Prerequisites Required for ACCOUNTS PAYABLE activity:

The process of entering a payable produces an entry into the Accounts Payable Aging module of the ManEx System.  This dynamic nature of the process ensures that the aging reports always display the current payables status regardless of whether an item has been posted into the General Ledger.

In order for the aging report to match the balances as shown in the balance sheet and account inquiry screens, the user must first release the payables and checks written information. This creates the underlying journal entries which then may be posted into the general ledger system.

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 Manex.exe Accounting/Accounts Payable/PO Receipt Reconcillation

The following screen will appear:

Depress the Find Record action icon.

The following Find by screen will appear: 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 appear: 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 appear: Highlight and double click on the desired PO number

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

Enter Manex.exe Accounting/Accounts Payable/PO Receipt Reconciliation

The following screen will appear:

Depress the Add Record action icon.  The following screen will appear:  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 appear.  Once the desired Supplier is selected, a further selection screen will appear. 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 screen will fill with the following data:

Type in the GL NUMBER or search by depressing the down arrow next to the field. The following selection screen will appear: 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 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.

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. Type 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.  Type 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. Type in the description. Type in the price, as a negative amount. Type in the accepted quantity as 1. Type 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.

To obtain the AP Reconciliation reports, depress the Reports button.  The following screen will appear: Select one of the radio buttons for the output you desire. Select from Screen, Printer, XL File, TXT File, or PDF. Highlight the report. Depress the option tab.

Select the desired From and To dates.  Highlight the Supplier(s) of interest and depress the > button.  If you want all of the Suppliers, depress the >> button. If you are interested in just One PO, click on the appropriate radio button and a red box will appear, enter the exact PO Number into the box. Depress the Ok button.

The following report will be displayed.

Un-Reconciled Receipt Account Value - This report will show ALL records that affect the GL Account.  Including Receipts waiting to be reconciled and items that were rejected at receiving and wailting for a DMR to be processed through the system. 

Un-Reconciled PO All Suppliers - This report wil only list receipts that are waiting to be reconciled within AP.

Un-Reconciled PO by Selected Suppliers

The following screen will be displayed. Highlight the Supplier(s) of interest.  Depress the > button.  If you want all of the Suppliers, depress the >> button.  Depress the Ok button.

The following report will be displayed.

Reconciled History All Supplier sort by PO

Highlight the Reconciled History All Suppliers sort by PO report.  (This report is also available to sort by Invoice or Receiver) Depress the Options Tab.  The following screen will appear. Enter the From and To date range.  Depress the Ok button.

The following report will be displayed.

Reconciled History Selected Suppliers sort by PO

Highlight the Reconciled History for Selected Suppliers sort by PO report.  (This report is also available to sort by Invoice or Receiver) Depress the Options Tab.  The following screen will appear. Enter the From and To date range.  Depress the Ok button.

AP Terms Verification Report

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.

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-Over 60  tab  

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.
91 – 120	The amount due to the user which is 91 to 120 days past the due date.
Over 120	The amount due to the user which is over 120 days past the due date.
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 

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.
31-60	Invoices with due dates between 31 and 60 days past the scheduled due date.
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

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.
91-120	Invoices with due dates between 91 and 120 days past the scheduled due date.
Over 120	Invoices with due dates between 31 and 60 days past the scheduled due date.
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 AP Aging reports, depress the Reports icon.  The following reports are available: Note:  All of the AP Aging Reports account for Prepayments which are not accounted for in the AP Aging screen.

AP Aging Summary

 

Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF Highlight the AP Aging Summary report.  Depress the Options tab, the following screen will be displayed. Select the applicable Supplier(S) and depress the > button.If you want all of the Suppliers, depress the >> button.  Complete your selection by clicking on the desired radio button within each section. Then depress the OK button

The following report will be displayed.

