post the invoice to the GL.  If the status of the Invoice is "Released to GL", this record will not be Editable, but the "Remove Hold" button, will be available.
Date Last Changed	The last change made to the invoice.
Reason	The reason for the change.
By	The initials of the user who made the change.
	If lit in red, there is a note regarding the invoice.
	This will take the user to the pertinent addresses for this invoice, as displayed:

For the INVOICE highlighted:

Item	The item number of the invoice.
Description	The description of the purchase.
Quantity	The amount purchased.  We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something.
Price Each	The price to be paid to the supplier.
Total	The total of the invoice.
Tax Pct	The sales tax percentage the supplier charged the user.
GL Number	The General Ledger Number to which the item was charged.
	Add special detail for line item
	Delete special detail for line item
	If lit in red, a note exists regarding the detail line.
Total Tax	This is the total of the sales tax on all of the line items.
Total Incl Tax	This is the grand total of the invoice due the supplier.

Maintain Recurring AP’s tab Field Definitions

For the Recurring Payable highlighted, the screen will display:

View
Number of Pmts - Orginal	The Original Number of payments (if Type is defined as Fixed).
Number of Pmts - Remaining	The number of payments remaining (if Type is defined as Fixed).
Last AP Generated	The last scheduled payment date which was generated via the Generate Recurring AP’s tab.
Setup Date	The date the Recurring AP was Setup.
Date Last Changed	The last date on any changes made to the Recurring AP record.
Changed By	The users initials from the last change to the Recurring AP record.
	To Close the highlighted Recurring AP record.
	This screen will display the confirm and remit to address for the supplier.
Reason	The reason for the Reucrring AP record.
	If lit in red, there is a note regarding the highlighted item.

RECURRING INVOICE INFORMATION

RECURRING INVOICE DETAIL INFORMATION

Itm	The item number on the Invoice
Description	The description for that line item on the Invoice.
Quantity	The Qty for that line item from the Invoice. We allow a fraction of a whole number in the qty within this module, because user may need to create a manual invoice for something that is measured in inches, feet, etc. Or another example is an invoice for 1.75 hours of work on something.
Price Ea	Price each for that line item from Invoice.
Total	Total Price for that line item from invoice.
Tax PCT	Tax that was charged for that line item from invoice.
GL Number	The General Ledger Account number where the payment will be charged.
	If lit in red, a note exists regarding the detail line
Total Tax	This is the total of the sales tax on all of the line items.
Total Incl Tax	This is the grand total of the invoice due the supplier.

Generate Recurring AP's tab           

Overview

This screen is used to generate the Recurring Accounts Payable and set them up for payment by transferring them into the A/P Aging module.

Generate Recurring AP’s tab Field Definitions

Sel	If this column is checked, the recurring payable will be selected for Transfer to Accounts Payable Aging module.
Supplier Name	The name of the supplier for the recurring payable.
Pmt Amount	The amount of the payment to the supplier.
Due Date	The scheduled due date for the recurring payable.
Type	The recurring payable type, either Fixed (a definite number of payments) or Open (a variable number of payments).
Frequency	The interval of payment, either monthly or quarterly.
Description	The description of the recurring payable.
PO/Reference	The PO or other reference for the recurring payable.
Invoice Number	The supplier assigned number for this recurring invoice.
	Depressing this button will bring the ungenerated Recurring Payables through the Ending Date into the screen.
Ending Date	The field is to determine through which date the user wants to generate recurring payables.
	If lit in red, the item note button will display the note for the recurring payable highlighted.
	Depressing this button will cause the selected recurring payables to forward into the A/P Aging module.

Enter Manex.exe Accounting/Accounts Payable/ Manual AP Entries

The following screen will appear:

Depress the Find recond action button, the following screen will appear:  Select the desired Find By: by selecting the appropriate radio button  –  Supplier Name, Supplier Invoice No., Reference/PO No., Due Date Range, Transaction Date Range, or All. Select the desired Filter: by selecting the appropriate radio button–  Editable, Paid Only, Released to GL Only, Paid & Rel to GL, Deleted, Pmt Hold, or All. Select the desired Sort By: by selecting the appropriate radio button  –  Supplier Name + Invoice Number, Supplier Invoice Number or Transaction Date.   Press "OK" to continue

If you select Find By Supplier Name, a list of Suppliers will appear: Select the desired Supplier.  Depress the OK button.  The screen will populate with the selection:  If you select Find By Supplier Invoice Number, you will be prompted to type the Invoice Number into the box next to that selection. If you select Find By Reference/PO Number, you will be prompted to type that information into the box next to the selection.  If you select to Find By Due Date Range, you will be prompted to enter the Beginning Date and the Ending Date, type the dates into the boxes. If you Find By Transaction Date Range, type the dates into the boxes.  If you select Find By All.  Depress the "OK" button.  All records will populate the screen.

Filter:

Editable	This means that most of the fields are eligible for changes.
Paid Only	Checks have been written for these invoices.These can’t be edited.
Released to GL Only	These are still open in the A/P Aging and are unpaid.  These can’t be edited because they’ve already been released to G/L.
Paid & Rel to GL	Checks have been written for the invoices and they have been released to the G/L.  These can’t be edited.
Deleted	These have been deleted.  They can’t be reinstated.
Pmt Hold	These have been put on payment hold.
All	All of the above.

