Session 1-3 and 1-4Sage 300 CRE: Advanced Accounts Payable Lab (Parts 1 and 2)Presented by: Kathy LewisKathy Lewis ConsultingKathy@klcvision.com

mailto:Kathy@klcvision.com

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Credits/Revision History

• Original Author(s): Jeff Gillig, Aronson LLC

• Revision Date: Sept 13, 2017

• Major Updates Include:• Update job setup screens for version 16.1•••

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Session Objectives

This session will give you the fundamentals of the newer feature in the accountspayable module. After completing this class you will know how to import invoices,how to manage credit cards, how to process EFT (Electronic Fund Transfer)payments, manage Lien Waivers and setup and use the Subcontractor Compliancefeatures.

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“Newer” Functionality?

• Available since inception(?)• Import invoices

• Introduced 9.8• Manage credit cards

• Introduced 12.1• Electronic payments (EFT)• Setup and use Subcontractor Compliance features

• Manage lien waivers

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Import Invoices

• Why use?• Saves time• Improves accuracy• It’s easy!

• When?• Good for repetitive invoices (monthly, etc.)

• Alternative to setting up recurring invoices• When data is received electronically• To enable outside tool integrations

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Opportunities for Importing Invoices

• Subcontractor requisitions• Employee expense reports• Supplier activity (like Home Depot)• Intercompany invoicing• Integration with 3rd party products• Other ideas?

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Import Invoices Workflow

After importing, invoices still need to be posted!!!

Original file(text)

New.APIRejected Invoices

Start Import invoices

Fix errors and import rejected

invoices

Reject file (text)

Start

Imported Invoices

Create import

file

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Choice of Import File Formats

• Variable• Dynamic format based on AP settings

• Changes to certain AP settings will impact the import file format

• Fixed• Static format

• Will not be affected if AP settings are changed• Consider using only if…

• Importing to multiple data sets with different AP settings• Importing from 3rd party software• Changes are often made to AP settings

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Closer Look at the Variable Format

• Variable format before making changes in AP Settings

• Tax and Date Received enabled in AP settings

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Where to Import Invoices?

File to import

In AP, go to Tools-Import Invoices

File to send rejections to

Click to preview/print the Variable import file format

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Important Import Invoices Facts

• Imported from a comma-delimited text tile based on 1 of 2 specified formats• Entries are verified and run through a set of business rules

• ex. Vendor id exists, GL account number exists• If rules aren’t met, entries are sent to the rejection file

• The import file is not deleted after importing• The system doesn’t warn if the file was previously imported, but duplicate

invoices will be rejected• Cannot import credit card payments that are linked with the new AP functionality

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Hands-on Import Invoice Practice

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Manage Credit Cards

• Introduced in 9.8• Allows the ability to record individual payments for each issued credit card throughout the

monthly billing cycle• Can track payments of multiple credit cards for multiple credit card vendors• Includes a statement reconciliation tool

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Credit Card Workflow

Credit Card Setup and Workflow

Setu

pW

orkf

low

Reco

ncili

atio

nPa

y Cr

edit

Card

Ven

dor

SetupCredit Card

Vendors

SetupCredit Cards

Record Payments by Credit Card

Verify Monthly Statement

Create Invoice (for c.c. vendor)

Print Checks or Record Manual

Payment

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AP SettingsIn AP, go to File-Company Settings-AP Settings

Sample entry for credit card payments:

Dr. expense accountCr. cc payable account

Sample entry when credit card statement is recorded:

Dr. cc payable accountCr. accts payable

account

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Credit Card Vendor Setup

The Vendor Type section becomes grayed out (and cannot be changed) when one or more credit cards are linked to the vendor

Credit cards can only be setup for vendors setup with a type of Credit Card

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Credit Card SetupIn AP, go to Setup-Credit Cards

Credit card vendor this credit card is linked to

Name of this credit card

Click to create a new credit card

Click to see a list of credit cards (and associated vendor)

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Additional AP Tasks

Use this task to record all of the credit card payments between payment cycles

Use this task to reconcile the credit card statement with the previously recorded cc payments and to record the cc invoice to pay the vendor

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Hands-on Credit Card Practice

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Recording EFT payments

• Timing• EFT previously executed?

