The PO Receivable Reconciliation provides on screen and printed reports to assist the tracking and payment of outstanding payables.  Once the Purchase Order line item has been received and inspected, the received information will forward from the Receiving module to the Accounts Payable Purchase Order Reconciliation. 

PO Reconciliation Field Definitions

Supplier	The name of the supplier for which the PO was created
PO Number	The unique number assigned to the order.
Invoice Number	The number assigned to the suppliers’ invoice.
Inv Date	The date of the supplier’s invoice.  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Trans Date	The date of the Journal Entry (this tells General Ledger what period to post into).  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Recv Date	Normally each invoice is date stamped upon receipt by the user. This field is so that the user may record that date.
PkList Number	This is the number of the supplier’s packing list.
Purch Freight Amt	If the supplier has charged the user for freight, that amount will appear here.
GL Number	This is the General Ledger Number assigned to the purchase freight amount.
Freight Tax Amount	Some states have a tax applied to freight.If that was the case, such tax would display in this field.
GL Number	This is the General Ledger Number assigned to the freight tax amount.
Payment Terms	These are the terms that the supplier has available for the user.
Due Date	This is the date by which the entire invoice must be paid. (Note: if the terms involved a discount such as 2 % 10, net 30, the date which would appear here would be the 30 day date and NOT the discount date).  Note:   If a date is entered that is outside of the Production Calendar Setup, a warning will be displayed and the field will clear, the user will at this time have to either re-populate with the correct date or cancel the transaction and update the Production Calendar Setup screen.
Recon to Date	This is the Reconciled Dollar amount to Date for the selected Purchase Order.
	View PO Reconciliation Related Documentation.  This will give the users the ability to scan the packing list, invoice, or any other related document directly into the ManEx system and attached the document directly to the item in the PO Reconciliation Module.  For further detail see Article #2394.
	If lit in red, there is a note pertaining to this invoice.
	There is a "Freight Included" box within the Purchase Order module.  If this box is checked, the vendor has agreed to pay the freight and "Freight is Included" will be displayed.  If this box is NOT checked "Freight is not Included" will be displayed.

For the item number highlighted:

	This will allow the users to select all line items per selected receiver if desired.
Tax %	If sales tax is to be applied to the purchase, the rate of such tax is displayed here.
FOB	The FOB terms display when title of the goods passes, upon shipment, or whatever.
Ship Via	This is the method of shipment, such as UPS, etc.
DMR Quantity	If a portion of the shipment was returned to the vendor (DMR), the quantity would display here.
DMR Date	The date of the return to vendor.
DMR Number	The unique number assigned to the return to vendor.
Order Quantity	This was the quantity ordered per the Purchase Order.
Total Received	This is the quantity received.
Total Rejected	This is the quantity rejected.  Please refer to the Purchase & Receiving Management manual for more information on this process.
Balance Quantity	This is the balance still due to be received on this order.
% Overage OK	If in Purchase Setup, the user indicated a purchase order overage percentage, that amount would display here.
Save as Reconciled  Y/N	Toggle on the Yes/No column. Depress Yes to reconcile the item.  Depress No If you do not want to reconcile this item.
Part Number	Part number to be reconciled.
Rev	Revision to part number to be reconciled.
Description	Description of Part to be reconciled.
Item Number	The number of the line item per the Purchase Order.
Price Each	The pricing for the item per the Purchase Order.
Recv Quantity	The amount of the item received.
Accept Qty	The amount of the item accepted.  For more information on receiving and acceptance, please refer to the Purchase & Receiving Management manual.
Tax	If this box is checked, the item is subject to sales tax.
Extension + Tax	This is the purchase price multiplied by the quantity accepted plus the applicable sales tax.
GL Number	This is the General Ledger account number to which this item will be posted.
Type	If the Purchase Order was for an Inventory item, the type within the classification would appear here.
Schd Qty	The amount scheduled per the Purchase Order.  For more information on this topic, please refer to the Purchase Order Management manual.
Receiver Number	The unique number the user assigned to the receipt.
Class	If this was an inventory purchase, the classification of the item would appear here.
	Depress this button to add a misc item associated with the invoice which was not included in the PO.
	Depress this button to delete the Misc item
Mfgr	Manufacturer name assigned to the highlighted item
Mfgr Part #	Manufacturer part number assigned to the hightlighted item
Sub-Total	The amount of the invoice before freight or tax added.
Freight Amt	Total Freight amount.
Freight Tax	Some states have a tax applied to freight.  If that was the case, such tax would display in this field.
Tax Amt	If this item is subject to sales tax the total would display here.
Inv Total	Total $ amount of items being reconciled.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/PO Receipt Reconciliation

The following screen will be displayed:

Depress the Find Record action icon.