AP Aging Detail

 

Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF Highlight the AP Aging Detail report.  Depress the Options tab, the following screen will be displayed. Select the applicable Supplier(S) and depress the > button.  If you want all of the Suppliers, depress the >> button.   Complete your selection by clicking on the desired radio button within each section. Then depress the OK button

 

Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF Highlight the AP Aging Detail As of report.  Depress the Options tab, the following screen will be displayed. Select the applicable Supplier(S) and depress the > button.  If you want all of the Suppliers, depress the >> button.   Complete your selection by clicking on the desired radio button within each section. Then 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.

The following report will be displayed:

 

 

 

Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF Highlight the AP Transactions report.  Depress the Options tab, the following screen will be displayed. Select the applicable Supplier(S) and depress the > button.  If you want all of the Suppliers, depress the >> button.   Complete your selection by clicking on the desired radio button within each section. Then 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 radial 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 tab is used to record and print a manual check, to void a check or to re-print a single check or make a Prepayment to a Supplier. Upon clicking on the tab, the followng screen appears:

Bank	The name of the bank from which the checks will be written.
Current Bank Balance	The current bank balance
	Depress this button and a test check will go to your printer so that you may check on the alignment first.
Account Title	The G/L title for this bank.
Bank Account Number	The number that the bank has for this account.
Check No	The number of the Check for the Transaction
Date	The date of the Transaction
	Options - Once you have selected an option it must remain selected because of how the system saves each selection differently.   We do NOT allow the user to change the selection if they happen to select the wrong one by mistake. because it would create issues within the system.  If you need to change your selection you will need to abandon any changes and start a new record again this time selecting the correct option.
Pay to the Order of	Address Check to
Check Amount	The total amount of the check issued.
Supplier	The name of the supplier which is being paid.
AP Prepayment	Check if this is a Accounts Payable Prepayment.
	View the check note

Detail Information
 

Itm	Line item number
Description	The user assigned description pertaining to this batch.
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.
Disc Taken	The applicable early payment discount amount.
Amt Paid	The amount of the check payment for this specified invoice
GL Number	The general ledger account number where the charge will post
	View the Item Note
Total Detail	The sum of all of the line items.

 

 

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 Manex.exe  Accounting/Accounts Payable/Payment Scheduling

 

The following screen will appear:  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 Manex.exe  Accounting/Accounts Payable/Payment Scheduling

The following screen will appear:  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 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 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.  
.    

To print a selected batch, depress the Edit button and enter your password.  The selections shown at the right will enable.

Test Printer Alignment

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 081065; or Canadian Check Layout.  See Article #3014 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.

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

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 radial 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, depress that button.  Depress the Edit button.  Type in your note.  Depress the Save button.  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 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 Invoice does not exist in AP Aging the following message will be displayed, but will allow the user to continue and save the record without populating the Invoice number.

 

Once the Check amount and the detail total are the same, the Save button will enable.   You may enter a different check number than the one displayed if you choose.

 

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.

 

 

This tab is used to record a manual check, to void a check or to re-print a single check.  Upon clicking on the tab, this screen appears:

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 radial selections:

If the "Void an Issued Check" radial is selected, the user may void any un-cleared outstanding check.

Type in 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:

Adding a new Automatic Deduction

 

 

Depress the Add button.  Type 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.

How to prepare make an AP Prepayment - Select Payment Scheduling

 

The following screen will appear:

 

 

 

Depress the Check Maintenance tab.  User can enter all of the information for a manual check on this screen. 

 

Select the Add button, then select the Bank from the Pulldown, then check the "Record and Print a Check", then check the "AP Prepayment" box.

 

 

Depress this button and the detail information will default in, enter a GL number:



Save Record and print check.  The entry will record as follows:

 

 

 

To apply this Prepayment against an Invoice use the AP Offset module.

 

 

Print Check Reports  

 

Enter Manex.exe  Accounting/Accounts Payable/Payment Scheduling

 

The following screen will appear:

 

 

 

 

Depress the Print button and the following option screen will appear:

 

Select "Print Check Reports" The following selection will appear: Highlight the report of interest and depress the option tab.