• Use Record Manual/Print Quick Checks• Need to generate payment(s) file?

• Use Generate Electronic Payments

• Can generate a file that can be sent to the bank to pay vendors• Similar to direct deposits in PR

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Record a previously executed EFT paymentIn AP, go to Tasks-Record Manual/Print Quick Checks

Select “EFT Payment”

Enter a reference for the transaction

Other than the above differences, this is the same as recording a manual check

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Need to Generate an EFT File?In AP, go to Setup-Vendors.

Enter the vendors bank routing, account number, and account type.

Click Prenote onlyso that the first EFT sent for this vendor will be a test. (The vendor will get a paper check for the first EFT).

After the prenote is complete, the Prenotedate will have a date and Prenote only will be cleared.

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Enter Vendor Payment Default

In AP, go to Setup-Vendors

Chose the default Payment type

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Generate Electronic PaymentsIn AP, go to Tasks-Generate Electronic Payments

Specify the Effective date and Electronic payment path

Will generate a notification file vs. printing checks

Each bank may will require a different file format, use Options to modify the file layout

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Closer Look at Generate Electronic Payments - Options

Be sure to review the help topic for guidance when setting up the electronic payments file in accordance with your bank ACH requirements

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What does the payment file look like?

The format of this file can vary, depending on the options selected in the Generate Electronic Payments-Options window

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Hands-on EFT Practice

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Subcontractor Compliance

• Introduced in version 12.1• Managed in Subcontractor Compliance Management• Use to manage receipt the following…

• Lien waivers• Insurance• Certified reports• Miscellaneous items (user-defined)

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Records of Expectation

• The compliance functionality is focused on generating and maintaining records of expectation, similar to a check list

• Generally… items will be out of compliance if not marked “received” in Subcontractor Compliance Management

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Where is Subcontractor Compliance Management?

• Available in both AP and PJ.

AP

PJ

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Subcontractor Compliance ManagementJob filter Vendor filter

Compliance type toggle

Records of expectation*

Status filter *Records of expectation can be both automatically and manually entered

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What Happens if Out of Compliance?

Select invoices to pay warning Warning during

invoice entry

Block payment notification

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How are Compliance Items Created?

• Can be both automatically and manually entered• Generated based on combination of settings located in…

• AP Settings-Compliance Settings• Job setup (Job Compliance tab) • Vendor setup (Insurance/Compliance tab)• Certified Reports Service

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Compliance SettingsIn AP, go to File-Company Settings-AP Settings

New (Subcontractor) compliance settings

Overall subcontractor compliance settings are available in AP Settings

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Controlling the WarningsWarnings can be controlled separately for each of these compliance items:• Lien Waivers• Certified reports• Insurance• Miscellaneous

These are the warnings that can be controlled for each compliance item. Clear the check marks to turn off.

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Lien Waiver Settings Tabs to toggle between the 2 lien waiver types:• Conditional• Unconditional

Neither type are required and each can be set to:• Create• Do not create

Regardless of setting, lien waivers are not created for invoice distributions that are not associated with a job!

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Create Partial Lien Waivers at…Invoice postingLien waiver created when invoice is entered. Amount is beforeretainage and discounts are deducted.

Invoice payment selectionLien waiver created when invoice is selected for payment. Amount is before discounts and after retainage is deducted.

Invoice paymentLien waiver created when invoice is paid. Amount is after retainage and discounts are deducted.

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Lien Waiver Through Date

Last day of month for invoiceThrough date is the last day of the month based on the invoice date. Through date = 3/31/2015.Invoice dateThrough date is the invoice date. Through date = 3/25/2015.