The following Find by screen will be displayed: Select the appropriate radio button to find by;  Supplier Name - see below  PO Number - select that radio button and type the EXACT PO Number into the red box. Receiver No - select that radio button and type the EXACT Receiver Number into the red box. Supplier PL No - select that radio button and type the EXACT Supplier PL Number into the red box. Supplier Inv No - select that radio button and type the EXACT Supplier Inv Number into the red box.

If you select to find by Supplier Name, the following will be displayed: Click on the desired radio filter:  Not Transferred to AP; Transferred to AP; or All. Highlight the desired SUPPLIER
Once the desired Supplier is selected, a further selection screen will be displayed: Highlight and double click on the desired PO number

Once the Find Process is completed, the applicable data will be displayed.  NOTE:  The Edit button will only be available if the PO Receipt has NOT been transferred to AP. 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/PO Receipt Reconciliation

The following screen will be displayed:

Depress the Add Record action icon.  The following screen will be displayed:  Select the Find by radio button; Supplier Name, PO Number or Supplier PL No.
If you select by Supplier Name, a list of Suppliers will be displayed.  Once the desired Supplier is selected, a further selection screen will be displayed. Highlight and double click on the desired Receiving No.  If you decide to search by PO Number or Supplier PL No., type the PO Number or Supplier PL into the red box.

The following screen will be displayed with the PO Receipt data:

Enter in the GL NUMBER or search by depressing the down arrow next to the field.  The following selection screen will be displayed: Depress the arrow next to the Find By field. Select either Find By Account Type or Account Numbers.

If you selected by Account Type, the following listing will be displayed, once you’ve depressed the down arrow next to the GL Type field:  Scroll up or down until the appropriate range is found.

Then depress the down arrow next to the Account Numbers field.  The following selection for the posting account will be displayed:  Select the account.  Depress the OK button.

You may change the payment terms or the due date, as desired.

If you wish to add a note regarding this Supplier Invoice, depress the Note button.  Depress the Edit button.   Enter in the note.  Depress the Save button. Depress the Exit button.

If any portion of the Invoice is subject to tax, enter the tax percentage in the Tax % box.

The user may change the FOB or Ship Via fields by depressing on the applicable down arrow and making a new selection.

This will give the users the ability to scan the packing list, invoice, or any other related documentation directly into the ManEx system, and attached it directly to the item in the PO reconciliation module.  For more detail see Article #2394.

Once a line item is highlighted in the lower section, information regarding DMR, Original Order Quantity, etc. will appear, as follows:

All of the line items on the PO which have been accepted will appear in the lower section.  Note:  The user will not be able to overpay an invoice. Only those quantities which have been ACCEPTED in PO Receiving will forward.

The user may toggle on the Yes/No to reconcile.  The user may change the Price Each.  If the line item is subject to tax, check that box.

If there is a miscellaneous item associated with the invoice which was not included in the PO, the user may depress the Add Misc Item button at the bottom of the screen.  Enter in the description of the item, the pricing, whether or not subject to tax, the accepted quantity and type in or select the GL Number.

Entering Negative Amounts

Depress the Add Miscellaneous Item button.  Enter in the description.   Enter in the price, as a negative amount.   Enter in the accepted quantity as 1.   Enter in or select the General Ledger account number.

Find an existing PO Reconciliation Record, or Add a new PO Reconciliation record.

Depress the   button, and enter password.

The following screen will appear:

Depress the Add record icon, enter in a Document Number, REV, Doc Description, Doc Date, Doc Note; 

To load a document double click in the PDF File field and the following screen will appear:

Depress the Load Document button and the following screen will appear:  The PDF screen will allow you to load almost any type of document; (Word, Excel, pdf, Images, etc .... )

Locate the document and double click on it and the document will populate screen.

Depress the Save record icon to save or depress the Abandon changes icon to abandon changes.  The following screen will appear:

Once documents are saved the "View PO Reconciliation Related Documentation" button will display in Red.

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.

Adding Manual Invoices

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

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual A/P Entries

 

The following screen will be displayed:

 

 

Select the Add button and enter in your password.  The following screen will appear:  The transaction date will default in for the current day and time, but is editable. 

Depress the down arrow next to the Supplier Name field.  The following list will appear: Select the Supplier. Once the suppler is selected the Terms will default in from the Supplier Info.

 

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.

The user may change the TERMS by depressing the down arrow next to the Terms field and selecting a new term.  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.

Depress the Add Detail button at the bottom of 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.

 

 

Depress the Save button at the top of the screen the Status will update from "New" to "Editable" and user will receive the following message:

 

. 