 Payment Schedule Batch Detail 

 

Select one of the radio buttons for the desired output; Screen, Printer, XL File, TXt File or PDF File. Select the appropriate radial, One Batch or All batches to Date.   If you’ve selected One Batch, depress the down arrow at the right hand side of the screen to select the desired batch. Select the desired Sort Radio button. Depress the OK Button
Select one of the radio buttons for the desired output; Screen, Printer, XL File, TXt File or PDF File. Select the appropriate radial, One Batch or All batches to Date.   If you’ve selected All Batches to Date, enter the desired date and select All Bank Accounts or Select Bank Account from the pull down.  Select the desired Sort Radio button. Depress the OK Button

The following report will be displayed.

Payment Schedule Batch Summary

Depress the Options Tab, and the following screen will appear:   Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF.   Enter in the Batch To Date.  Select the desired Bank information. Depress the OK button.

The following repot will be displayed.

Cash Disbursement Forecast Report 

Depress the Options Tab, and the following screen will appear:   Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF. Enter in the Date Range.  Select the desired Bank information. Depress the OK button

The following report will be displayed.

Discounts Available for Invoices Payable

1099 Reports 

Depress the Options Tab, and the following screen will appear:   Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF. Enter in the calendar year of interest in the Year box.  Choose from the All Suppliers or Select Supplier by selecting the radio button.  Depress the OK button.   Note:  This will NOT work on the Pre-Printed Forms from the Government.   This report ONLY prints out the numbers for the users to manually enter on the pre-printed 1099 forms.    A couple of the reason for this is because ManEx does NOT want to be responsible for storing confidential information such as Recipients ID#/Social Security Numbers, etc.  Also ManEx has no way of knowing what the payments are for Rent, Royalities, etc.

The following reports are available:  "1099 Report for Year Ending ...."  and "1099 Report Summary for Year Ending ...."

 

 

 

  

 

Pre-Paid Check Report

 

Depress the Options Tab, and the following screen will appear: Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF. Select from the All Suppliers or Select Supplier, and select All Bank Accounts or Select Bank Account by selecting the appopriate radio button.   Enter the From and To date.  Depress the OK button.

 

The following report will print:

 

 

 

 

 

 

 

 

Once the display is as desired, if you want a hard copy printout, depress the Printer Icon and the following reports will be available.

  

 

Highlight the desired report, Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF, and depress the OK button.

Check Register Summary Report

 

Check Register Detail Report

 

Enter Manex.exe  Accounting/Accounts Payable/AP/Offset

The following screen will appear:

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

NOTE:  Only the items currently existing in the A/P Aging with a status other than "Editable" and "Deleted"  will appear.  AP Invoices MUST be released before they will be displayed in the AP Offset.  AP Invoice records that have a status of "Deleted" or "Editable" will NOT be brought forward into the AP Offset module. 

 

To offset, select the applicable invoice.  Type in any amount you want subtracted to the invoice in the - Amount column.  Type 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 and this note will only appear on the AP Offset Report.

 

 

Accounts Payable Offset Report

 

Highlight the report and depress the Options tab:   Select one of the radio buttons for the output you deisre;  Screen, Printer, XL File, TXT File, or PDF. Type in the From and To dates.   Depress the OK button.

The following report is available:

 

 

 

 

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 radial 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 information typed in when debit memo was created.
	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.
Remit Address Information	This is the remit to address for this supplier per the supplier information master.
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 Manex.exe Accounting/Accounts Payable/Debit Memos

The following screen will appear:

 

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:

If you need to change the Remit Address Information, depress the down arrow next to the Remit Address Information field. Other address options will appear:

Select the address that pertains to this DM.

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

Depress the Ok button. 

If you want to add a DM Note, depress the DM Note button, depress the Edit button, type in your note, and depress the Save button.  Depress the Exit button when complete. 

Enter the EXACT invoice number.  The PO Number or Reference will update automatically. 