Payment dateThrough date is the date of payment. Through date = 4/25/2015 (this is not the actual check date!)

Example dates:Invoice date = 3/25/15Payment date = 4/25/15Actual check date = 4/15/15

Payment date option only available with Unconditionallien waivers

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Final Lien Waiver AmountThe default amount of the final lien waiver can be either:

Invoice amount - or -Revised

Commitment total

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Remaining Lien Waiver SettingsDefault report formats can be specified for both Conditional and Partial lien waivers

Select to create lien waivers for all vendors if specified in job setup, regardless of the setting on the vendor

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Certified Report Compliance SettingSystem compares this date with the certified report week ending dates in Subcontractor Compliance to determine if a compliance warning is necessary

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Vendor Setup Changes Manage requirements/ dates for up to 6 separate insurance types (can also require per commitment)

Specify additional “misc” compliance items

Click to enable lien waivers (if not checked, lien waivers will not be created - can be overridden in Job setup and AP settings)

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Job Setup ChangesLien

waiver controls

Certified report

controls

Force final compliance

review before final payment

of commitment

Jurisdiction matching for

misc. compliance

items

Settings by Vendor Type

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Commitment Setup Changes

Manage commitment-specific insurance requirements

(if specified in Vendor setup)

Click to allow final payment (if specified in Job setup)

Settings to require lien waivers, certified reports, etc. from secondary vendors

Record receipt of pre-lien notices

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Creating Lien Waivers

• As a general rule, lien waivers records will be created for a particular vendor invoice/payment on a particular job IF…

In AP Settings, create lien waivers is turned on

In AP Settings, enable lien waivers for all vendors… is checked

In Job Setup, generate lien waivers is checkedand the invoice/payment is greater than the minimum amount specified.

AND

In Vendor Setup, create lien waiversis checkedAND OR

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Lien Waivers Example

Lien waiver records created when invoice paid

Check information

InvoiceD

istributions

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Printing Lien WaiversIn AP, go to Reports-Lien Waivers

(Required) The default reports allow printing based on Issued from/todate range

(Optional) Filter by Job and/or Vendor

(Required) “Maximum” through date

Default lien waivers do not allow printing by check range!

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Managing Lien Waivers in Subcontractor ComplianceMany of the fields can be changed as necessary by typing directly in the cells in the window below

If through date is incorrect, change it here

Lien Waiver TypesConditional (partial and final)Unconditional (partial and final)Pre-lien notice

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Vendor Insurance

• Vendor insurance compliance items are created if, within Vendor Setup…• Proof of Insurance is checked, but no expiration date is entered

OR• An expiration date is entered, but it has expired

• Can be tracked separately by commitment

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Vendor Insurance SetupIn AP, go to Setup-Vendors-Insurance/Compliance tab

Warning if entered and expired (based on system date) Warning if an invoice is

coded to a commitment with a missing or expired expiration date (based on similar settings on commitment setup)

Warning if checked and no expiration date is entered

Allow printing of checks even if out of compliance

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Managing Vendor Insurance in Subcontractor ComplianceOptions: Outstanding, Received, Expired, Outstanding or Expired, or All

Any changes entered here automatically update either the Vendor or Commitment

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Certified Reports

• Requires the use of Commitments• Requires use and configuration of the Certified Report Service• Creates a weekly generated record of expectation if…

In Job Setup, require certified reports is checked

In Commitment Setup, the actual start date has a value

The Certified Report Service is running on the server

AND AND

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Certified Report ServiceON THE SERVERGo to Start-All Programs-Sage-Sage 300 Construction and Real Estate-Reporting and Other Tools-Certified Report Service Setup

Specify a S300 CRE username and password (if security is enabled)

Turns services on or off (if not enabled, records of expectation will not be created)

Service will run once a day at this time

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Trigger to Start Tracking Certified Reports for Jobs Where Required