Note:  If the two total amounts do not exactly match user will receive the following message: 

 

 

If the Transactions Date is left blank user will recieve the following message and will NOT be able to Save the record until this field is populated:

 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual AP Entries

Using the Find Procedures find a Manual AP Entry Record. Depress the Edit button and enter in your password. 




Make the desired changes. Enter in the Reason for the change. If you try to Save record without entering a the Reason you will receive the following message:

 



If you change any of the amounts, make sure that the "Invoice Total" field and the "Total Incl Tax" fields are equal.  Note:  If you change the Detail Total pricing, you MUST also change the Invoice Total at the top of the screen.  If the two totals do NOT match user will receive the following message:
 

 

 

 

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

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Manual AP Entries

 

The following screen will be displayed:

 

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:

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.

RECURRING INVOICE INFORMATION

 

To Close the highlighted Recurring AP record

 

Supplier	Supplier Name
Invoice Number	The Invoice No
PO/Reference No	The PO number or other reference.
Description	The description of the recurring payable.
Payment Amount	The amount of the recurring payment for each payment made.
Terms	Payment Terms
First Payment	The date the 1st recurring payment is scheduled to be made.
Type	The type of recurring payment, either Fixed (a definite number of payments) or Open (number of payments is indefinite).
Frequency	The payment interval, either monthly, quarterly, Bi-monthly, or Weekly

 

 

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).
Setup Date	The date the Recurring AP was Setup.
Last AP Generated	The last scheduled payment date which was generated via the Generate Recurring AP’s tab.
	If lit in red, there is a note regarding the highlighted item.
	This screen will display the confirm and remit to address for the supplier.

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.
	Depress this button to Add another item
	Depress this button to Delete a highlighted item
	If lit in red, a note exists regarding the highlighted item
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.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/AP Recurring Entry

Using the Find Procedures to find a Recurring AP Entry Record. Depress the Edit button and enter in your password.   

Note:   If there has been ANY transfer from Recurring to A/P Aging, the user will NOT be allowed to Edit or Delete.   Instead, use the Close button to set the recurring to Inactive.

Make the desired changes. Enter in the Reason for the change. If you try to Save record without entering a the Reason you will receive the following message:

 



If you change any of the amounts, make sure that the "Payment Amount" field and the "Total Incl Tax" fields are equal.  Note:  If you change the Detail Total pricing, you MUST also change the Payment Amount at the top of the screen.  If the two totals do NOT match user will receive the following message:
 

 

 

 

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.

 

The Accounts Payable Aging selection provides on screen and printed reports to assist the tracking and payment of outstanding payables.  Note:  the user cannot schedule for payment until such time as the Invoice to be paid appears in the A/P Aging.  AP Prepayments are NOT considered outstanding payables so they will NOT be displayed on the AP Aging screen

A/P Summary Current - 60 tab field Defintions

	In the column below, the name of the supplier. The user may sort alpha by depressing the button.
	In the column below, the net due to the user for that supplier.T he user may sort on highest to lowest by depressing the button.
Current	The amount due to the user which is not past the due date.
1 – 30	The amount due to the user which is 1 to 30 days past the due date.    The Ranges for the Aging screens must be setup within the Purch A/P Setup module.
31 – 60	The amount due to the user which is 31 to 60 days past the due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The totals line will display the totals for each column, Balance, Current, 1-30 and 31-60.
Past Due All	The grand net total for all of the suppliers for amounts past the scheduled due date.

 

A/P Summary-Over 60 tab field Definitions

	In the column below, the name of the supplier.The user may sort alpha by depressing the button.
	In the column below, the net due to the user for that supplier.The user may sort on highest to lowest by depressing the button.
61 - 90	The amount due to the user which is 61 to 90 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
91 – 120	The amount due to the user which is 91 to 120 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Over 120	The amount due to the user which is over 120 days past the due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The totals line will display the totals for each column, Balance, 61-90, 91-120, Over 120.
Past Due All	The grand net total for all of the suppliers for amounts past the scheduled due date.

Highlight the Supplier of interest.To view the detail, select the appropriate tab – A/P Detail Current – 60 or A/P Detail – Over 60.The detail for that Supplier will display.

A/P Detail Current-60 tab field Defintions

Supplier	The name of the Supplier being displayed.
Credit Status	The status the supplier has with the user, Approved, On Probation, Disqualified, etc.
Credit Terms	These are the payment terms the supplier has for the user.
Credit Limit	This is the limit of credit that the supplier extends to the user.
Credit Available	This is the amount of credit still available to the user after consideration of all of the open invoices.
	The supplier’s number for their invoice. To sort by invoice number, depress that button.
	The date of the invoice.To sort by invoice date, depress that button.
	The date the payment is due to the supplier. To sort by Due Date, depress that button.
Invoice Amt	The $ amount of the invoice.
Current	Invoices with scheduled due dates later than the current date.
1-30	Invoices with due dates between 1 and 30 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
31-60	Invoices with due dates between 31 and 60 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The total of the Invoice Amount, Current, 1-30 and 31-60 columns.