 

Depress the Add Detail Button.  Type in the Item Number.  The rest of the information pertaining to that Item Number will automatically update.

Type in the quantity for this line item.

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.

 

 

To add freight charges or freight tax to Debit Memo, depress the "Add Detail" button, enter "99" in the item field and the following selection screen will appear that will list the freight and freight tax that was associated with the original Invoice.  

 

 

Highlight and double click on the freight and/or freight tax to have it included on the AP Debit Memo.  The debit memo total will update including the freight and freight tax.

 

 

 

When the DM is completed, depress the Save button to save changes, depress the Abandon Changes button to abandon changes.  Once the DM is saved, the Approval button will appear. 

Depress the Approval button.  



The following Message will appear:

 

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 radial 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 #2225   Depress the Edit button and enter your password, the Remit Address Information, Date, and detail information is editable.



Make the desired changes.  Depress the Save button to save the changes, depress the Abandon Changes button to abandon the changes.  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’t be canceled.

To delete, find the Pending DM using the procedures in Article #2225 .  Depress the Cancel button.  Enter your password.  The following Message will appear:

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

 

 

 

To obtain the reports for Debit Memos, depress the Reports button. The following screen will appear:   Highlight the Report of Interest. Depress the Options button.

Print Debit Memo Report

The following screen will appear: Select one of the radio buttons for the output you desire; Screen, Printer, XL File, TXT File, or PDF.   Enter the Debit memo No. in the Red Box.  Depress the OK button.

Debit Memo Report

The following screen will appear.   Select one of the radio buttons for the output you desire;  Screen, Printer, XL FIle, TXT File, or PDF.   Enter the To and From date.  Highlight the Supplier(s) and depress the > button.  If you want all of the Suppliers, depress the >> button. Depress the OK button.

The following report will print:

Reconciliation   (There is no data entry required for this column.  All of the line items are entered elsewhere and forwarded into this column.)

	If lit in RED, this is any notation entered by the user.
Date Last Changed	The last date of the completed reconciliation or in process reconciliation
By	The initials of the reconciler
	If lit in RED, the recordings of any edits.

Enter Manex.exe   Accounting/Accounts Payable/Bank Reconciliation   This is the companion screen to the Automatic Bank Deduction tab in the Check Payment Scheduling module.  In this screen, the automatic deductions which were set up previously will be generated. Upon generation, the appropriate journal entry will generate and the outstanding check list will display the automatic deduction.

 

Note that the Generate Automatic Deductions tab is enabled. 

Click on the Generate Automatic Deductions tab and the following screen will appear:

To generate an automatic deduction, depress the Add button and enter your password.   

Depress the down arrow next to the Bank Name field.  Select the appropriate bank.  The Account Title and the Account Number will fill in automatically.  Type in the date you want to generate to and depress the Generate Automatic Deductions bar.  The list of all of the automatic bank deduction will appear:

In the Y/N field, check the ones you want to be generated.  Depress the Save button.

Depress the Reports icon and the following listing will appear:

Bank Reconciliation report

 

Highlight the Bank Reconciliation report and depress the Options tab. The following screen will display:   Select one of the radio buttons for the output you desire;  Screen, Printer, XL FIle, TXT File, or PDF. Depress the down arrow next to the Bank Account field. A listing of banks will appear:  Click on the desired bank. The Account Number and Account Title will fill in automatically. Depress the down arrow next to the Statement Date field: Select the desired statement date.  Depress the OK button.