To start generating records of expectation for Certified

Reports, enter an Actual Start date

In JC, go to Tasks-Enter

Commitments

Will receive a warning if the job requires certified reports and the commitment Actual Start date is missing

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Managing Certified Reports in Subcontractor ComplianceOptions: Out of Compliance, In Compliance, or All

Options: All, Primary, Secondary

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Miscellaneous Compliance Items

• User-defined compliance items• Configured in Vendor setup

• includes Vendor and/or Job level compliance• Can enforce by jurisdiction • Specify final compliance only items• Use Custom Descriptions create optional lists

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Misc. Compliance Items

• Warnings are created if…• Marked required, but not received

OR• Item past its expiration

• Examples• Received signed contract?• Received completed W-9 form?• Received valid state trade license?

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Custom Descriptions SetupIn AP, go to File-Company Settings-General-Custom Descriptions

User-defined miscellaneous compliance items

Examples of MiscCompliance Types

Click to modify lists

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Miscellaneous Compliance Items Setup

Creates a job record of expectation when a commitment is committed

Don’t warn until Commitment final approval (works only if Require Final.. Approvalselected on Job)

If entered, will warn if expired

If Required, will warn if not Received

On Vendor Setup-Insurance/Compliance tab, click Misc. Compliance Items

Must match Jurisdiction on Job for warning, or be Not Specified

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Managing Misc. Compliance Items in Subcontractor Compliance

Options: Outstanding, Received, Expired, Outstanding or Expired, or All

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Managing Overall Compliance Picture

• Explore new compliance reports and inquiries• AP-Inquiry-Subcontractor Compliance• AP-Reports-Compliance• PJ-Inquiry-Subcontractor Compliance• PJ-Reports-Compliance

• Use Sage MyAssistant, Sage MyCommunicator, and/or other notification tools to automatically communicate compliance issues

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Storing Scanned ImagesImages of the compliance items stored using Document Management can be displayed using this link

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Thank You! Any Questions?

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Session 1-3 and 1-4�Sage 300 CRE: Advanced Accounts Payable Lab (Parts 1 and 2)Credits/Revision HistorySession Objectives“Newer” Functionality?Import InvoicesOpportunities for Importing InvoicesImport Invoices WorkflowChoice of Import File FormatsCloser Look at the Variable FormatWhere to Import Invoices?Important Import Invoices FactsHands-on Import Invoice PracticeManage Credit CardsCredit Card WorkflowAP SettingsCredit Card Vendor SetupCredit Card SetupAdditional AP TasksHands-on Credit Card PracticeRecording EFT paymentsRecord a previously executed EFT paymentNeed to Generate an EFT File?Enter Vendor Payment DefaultGenerate Electronic PaymentsCloser Look at Generate Electronic Payments - OptionsWhat does the payment file look like?Hands-on EFT PracticeSubcontractor ComplianceRecords of ExpectationWhere is Subcontractor Compliance Management?Subcontractor Compliance ManagementWhat Happens if Out of Compliance?How are Compliance Items Created?Compliance SettingsControlling the WarningsLien Waiver SettingsCreate Partial Lien Waivers at…Lien Waiver Through DateFinal Lien Waiver AmountRemaining Lien Waiver SettingsCertified Report Compliance SettingVendor Setup ChangesJob Setup ChangesCommitment Setup ChangesCreating Lien Waivers Lien Waivers ExamplePrinting Lien WaiversManaging Lien Waivers in Subcontractor ComplianceVendor InsuranceVendor Insurance SetupManaging Vendor Insurance in Subcontractor ComplianceCertified ReportsCertified Report ServiceTrigger to Start Tracking Certified Reports for Jobs Where RequiredManaging Certified Reports in Subcontractor ComplianceMiscellaneous Compliance ItemsMisc. Compliance ItemsCustom Descriptions SetupMiscellaneous Compliance Items SetupManaging Misc. Compliance Items in Subcontractor ComplianceManaging Overall Compliance PictureStoring Scanned ImagesThank You! Any Questions?