To view another Supplier, depress on the down arrow next to the Supplier field.  A list of Suppliers with open Invoices will display:

Select the Supplier of choice.

A/P Detail Over- 60 tab field Definitions

Supplier	The name of the Supplier being displayed.
Credit Status	The status the supplier has with the user, Approved, On Probation, Disqualified, etc.
Credit Terms	These are the payment terms the supplier has for the user.
Credit Limit	This is the limit of credit that the supplier extends to the user.
Credit Available	This is the amount of credit still available to the user after consideration of all of the open invoices.
	The supplier’s number for their invoice. To sort by invoice number, depress that button.
	The date of the supplier’s invoice.To sort by invoice date, depress that button.
	The date the payment is due to the supplier. To sort by Due Date, depress that button.
Invoice Amt	The $ amount of the invoice.
61-90	Invoices with due dates between 61 and 90 days past the scheduled due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
91-120	Invoices with due dates between 91 and 120 days past the scheduled due date.  The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Over 120	Invoices with due dates between 31 and 60 days past the scheduled due date.   The Ranges for the Aging screens must be setup within the Purch A/P Setup module
Totals	The total of the Invoice Amount, 61-90, 91-120 and over 120 columns.

To view another Supplier, depress on the down arrow next to the Supplier field.A list of Suppliers with open Invoices will display:

Select the Supplier of choice.

Note:  The Invoice must be displaying in A/P Aging before it can be selected for payment.

 

To obtain the AP Aging Reports within the Web, select the WEB Print button from the ManEx action buttons at the top of the screen. For further detail on How the Reports work within the Web refer to Article #5477.

Note: In order to access the Reports within the Web the Company Root URL must be setup within the System Appearance module and user must be linked to web within the System Security Module.   

 

 

 

Select the Report Type:  AP AGING - A List of Reports will be displayed that are available on the Web for AP AGING

To obtain the AP Aging Reports within the desktop, select the Print button from the ManEx action buttons at the top of the screen.

 

The following reports screen will display a list of reports that are available on the ManEx Desktop:  

 

 

 

Note:  All of the AP Aging Reports account for Prepayments which are not accounted for in the AP Aging screen.

Highlight the report.  Depress the OK button.

 

Select the Report Aged On: Invoice Date or Due Date;  Select the Supplier(s) of interest and depress the > button.  If you want all of the Suppliers, depress the >> button.       Depress the OK button

The following report will be Printed:

AP Aging Detail

 

Select the Report Aged On:  Invoice Date or Due Date;  Select the Desired Sort Order within Supplier:  Invoice Date,  Due Date,  or Transaction Date. Select the Supplier(s) of interest and depress the > button.  If you want all of the Suppliers, depress the >> button.  Depress the OK button

 

Enter a specific Date mm/dd/yyyy or Fiscal Year and Period.   Note:  Check the "Set to Null" box for the fields not being used in order for the report to print. Select the Report Aged On:  Invoice Date or Due Date  Number  Select the Desired Sort Order within Supplier:  Invoice Date or Due Date Depress the OK button     Note:   You want to be sure that all invoices have been released and posted to the GL.  The AP Aging Detail As Of report does NOT list invoices that have NOT been released/posted to the GL yet.  This report IS intended to match the GL account information NOT the AP Aging screen.    Note:  If this report is still not matching the GL account information after all transactions have been released and posted to the GL then it may be due to Posted Journal Entries against the AP GL account.  These JE's will not be accounted for on the AS OF report yet will affect the GL Account balance and could explain why you are seeing a difference between the two.     Also, if the users are in the habit for changing the Invoice dates to way out in the future. In this scenario they would see the invoice on the aging screen but it will not display on the report until it reaches that date.

The following report will be displayed:

 

 

 

Enter a "Start of Range" Date in format "yyyy-mm-dd" or check the "No Lower Value" box.  Enter a "End of Range" Date in format "yyyy-mm'dd" or check the "No Lower Value" box. Note: User must enter either a Start or End of Range date or both in order for report to print. Select the Customer(s) of interest and depress the > button.  If you want all of the Customers, depress the >> button.       Depress the OK button

 

Batch Summary Field Definitions

Batch Detail Section: 

A/P Due in Days Section:

Clicking on the Batch Scheduling tab will bring up the following screen:

 

 