 

The following reports will be displayed:

 

 

List Outstanding Deposits Report

Highlight the List Outstanding Deposits report, then enter the Options tab.    Select one of the radio buttons for the output you desire; Screen, Printer, XL FIle, TXT FIle, or PDF. Make your Bank and Statement selections. The screen will appear as below:

  

Outstanding Checks Report

 

Highlight the List Outstanding Checks report, then enter the Options tab.  Select one of the radio buttons for the output you desire;  Screen, Printer, XL File, TXT File, or PDF. Make your Bank and Statement selections. The screen will appear as below:

The following report will be displayed:

 

1.  Article #3477     -    Changing the Supplier Associated to the PO/Invoice after PO reconciliation to Pay the Credit Card Company VIA Check.   If the user selects this scenario the user will create the PO, PO Receiver, and Reconcile the PO (that has been paid with a credit card as normal), but not Posted to GL    Setting up the Credit Card Company as a Supplier.  Then within the Manual AP Entry screen changing the Supplier associated to the Invoice's/PO's to the Credit Card Company (as the Supplier) so they will be able to create one check to the credit card company for all suppliers.   

2.  Article#6906   -    Changing the Supplier Associated to the PO/Invoice after PO reconciliation to Pay the Credit Card Company VIA ONLINE.   If the user selects this scenario the user will create the PO, PO Receiver, and Reconcile the PO (that has been paid with a credit card as normal), but not Posted to GL    Setting up the Credit Card Company as a Supplier.  

3.   Article #3476    -    Creating the Purchase Order with the Credit Card Company as the Remit to:, then Paying the Credit Card per Supplier -  This article will explain how to setup the credit card information within the supplier remit to;, create the Purchase Order with the Credit Card Company as the Remit to:,  then issuing a check to the Credit Card Company for each supplier. Using this scenario you will have multiple checks being issued to the Credit Card Company.  

Supplier is created with multiple Remit To.  One of them would be the Credit Card

When creating the Purchase Order the Buyer will change the Remit To address to reflect the Credit Card Remit To address.   In the below example I have two purchase orders created against to different Suppliers that have the same Credit Card Remit to information. 

Product arrives at your Dock and Receiving will process the PO Receiving as normal.

Resulting Transactions will hit Stock and Unreconciled receipts

In this example the Dock processed two receipts on 8/27/2019 and one on 08/29/2019

I am assuming since these were credit card charges, you more than likely already received the invoice via email or with the shipment that was processed in the above three receipts.   User would then proceed to PO Reconciliation and enter in the invoice information.

You can see that the invoices will remain associated with the original Suppliers aging.   

Approx. 1 month later you receive in the Credit Card statement from Visa.  User would go through the Batch Scheduling and select to process ACH or Wire Transfer, etc . . . (just don’t select “check”) because in this example you are paying the Credit Card company online either through the CC website or your Bank Bill Pay feature.

The Check batch will actually generate an CSV for your records.

Within this information you can see that the Rcv Company is Visa Credit Card  

Resulting transactions that hit would like something like the below.  

This article will explain how to setup the credit card information wtihin the remit to;, create the Purchas Order with the Credit Card Company as the Remit to:, then issuing a check to the Credit Card Company for each supplier. Using this scenario you will have multiple checks being issued to the Credit Card Company per month. 

**Note:  this process would be recommended if you are paying your Credit Card Company online.  Either using the Credit Card Company website or your Bank Bill Pay.  Upon processing the payment to the Credit Card Company you would want to make sure to not select Payment type as "Check" as that would result in individual Checks cut out to the Credit Card company if you select across multiple Suppliers.   It is recommended that you select ACH or Wire transfer that will result in a CSV for your records. 

 See Article #3477 for other options within ManEx.

Depress the Edit action button and edit or add the remit to: with the credit card name first the the supplier name.  (This will keep all VISTA payments due together).  

Create the  PO  When the Buyer is placing an order with that (those) supplier(s), presumably it will be on the phone. It is strongly advised that the buyer obtains a credit card receipt, or at least the transaction number of the event.



Depress the Confirm/Remit to button and confirm that the Remit To is the credit card company:




When the product for the purchase order is received, (or at any time after the transaction) the buyer needs to forward a copy of the PO and the transaction number to accounting, so they can match it up with the <st1:place w:st="on">PO receipts.   

When the <st1:place w:st="on">PO reconciliation is ready and done, the accountant may enter the transaction number (or the rightmost number of digits that will fit) into the invoice number for the reconciliation, and process it normally.