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.