Field Definitions 

Bank Name	The name of the bank from which the checks will be written.  Only the Active Bank Accounts will be available in the pull down when processing new records.
Current Bank Balance	The current bank balance of the Bank being displayed in the Bank Name.
Scheduled Date	This is the date that the user has selected for this batch to be paid.
Batch Description	The Batch description the user assigned to this batch.
Account Title	The G/L title for the bank being displayed in the Bank Name.
Account Number	The account number for the bank account selected.
Items to Display	Select the radio on how you would like the invoices to be displayed either by "Earn Discount by Date", "Due by Date" or "All Unpaid"
To Date	Enter the date to have the invoices displayed to
	Depress this button to have the invoices displayed
	Use these buttons to check or uncheck all records
	Set Cursor where to start to either check or uncheck the rest of the records and depress this button, the records will be checked or unchecked from this point on down.
Y/N	If this box is checked, the invoice is included in the batch for payment.
Disc Date	The date on which the early payment discount expires for terms such as 2 % 10, net 30.
Due Date	Under the terms the supplier has for the user, the last possible payment date available before being considered delinquent.For example, if the terms are 2 % 10, net 30, the date appearing in this column would be 30 days from the invoice date without consideration for the early payment discount.
Supplier	The name of the supplier which is being paid.
Invoice No.	The Suppliers number assigned to the invoice.
Invoice Amt	The total amount of the individual invoice.
Balance	The unpaid balance of the invoice.
Discount Amount	The applicable early payment discount amount.
Pay Amount	The amount of the check payment for this specified invoice
Inv Date	The date the Invoice was created
	Depress this button to add an item to a batch
	Highlight the item and depress this button to delete an item from a batch
Total Amount Scheduled	The sum of all of the scheduled invoice payments for this batch.

To view the Invoice Date, scroll to the right.

If there are several invoices in the batch, the user may sort by invoice date by depressing the Invoice Date column header. 

This is the companion screen to the Bank Reconciliation  - Generate Automatic Deductions tab.  In this screen, the automatic deductions are set up.  Upon generation in the Bank Reconciliation module, the appropriate journal entry will generate and the outstanding check list will display the automatic deduction.

To view the detail on a specific deduction, highlight it and the pertinent detail will display in the Detail section.

Automatic Bank Deductions field definitions:

View	If the Radial is Current – open deductions will display.If the Radial is Closed –previous deductions will display.
Number of Payments	If the Radial is Original – the number of times the deduction will be generated.  If the Radial is Remaining - the balance of the number of times the deduction will be generated.
Setup Date	The date on which the deduction was created.
First Deduction Date	The date on which the bank will be making the fist deduction.
Last Deduction Made	The date of the most recent deduction.
Last Date Changed	If any changes have been recorded, the latest date of such change will appear here.
Changed By	The initials of the user who recorded the last edited change.
Reason	The reason for the latest change.
	This button will close the deduction so that no further deductions can be generated within the Bank Reconciliation module
	If this button is lit in red, there are notes regarding the automatic deduction.

Automatic Bank Deductions Section:

Detail Section:

Depressing the Check Register tab will bring up the following screen:

Bank	The name of the bank from which the checks will be written.
Account No	The number that the bank has for this account.
Account Name	The name that the bank has for this account.
Payee	The name of the institution or business which will appear on the check.
Date Range	The range of dates you want data displayed within
Check No Range	The range of check numbers you want data displayed within
Check Status
	Depress this button to display data based on selection
	Depress this button to change selection
Bank	The name of the bank from which the checks will be written.
Account No	The number that the bank has for this account.
Check No	Check number
Date	Date of Check
Payee	The name of the institution or business which will appear on the check.
Amount	The total amount of the check issued.
Status	Status of Check
View Dtl	View Detail
Total	Total of Check Amount

 

 

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Payment Scheduling

 

The following screen will be displayed:  To edit a scheduled batch, highlight the batch you want to edit.  Go to the Batch Scheduling screen.

 

 

Depress the Edit button.  Enter your password.    If you want to add to this batch, depress the Add items button at the botton of the screen.   Enter the EXACT invoice number as is entered in the Accounts Payable Aging. Depress the Enter Key and the rest of the information regarding that invoice will fill in automatically.   

 

 

To delete an already scheduled line item, highlight the item.  Depress the Delete Items button.  You will receive the following message:

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Payment Scheduling

The following screen will be displayed:  Highlight the batch you want to print.

