resource 2014 flexgen purchasing
DESCRIPTION
Resource 2014 Flexgen Purchasing. The Basics. Purchasing Overview. Vender Menu Vendor Maintenance - Change, Delete and add a Vendor Inquiry Options Invoice Menu Add – How to add invoices for invoice payment processing Change – How to change an invoice Delete – How to delete an invoice - PowerPoint PPT PresentationTRANSCRIPT
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Resource 2014Flexgen Purchasing
The Basics
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Vender MenuVendor Maintenance - Change, Delete and add a VendorInquiry Options
Invoice MenuAdd – How to add invoices for invoice payment
processingChange – How to change an invoice Delete – How to delete an invoice Invoice Payment Process- Steps to process invoices Invoice Reports- Overview
Void Vendor ChecksManual Checks
Purchasing Overview
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Flexgen Menu
Flexgen Menu Screens move across the Menu Bar and down the sub menu bar
Key buttons to remember throughout FlexgenF1- Shows what that field contains
F2- LookupF4- Update
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Vendor Menu
1. Select Vendor<Vendor
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Add a Vendor• Vendor No.- System Generated• PRESS <ENTER> TO CONTINUE
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Status- Permanent Or Temporary- the default is set to permanent
Established Date: Date the Vendor is Added into the system
Name - screen pop up to key desired name of Vendor Up to 30 Characters
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Address
NOTE TO REMEMBER: Many Vendors may have different
addresses for Purchase orders and Mailing Remittances
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• Contact, Customer No., Phone No., Fax no., Email – Only needs
to be entered if you keep up with that information within the
software.
• 1099 Flag – Is this Vendor a 1099 Vendor? If it is not, this
field will default to <2 - No• 1099 Type- Type of Income to
be reported to the IRS
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1099 –Tax Id Number
Tax Id Number – a W9 should be filled out from each vendor.
W9- Forms can be found at the following link .
1099 QUESTIONS: Please refer to IRS.GOVhttp://www.irs.gov/pub/irs-pdf/fw9.pdf
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Change Vendor Information
•To Change Vendor Name:•With Cursor in Name Field<Options(F5)•Name box will pop up, make changes <F4> to update which will take you back to main vendor screen. You may make any additional changes here•F4 to update main vendor screen to update
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Delete Vendor
F2
STEPS TO DELETEVENDOR<DELETE VENDOR<F2 LOOKUP<OPTION SCREEN TO SELECT DELETE
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Vendor Archive
The system will only allow you to delete vendors with no current fiscal year activity.
Select ‘Vendor’, Maintenance ‘Vendor Archive’, ‘Archive’ and then ‘Inactivate Vendor’
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This tool is helpful when a Vendor’s AR
department calls wanting a payment
status.Select Vendor<Payment
Verification
Payment Verification
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Payment Verification
If Invoice Number is unknown F2 look up will bring up any paid invoices in history
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Payment Verification
Basic information about an invoice
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Vendor History1. SELECT VENDOR <VENDOR HISTORY
2. F2 VENDOR LOOKUP3. Pop Up Box to Select
Activity
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Vendor ActivityProvides Purchase YTD Totals, Purchase
Order Totals, and Activity
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Reporting Options Inquiring History by Vendor Inquiring by Invoice Date Invoice by Account Number Other Reports to Inquire By
Accounts Payable Number, Check Number, Check Number and Date, and GASB 54 Reportable accounts
Reports
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Sample Report 1 History by Invoice Date- all invoices in history by that invoice date
Select <Invoice from Menu>,<Invoice Reports/Journals>,<Invoice Date>, Enter Criteria, <Enter>
History Reports
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Sample 1-History by Invoice Date
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Sample Report 2 History by Check Date- all invoices in history by that check date
Select <Invoice from Menu>,<Invoice Reports/Journals>,<Check Date>, Enter Criteria, <Enter>
History Reports
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Sample 2-History by Check Date
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Invoice Listing By Acct Number• Select <Invoice>, <Invoice
Reports/Journals>, <Account Number>
• Key in Beginning Account number and Ending Account Number. (Beginning Account Number can be entered through if unsure of Account)
• F2 to select specific Vendor or enter through and system will pull all vendors
• Select Beginning Invoice Date and Ending or enter through to get all.
• Hit <SELECT> button to see report
• This report can be quite lengthy unless broken down by specific vendor, account number and date range
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Sample 3 - Invoice Listing by Account Num
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Add Invoice
Select <Invoice>, <Add Invoices>
F4
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When Invoice is Keyed and over
budget- pop up will ask user to continue
or not. Y or N
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Change Invoices/Delete Invoices
To do: Select <Invoice>, <Change Invoices or Delete Invoices>, Once Change or Delete is selected
•Screen pops up with current invoices that have not been processed for payment. •Select desired invoice and proceed.
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. If correct Select <F4>
2nd screen – make changes, <Select F4>
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Delete InvoicesSelect <Invoice>, <Delete
Invoice>, <F2 Lookup>,Select Invoice to Delete -<F4>,
<Delete>
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Invoice Payment Process<Select
Invoice>,<Invoice Payment Process>>
ORDER OF PROCESSING INVOICES1. Select2. Pre-Check Register 3. Print Disbursement Checks4. Check Register5. Process Payment to GL
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User can F2 in each field to select specific user, fund, cash account ,
and/or vendor number to choose specific invoices to
be processed.
• Most of our customers simply enter through this
screen which will select all invoices
• System will ask if correct Y or N
Selecting Invoices
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Next step is to print your Pre-Check Register◦ Pre Check Register
w/Acct. Number is used often because it lists the General Ledger numbers that were keyed.
◦ IMPORTANT step to verify that what has been keyed into the system is correct before checks are printed
Pre-Check Register
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Select<PRE-Check Register OR PRE-Check Register W/Account No.
***Very Important to Verify this report for Errors before we go further***
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Printing Checks1. Enter date desired for checks2. Beginning Check Number3. Is this correct Y or N4. Select Printer <F45. When complete Print Check
Register if needed6. Select Process Payments to GL7. Answer Yes or No
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1. Select <Check Register> print if required
Final Check Printing Process
1. Did checks print properly
2. If not <Select Restart Check Printing>
If Correct then Next
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Common Errors when Printing
Printing without Check Stock in Printer
Check Stock upside down in printer
Selected Invoices are not correct
User entered the next check number
incorrectly
Restart Printing
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Deselect InvoicesTo Correct Invoices within the
Payment Process: <Invoice Payment Process>, <Select Invoices>
1. Deselect invoices 2. Make changes
3. Go back to Invoice payment process4. Select Invoices to begin over
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Process Payments To GL
Screen Pops Up -Checkpoint for User to answer Y or N to Continue if all is complete.
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Void Vendor Check
To Void:<Checks>, <Void Vendor
Checks>
<Fill in Criteria>Enter through to Complete
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Manual Checks
Manual checks are used to record a handwritten check. The appropriate General Ledger account
numbers will need to be entered through this manual check for the handwritten check to be
recorded to the general ledger
1. <Invoice>2. < Invoice Payment
Process>3. <Manual Check>4. <Add Manual Check
information just as entering any invoice>
5. <F4 to update>6. Run Manual Check
Register7. Print Manual Check
Register if needed.8. Update Manual checks
to G/L (detail)
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Before posting to the general ledger, be sure that all the information is correct. After manual checks have been updated to the general ledger, you cannot go back and repeat a step. If you find that one of the checks were in error, the check must be voided.
Updating Manual Checks to General Ledger
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Questions