Sort By:

Supplier Name - Invoice No	The screen will populate with the Suppliers listed first in alphabetical order and then each Invoice Number for that Supplier will list in alpha-numerical order.
Supplier Invoice No	Each invoice number will list in alpha-numerical order.
Transaction Date	Each transaction date will appear, then the Invoice Number, then the Supplier.

Once the selection is made, depress the "OK" button. The screen will update with data from the selection:

Adding Manual Invoices

Manual AP Entry tab   Note:  Do NOT use for inventory receipts!  

Enter Manex.exe/Accounting/Accounts Payable/Manual A/P Entries

 

The following screen will appear:

 

 

Select the Add button and enter in your password.  The following screen will appear:  If the transaction is for a period other than the one for the current date, enter in the changed date.  Enter an Invoice Number ("DM" is disallowed as the two left characters of the invoice number) and Invoice Date.

Depress the down arrow next to the Supplier Name field.  The following list will appear: Select the Supplier.

The Due Date will automatically update to reflect the terms the Supplier has for the user.

Enter in the total amount of the Invoice, and a PO/Reference number.  

If you want to add an Invoice Note, depress the Invoice Note button.  Depress the Edit button.  Type in the invoice note.  Depress the Save button.  Depress the Exit button.

If you want to check on the Supplier’s CONFIRM/REMIT TO information, depress that button.  Information regarding the Supplier addresses will appear on the screen.

To look up a GL Account Number.  Double click in the GL Number field.  The following screen will appear:
Depress the arrow next to the Find By field.  The following selection will appear:
If you select Account Type, the following list will appear:
Select the GL Type.  The following list of accounts within that type will appear: Select the desired GL Account Number.  Depress the OK button.
If you select Account Number, the following list will appear: Select the desired GL Account Number.  Depress the OK button.

To add an Item Note, depress the Item Note button.  Depress the Edit button.  Type in the note.  Depress the Save button.  Depress the Exit button.  The note button will light up in red.

Continue to add detail using the above procedures until the entire invoice amount has been covered and exactly matches the total amount column in the top section of the screen.

 

Editing Manual AP Entries :  If the Manual AP Entry Status is Editable and has NOT been released/posted to the GL, the user will have the ability to Edit the Invoice from the Manual AP Entry screen.  All Editing for Purchase Order Invoices already transferred to the Accounts Payable Aging module MUST be edited in the Manual Invoicing module.

 

Enter the Accounting/Accounts Payable/Manual AP Entries

 

The Following Screen will appear:

 

 

Manual AP Entry using the Find Procedures  

Depress the Edit button and type in your password.  Make the desired changes. Type in the Reason for the change.  If you change any of the amounts, make sure that the "Total Amt" field and the "Total Incl Tax" fields are equal. 

Note:  If you change the total detail pricing, you must also change the total amount column at the top of the screen, otherwise the Save button will not be available.

 

The user may add notes to both the Invoice Notes and the Item Notes.  Depress the Edit button.  Depress the Note button.  Depress the Edit button.  Type in the note.Depress the Save button.  Depress the Exit button.  The note button will light up in red.

 

The user may also change the CONFIRM TO address or the REMIT TO address by depressing the arrows next to those fields and selecting a new address. Once the edited changes are complete, depress the Save button.

For future Finds, the most recent edited change reason will display.  If there was more than one edited change, depress the Invoice Note button to see all of the changes.

Deleting an Manual AP Entry/Invoice

 

Accounting/Accounts Payable/Manual AP Entries

 

The following screen will appear:

 

Note: Upon Deletion the system will then completely remove the original transaction for the Manual AP Entry that was waiting to be Release/Posted to the GL. If the Invoice you want to delete is NOT editable, please follow the procedures below:

Enter Manex.exe  Accounting/Accounts Payable/Manual A/P Entries

 

If the Recurring Payable is for a Fixed number of Payments, enter the Original Number of Payments Box. 

Type in the Payment Amount.

Depress the down arrow next to the TYPE column.  Select the Type from the drop down list.  Fixed is for a definite number of payments. Open is for an indefinite number of payments.

Depress the down arrow next to the FREQUENCY column.Select the frequency – monthly or quarterly.

Type the description in the description box.  Type in the 1^st payment date.  Type in the REFERENCE – PO Number or other.Type in the Invoice No..

 

If you want to select the General Ledger Number, double click in that field. The following screen will appear:
Depress the arrow next to the Find By Field.  Select to find by Account Type or Account Numbers.
If you select Account Type, the following list will appear:   Select the GL Type from the pulldown.
Select the desired GL Account Number from the pulldown.  Depress the OK button.

 

If you want to add an Item Note, depress that button.  Depress the Edit button.  Type in the note.  Depress the Save button.  Depress the Exit button.

You may select TERMS by depressing the down arrow next to the Terms field.Select the desired terms for the recurring invoice.

You may select another CONFIRM or REMIT TO address for the vendor by depressing the down arrow next to that field.  Select the desired address for the recurring invoice.

Edit/Delete a Recurring Payable

 

Enter Manex.exe   Accounting/Accounts Payable/Manual A/P Entries

 

The following screen will appear:

 

 

Go to the Maintain Recurring AP's tab

 

 

To Edit:   Depress the Edit button.  Type in your password.  Type in the desired changes.  Depress the Save  button.

To Delete: Highlight the Recurring Payable you want to delete.  Depress the Edit button.  Type in your password.  Depress the Delete button.