 

 

Depressing the Reports action button will bring up the following menu options:

If the user selects the "Print Batch Checks", the following screen will appear: (Note:  The Bank name field could be blank if the Bank is Inactive)

 

 Check Printing Screen field definitions -- Batch Printing tab:

Bank Name	The name of the bank from which the checks will be written.
Scheduled Date	This is the date that the user has selected for this batch to be paid.
Batch Description	The user assigned description pertaining to this batch.
Account Title	The G/L title for this bank.
Account Number	The number that the bank has for this account.
	The button will uncheck/check all of the checkmarks in the Yes column.
	Highlight the last item you want to include in this payment, then clicking on this button will uncheck/check the rest of the checkmarks in the Yes column.
	Depressing this button selection will bring up the following screen:

View Batch Detail field definitions:

Summary of Selected Items By Supplier

 

If user receives the following message after depressing the Print Check button:

 

 

 

This message is displayed when the check that the system is attempting to print would end up being for a negative value.  One possible reason would be that the Remit To information between the Invoice and Debit Memo's selected on the Check Batch are different, or blank.  Due to this the system would want to create two separate checks, and that could place the Debit Memo on a check by itself. We can not allow checks for negative value.  So we suggest that you make sure that all of your Remit To information is properly populated within the Supplier Information module.   However, there is a work around if you need to create a check for an Invoice and Debit Memo that have different or Blank Remit To Information, you may process the records through the Check Maintenance module, Record & Print a Check .   If the "Remit to Address" printing on the check is different then expected or balnk refer to  Article #3342 for further detail.  
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To print a selected batch, depress the Edit button and enter your password.  The selections shown at the right will enable.

If you select Test Printer Alignment, the following message will appear informing user that the check alignment is only available for the standard xERP check layout :   To continue, depress the Yes button.
The following message will appear:  Depress the Yes button to continue:    A test check will go to your printer so that you may check on the alignment first.

Print a Single Invoice and remove from batch

Choosing this option will allow the user to select just one invoice from a batch and print a check for it.

 

If you have more than one check selected you will receive the following message:

Choosing this option will allow the user to select some invoices from a batch and print checks for them.  All invoices NOT checked in the Yes box will be released from all scheduling.

Uncheck any boxes in the Yes column which you DO NOT want to pay.  Depress the Print Selected items and release others from batch button.  



You may enter a different check number than the default if you choose.  Depress the Continue button to print the check. 

After depressing the “Print selected Items and Transfer Others to Another Batch”, the screen below will appear.   You will need to enter in the New Batch Description.

You may enter a different check number than the one displayed if you choose.   Depress the Continue button to print the checks. 

Once the Continue button is depressed, the following check format selection will appear:
Click on the down arrow to select the desired layout; There are three types of Check Forms to select from:  Standard xERP Check Layout; Deluxe Form DLT104; or Canadian Check Layout.  See Article #4657 for further information on the check forms.

Reprint Checks

The Batch Re-Printing tab is used to re-print checks that got mangled in the printer.

Depress the Find Record button.The following screen will appear:   Select the appropriate radial, either Single Check or Printed Batch.  If you select Single Check, depress the arrow next to the Bank Name to make your selection.   Once you have made your selection, the account number will automatically appear.  Enter in the check number and depress the OK button.
If you select Printed Batch, depress the arrow next to the Batch Description to make your selection.  Once you have made your selection, depress the OK button.

The following screen will be displayed.

 

 

Depress the Edit button.  Enter in your password.   Check the Yes column at the far left for the checks you wish reprinted.  You have the option to change the Check number at this point in time if needed.

CANADIAN CHECK LAYOUT - This form would be used with Checks purchased from Litho-Quebec JGB Inc. See information below.

 

 

Item number to order from is: 402182

Note:  To reprint batches of checks, see the  Batch Re-Printing  procedures. 

To get started, depress the Add button. Type in your password. Depress the down arrow next to the Bank field. Select the appropriate bank.
Select from among the following radio selections

Depress the down arrow next to the Supplier field: Toggle down and then select the desired supplier.

Enter in the amount of the check.  If you wish to add a Check Note, select the Check Note button,  depress the Edit button, enter in your note, depress the Save button, then depress the Exit button.

Depress the Add Item button located at the bottom of the screen.  Enter in the Item Number, Description.  Enter an Invoice number that may or maynot exists in the AP Aging.  When the Invoice number is entered the Invoice Amount, Balance, and General Ledger Number will fill in automatically and user can make the needed changes to the Disc Taken and Amt Paid.  If the Check is NOT against an Invoice user will need to assign a GL number to the record.

 

If the Invoice does not exist in AP Aging the following message will be displayed, but will allow the user to continue and save the record with or without populating the Invoice number.
If the Invoice you selected is already in a check batch, the following message will be displayed and user will have the option to continue or not.  If they choose to continue the invoice will be deleted/removed from the batch.

 

 

Depress the Save button and the following check format selection will appear:

 

 

 

Click on the down arrow to select the desired layout; There are three types of Check Forms to select from: Standard xERP Check Layout; Deluxe Form DLT104; or Canadian Check Layout. See Article #4657 for further information on the check forms.

 

Once the selection has been made, depress the "OK" button and the check will go to the printer and will also record.

