INTRO

Presented by Education Solutions Development, Inc.ANUA 2013, San Antonio, Texas

Accounts Payable 2.0

Education Solutions Development, Inc.


Enhanced Functionality in 2.0• ACH Payments to Employee and Vendor

• 3-Way Matching

• Approval Process Based on Invoice Type and PO Type

• Enhanced Search Capabilities

• Redesigned Invoice Encumbrances Screen

• Allow New Vendor on Invoice No Encumbrance Screen

• New Utility Invoice Screen

• Enhanced Multiple Invoice Entry Screen

• Invoice Import from Excel Sheet

• Accounts Payable Ageing Report

• 1099 Processing

• Adjustments to 1099-Misc

• 1099-R printing

Accounts Payable 2.0Accounts Payable 2.0


ACH Payments• To Employee for Expense Reimbursement and Vendor

• Processed as part of regular Accounts Payable Check Print process

• Payment Advise via email or printed copy



ACH Setup• Fin Inst Account

• Vendor

• Employee

• Primary Bank Account used for Salary Direct Deposit – no additional setup required.



3-Wat MatchingThe process to automatically match invoices against Purchase Order and Receiving for the quantity and price. Option to match Shipping and Discount also. This process reduces the tedious task of manualmatching. This matching process along with attachments and electronic approval will reduce/eliminate the paper flow within the district.

• System Option to implement 3-Way Matching

• May be implemented for the selected PO types

• Matching process independent of approval

• Special Security to Force Match An Invoice

• Special Task to Bypass Matching

• Only Matched Invoiced are Paid

• Invoice Search By Match Status



Batch Invoice Matching Process• Select Invoices by Due Date Range or Task or All

• Filter Invoices By PO Type

• Match Tolerance by %age or amount

• Option to Match Shipping and Discount

• Trial and Final Run



Batch Invoice Matching Process



Approval Process Based on Invoice Type and PO Type• Approval Required for Invoice No Encumbrances

• No Approval Required For Invoice Encumbrance for PO Types Requiring Matching

• Approval Required for Blanket POs and Contracts

• Separate Queue for each type



New System Parameters • Invoice Date Required

• Invoice Date Default

• Allow user to change Accounting date or not

• Allow adding new vendors on Invoice No Encumbrance screens

•Options on Finance Parameter screen or Invoice Type Attributes or REQ/PO Type Attributes Maintenance tables



Enhanced Search Capabilities• Common Screen for Search and Approval List

• Advanced Search for Additional Filters

• Search on Entry Date, Account Elements, PO Type, Invoice Type, Originator, Amount, Matching Status and many more elements…

• Search Previous Year Invoices

• Result Set show Payment Type (Partial/Final)



Enhanced Search Capabilities



Redesigned Invoice Encumbrance ScreenThe purpose of redesigning Invoice Encumbrance screen is to provide all the information about the PO and Receiving on the screen to allow quick entry and matching (approving) of the invoice for payment.

• PO and Receiving Details Available with PO Attachments and Notes

• Footer Shows Encumbrances Details

• Payment Exception Indicator for Vendor

• Check Details reorganized on the screen

• Option to enter Item Details

• Auto Computation on Account Distribution based on invoiced quantity fro items



Redesigned Invoice Encumbrance Screen



New Vendor on Invoice No Encumbrance Screen• Option to pay to a new vendor (non existing in the system)



Utility Invoice Screen• Additional columns to enter Meter No, Reading and Units.



Enhanced Multiple Invoice Entry Screen• Multiple Invoices against same PO with a single account

• Blanket POs (Receiving Not Allowed)



Enhanced Multiple Invoice Entry Screen• Multiple Invoices against a vendor for same object for different locations

• Food Services



Enhanced Multiple Invoice Entry Screen• Multiple Direct Payments

• Employee Expense Reimbursement



Accounts Payable Check Print• ACH Processing Options

• Minimum Checking Amount for Vendor and Employee

• Option to Print One Stub Line Per Invoice (not account level)



Accounts Payable Ageing Report• Ageing based on Due Date or Invoice Date

• User selected Due Days ranges

• Various Grouping and Sorting options



Accounts Payable Ageing Report



1099 Processing• New 1099 Payment Adjustment Screen

• Adjustments to 1099-Misc for payments made outside the APECS system, like payments through Student Activity Accounts

• Enter 1099-R Payments



Stale Check Processing• Stale Check Processing based on user entered Claim End Date – part of Check Register batch

• Email or Printed Letter Notification to vendor using District defined template


Documents

INTRO