Select the "Check Maintenance" tab and the following screen will be displayed. This tab is used to record a manual check, to void a check or to re-print a single check.

To get started, depress the Add button. Enter the appropriate password. Select a Bank from the list by depressing the down arrow next to the Bank field.

Select from among the following radio selections:

If the "Void an Issued Check" radio is selected, the user may void any un-cleared outstanding check.  If the check has been recorded as cleared or reconciled the following message will be displayed and check cannot be voided:

 

Enter the check number you wish to void.  All of the associated data will appear, as detailed below.

Depress the Save button.  You will receive the following message to confirm that you want to void the check:

Select "Yes" and the check will be voided by displaying a negative Check Amount, shown in the red box below.  NOTE:  The date will be reverted back to the original check date upon Save. 

 

Select the "Automatic Bank Deductions" tab and the following screen will be displayed. This tab is used to record a manual check, to void a check or to re-print a single check.

 

 

Depress the Add button.  Enter in your password.  Enter the original number of payments, the date of the first deduction then select the bank.  Enter the payment amount, the day of the month for the deduction and a description of the deduction.  
 

 

Depress the Add Item button.  Type in the Item Number, a description of the line item, the line item amount and the General Ledger number.

 

Depress the arrow next to the Find By field. 

Scroll up or down until the appropriate G/L range is found. 

Then depress the down arrow next to the Account Numbers field.  The following selection for the posting account will appear:

Select the account.  Depress the OK button. 

 

Editing a Automatic Bank Deduction

Closing an Automatic Bank Deduction

To close out an automatic bank deduction.  Highlight the pertinent deduction and depress the Close button. 



Type in your password.  Depress the Save button to save the changes, depress the Abandon Changes button to abandon the changes.

To view the deduction you’ve closed, click on the Closed radial and the screen view will update.

 

 

 

 

Depressing the Check Register tab will bring up the following screen:

To design the check register display and the applicable print out, depress the down arrow next to the Bank field. Select the pertinent bank.  The account number and account name will automatically fill in  .If you are interested in only one specific payee, depress the down arrow next to the Payee filed and select the desired payee.  If you want to view a specific date range, type in the Date Range From and To.  If you are interested in a range of check numbers, type in the first and the last check number into the Check Number Range fields.

Determine the Check status you desire by click on the appropriate radial:

Once you have all of the criteria selected, hit the Display button:

Once the display is showing on the screen, you may sort by Bank, Account Number, Check Number, Date, Payee or Status by clicking on the column header:  

To view the detail of any line item, click on the Detail column on the far right hand side.The following screen will display:

To further view any notes pertaining to the Check, depress the Check Note button.  To view any note specific to the individual line item, depress the Item Note button.  Hit Exit to return to the main screen.

To reset the selection criteria, depress the Reset Criteria button.  Then re-design the display.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/AP/Offset

The following screen will be displayed:

To add a new AP Offset, depress the Add button.  Enter in your password, select the desired Supplier from the pull down.

 

To offset, select the applicable invoice.  Enter in any amount you want subtracted to the invoice in the - Amount column.  Enter an equal amount in the + Amount column that you want subtracted from a Debit Memo.  Continue this until the totals appearing at the bottom of the screen equal the same amounts for both the + and – Amounts columns, as illustrated below:

 

 

 

User can at this time add an Item Note to the AP Offset and this note will only appear on the AP Offset Report.

 

Debit Memo field Definitions

Supplier Name	The name of the supplier for which the DM was created.
Date	The date of the DM.
Debit Memo Number	The unique number assigned to the DM.
Status	The Status of the Debit Memo - "ADD" "Pending" "Posted to AP" "Released to GL"  or "Cancelled"
Supplier Number	The number assigned to the Supplier in the Supplier Information master.
Account Number	The number by which the supplier identifies the user.
Account Status	The status of the supplier, approved, pending, etc., per the Supplier Information master.
Type	The radio denotes the type of DM, either against an open A/P invoice or created as a general DM, just against the account without regard as to whether there was any open invoice.
	If displayed in Red, depressing this button will bring up the History information.  This field will display all the information entered into the reason for change field when debit memo was created and/or changed.
	Depress this button to add any notes pertinent to this DM.  If displayed in Red, depressing this button will display any pertinent notes re this DM.
	Depress this button to approve the Debit Memo and post to the AP.  The DM status will then change from Pending to Posted to AP.
PO Num/Ref	The Purchase Order number that the original Invoice was applied against.
PO Date	The Order Date pulled forward from when the Purchase Order was originally created.
RMA Number	This would be the RMA number information that was entered within the DMR module.
RMA Date	This is the RMA Date information that was entered within the DMR Module.
Invoice No	The Original Invoice that the Debit Memo is being applied against.
DMR Number	The DMR number that was assigned within the DMR module.
DMR Date	The date that the associated DMR was processed
DMR Pack List	The Packing List Number that was assigned to the DMR within the DMR module.
Date Last Changed	This is the date of any changes made to the original DM.
By	The initials of the user who made the last change.
Reason for Change	The description of the reason for the last change.

DEBIT MEMO DETAIL INFORMATION section:

Item	This is the item number of the detail.
Description	The description pertaining to this specific line item.
Quantity	The quantity for the line item.
Price Each	The price each for this line item.
Tax Pct	The sales tax percentage applicable to this line item.
Total	The sum of the (quantity X price each) + tax % (quantity X price each) = Total.
GL Number	The general ledger number for this line item.
Sub-Total	The total before any discount taken
Discount Taken	Discount taken on Original Invoice
Debit Memo Total	The total of the DM, after discount and including any applicable sales tax.
	Depressing this button will display any notes pertaining to the line item highlighted.

Enter the SQLMANEX.EXE (within the ManEx root directory) This action will then prompt the user for a password
The following screen will be displayed, select Accounting/Accounts Payable/Debit Memo

Against an Open AP Item

 

To add a Debit memo against an open A/P invoice, depress the Add button. Type in your accounting password.

Depress the down arrow next to the Supplier Name field. A list of suppliers will appear:

Once the supplier is selected, pertinent information will appear in the screen:

Click on the Radial for Type as Against an Open AP Item.You will receive the following warning:

 

Depress the Add Detail Button.  If there is more than one item on the Invoice and/or Freight and/or freight tax the following screen will appear listing all the Invoice Detail Lines:



Highlight and double click on the item to be included on the Debit Memo.  Note:  System will only allow user to select one item at a time, so you will have to continue to depress the "Add Detail" button to add more items to the Debit Memo from the Invoice Detail Lines screen.

If there is only one line item on the invoice selected the detail information will default in upon depressing the "Add Detail" button. 


The extension for the Total will update.  (If you want to add an Item Note, depress the Item Note button, depress the Edit button, type in the note, and depress the Save button, depress the Exit button when finished).  The Item Note button will then be displayed in Red.

When the DM is completed, depress the Save button to save changes, depress the Abandon Changes button to abandon changes. 

Upon Save the date, time, and User id information will default into the DM History.  Then any changes to the DM before Approval will be documented within this screen also.




Once the DM is saved, the Approval button will appear. 

Depress the Approval button.  The following Message will appear:

 

The Debit Memo will be marked as "Not Editable", the Status of the Debit Memo will be updated to “Posted to AP”, and the appropriate journal entry will be created for posting into the General Ledger.

 

 

 

Follow the steps above, with the following exceptions:

For Type, click the radio for Open Debit Against Account.

 

In the Debit Memo Detail Information section, depress the Add Item Button. Type in Item number, Description, Total and the General Ledger Number.

Note:  if you don’t know the G/L number, place the cursor in the G/L field and hit the Enter key twice.  This will bring up the following:

Depress the arrow next to the Find By field.  Select either Find By Account Type or Account Numbers. 

If you selected by Account Type, the following listing will appear, once you’ve depressed the down arrow next to the GL Type field:

Scroll up or down until the appropriate G/L range is found.Then depress the down arrow next to the Account Numbers field.

The following selection for the posting account will appear:

Select the account.  Depress the OK button. 

 

The user may edit a Debit Memo up to the time it’s approved and transferred to General Ledger.  After Approval (status = “Posted to AP”)  the DM can’t be changed.

To Edit, find the DM using the procedures in Article #4315   Depress the Edit button and enter your password, the Date, and detail information is editable.



Make the desired changes, enter the Reason for the Change, depress the Save button to save the changes, depress the Abandon Changes button to abandon the changes. 

If ready to approve depress the Approval Button to Post the Debit memo to the AP.  

Cancel a Debit Memo

The user may cancel a Debit Memo up to the time it’s approved and transferred to General Ledger.  After Approval and Transfer, the DM can NOT be cancelled.

To delete, find the Pending DM using the procedures in Article #4315 .  Depress the Cancel button.  Enter your password.  The following Message will be displayed:

Depress the Yes button.  Enter your password.  The status will then be changed to “Cancelled.”

 

 

Print Debit Memo Report

The following screen will be displayed:   Enter the Debit memo Number and depress the OK button.   (Note: If there is a Debit Memo open on screen this screen will be by passed and the report for the Debit Memo open on screen will be printed)

The following screen will appear.   Enter the Starting Date Range and Ending Date Range.    Enter a Supplier Name (if all Suppliers are desired leave * as default)  Depress the OK button.

The following report will print: