Infor ERP LN Accounts Payable (AP) and Cash Management Payments Overview

Infor ERP LN – AP and Cash Payments Overview

Dan Aldridge CEO Performa Apps

e-mail [email protected]

website www.inforln.com/wp

linkedin Dan Aldridge

twitter @Danaldridge1

mailto:[email protected]

http://www.inforln.com/wp

http://www.linkedin.com/pub/dan-aldridge-twitter-danaldridge1/0/a19/174

http://www.twitter.com/danaldridge1

Finance Training Agenda – ACR & CMG

ACR - Accounts Payable Overview

Overview

Master Data

Processing

Open Entries

Exercises

CMG - Cash Management Overview

Overview

Master Data

Processing

Exercises

2

Finance Training Agenda – Accounts Payable

Accounts Payable

Overview

3


Overview

Business Partners

Financial Customer Groups

Processing

Terms

Master Data

Parameters

Procurement Card

Purchase Invoice

Report Definition

Processing

Received Invoices

Invoice – Matching

Invoice - Cost

Recurring Purchase Invoices

Reporting

Open Entries

Dashboard

Aging Reports

Recalculate Invoice-From BP Balances

4

Accounts Payable

Business Partners

Pay

To

Invoice

From

Pay

By

Invoice

To

Supplier

Roles

Customer

Roles

All supplier and/or all customer roles must be defined for a business partner

Business

PartnerInvoice

To

Ship

To

Pay

By

Pay

To

Invoice

From

Ship

From

Sold

To

Buy

From

5

Accounts PayableSupplier Information

Supplier Buy-From: BP Status

Language

Area

Line of Business

Address

Order Discount

Purchase Office

Terms of Delivery

Supplier Invoice-From: BP Status

Language

Address

Currency

Financial Supplier Group

Statement Method

Terms of Payment

Payment Method

Supplier Pay-To: BP Status

Language

Address

Currency

BP Bank

Supplier Ship-From: BP Status

Language

Address

Warehouse

6

Business Partner

Financial Supplier Group

Ledger Accounts

Accounts PayableFinancial Supplier Groups

7

Financial Supplier Group Information: Control Account

Currency Profit & Loss

Payment Differences

Discounts

Late Payment Surcharges

Invoice Receipts

Anticipated Payments

Price Differences

Unallocated Payments

Advance Payments

OthersAccounts PayableFinancial Supplier Groups

8

PN4

Print Purchase Order

Print Good Rec. Note

Maintain Receipts

Print Claims

Maintain Approvals

Print Storage List

Print Return Notes

Print Purchase Inv.

Process Delivered

Purchase Orders

Accounts PayablePurchase Order Steps

9

10

Accounts Payable

Cost Invoices

Purpose: To process invoices for (non-inventory) items

that were purchased without a purchase order.

No longer separate Transaction Type in LN.

Process Flow:

Maintain Transaction

Purchase Invoice Header

Purchase Invoice Lines

Optional:

- Change terms of payment.

- Attach payment schedule,

then create transactions

from schedule.

- Change authorization data.

11

Accounts Payable

Purchase Order Matching

Register (Voucher) Invoice

Approve Invoice for Payment

Receive and Authorize Invoice

Booking Difference

Approve Price Difference

Optional

Purchase Invoice Matching:Automatic or Manual*

Received Invoice has been entered in “Maintain Received Purchase Invoices” session

Registered Invoice can be a batch in “Maintain Transactions” session. Ledger accounts will then be assigned

MatchedInvoice has been matched to Purchase Order and/or Receipt in “Match/Approve Purchase Invoices with Orders” or “Match Receipts

Approved Invoice has been approved (authorized) in “Approve Purchase Invoices” session

Canceled Invoice has been canceled in “Maintain Received Purchase Invoices” session

Accounts PayableKeywords

12

Accounts Payable

Order Matching Differences

Booking Difference: An additional invoiced amount.

Recorded as an add-on cost.

Enter G/L account and dimension code.

For example, freight, insurance, and so on.

Price Difference: A true Purchase Price Variance (PPV).

The invoiced price is different than the PO price.

G/L account price variance (within tolerances).

G/L account result (outside tolerances).

13


Accounts Payable

Master Data

14

Accounts Payable – Master DataParameters

Parameters

Default Aging Analysis

Transaction Types for Currency Differences

Financial Customer Groups

Procurement Cards

Matching Codes

15

Accounts Payable – Master DataParameters

Purchase Invoices

Hold Reasons

Assigned Approvers

Authorizations

Matching Tolerances

Purchase Offices

Reporting

Aging Analysis Data

A/P Statements

Credit Notes Letter

16


Accounts Payable

Processing

17

Procurement Card processing is focused on corporate houses, where the products are purchased using a corporate Procurement Card.

The buyer is not necessarily a regular buyer of goods in the organization

18

Accounts Payable – ProcessingProcurement Cards

Purchase Requisition

Holiday Inn hotel EUR 850

Lufthansa EUR 1.400

Manually

Electronically

Holiday Inn hotel EUR 850

Lufthansa EUR 1.400

EUR 2.250

Manually

Electronically

Match•Manually

•Automatically

19



Procurement Cards

Procurement Card

Lines

Procurement card number

Procurement card company (business

partner)

Status / validation data

Credit limit

Line Category

Purchase requisition

Past adjustment

Others

Default ledger account

20

Accounts Payable - Processing

Received Invoices

Purpose:

To optionally preregister invoices without generating financial transactions and opening A/P items.

Also includes authorization by different employees/departments for further A/P processing.

21


Accounts Payable Purchase Invoice Processing

Matching with

Orders

Approval

Maintain Purchase

Invoices

Received Invoices

Approval

Maintain

Transactions

GLD Processing

Maintain

Transaction Lines

22


Types of Matching

Register Invoice

Automatic Match

Complete

Price Difference

On FSG

Approve Invoice

Manual Match

$ Receipt / $ Invoice - ToleranceYes No

23


Assign Credit Notes to Invoices

Original Invoice

Now Later

Transaction Type

One Credit Note

to One Invoice

One Credit Note

to Many Invoices

Reduces the Open

Balance of the Invoice

24


Recurring Purchase Invoices

Period 1 Period 2 Period NToday

25


Tolerances

Higher Lower

% $ % $

2% 50.00 5% 100.00

Receipt Amount = $100.00

Invoice Amount = $120.00

Out of Tolerance

Receipt Amount = $100.00

Invoice Amount = $97.00

In Tolerance

26


Accounts Payable

Open Entries

27

Accounts Payable – Open Entries

Print / Display Options

Need info NOW?

Open Entries Business Partner (BP) Purchase Invoices

Registered Purchase Invoices by BP

BP Totals

BP by Factoring Company Print Purchase Invoices

Print Invoice Authorization Schemes

Print Invoice-from BP Balances

Print Invoice-from BPs Total Balances (by Co.)

Print Aging Analysis by Invoice-from BP

Print Invoice-from BP Aging Summary

Print Invoice-from BPs Finalized Transactions

Print Control Account Checklist

Print Recurring Purchase Invoices

28

Accounts Payable

Dashboard

29

Main Accounts Payable Dashboard

Review Questions and Answers

30

3

1

Training Exercise:

Input Cost Invoice

Finalize Batch

Review in Transactions in ACP Dashboards

Accounts Payable

Training Exercises

Finance Training Agenda – Cash Management

Cash Management

32

Finance Training Agenda – Cash Management

Overview

Master Data

Parameters

Payment Authorizations

Bank Relations & Methods

Check Master

Electronic Bank Statements

IRS 1099 Reporting

Processing

Payments to Suppliers

Receive Payments

33


Cash Management

Overview

34

Facilitates quick data entry

Does not restrict user with data consistency checks

Checks are done when applying the remittance advice

Reduction of cash application lead time

Options to easily handle:

Short payments

Over payments

35

Cash ManagementRemittance based on cash application

Cash Management

Uninterrupted supplier payment process

Select Invoices for Payment

Payment Batch X1

Uninterrupted Payment Process

• Payment Created

• Financial Posting

Exception Error

Payment Batch X2

36

Cash Management

Uninterrupted payment/receipt process

Payment Process Defaults

by Bank/Payment Method

Payment Process Defaults Devices

Starting Check

Senders Identity

File Identification

Device for Payments

37

Cash Management

Uninterrupted payment process

Error report during Payment Process

Display of all exception errors per payment batch

38

Cash Management

Accounting for anticipated payments

L E D G E R E N T R I E S

Check

mailed

At

Check Run

Check received by

Supplier and presented

to Supplier’s Bank

Check clears

your Bank

AtBank Reconciliation

Anticipated

Payments

Cash

Clearing

Debit Credit Debit Credit

Accounts

Payable

Cash

Debit Credit

Anticipated

Payments

Cash

Clearing

39


Cash Management

Master Data

40

Cash Management – Master Data

Parameters

Parameters

Payments by Company Group

Select Only Finalized Invoices

Payment Differences Tolerances

41




Used to limit check writing to selected user along with

putting limits on size of payment.

42


Payment / Receipt Methods

Payment / Receipt Methods

Separate Methods for:

Receipts

Payments – Checks

Payments – ACH

Checks Printing:

Multiple Checks

Single Check w/Remittance

Single Check with overflow

to Remittance.

43


Check Master

Check Master

By Payment Method

Check Status:

Not Used

Test Print

Void

Damaged

Anticipated

Rejected

Paid

44


Check Master

Reasons

Can be Added

to Payments

Valid for 1099-MISC Yes / No

45

Finance Training Agenda

Cash Management

Processing

46

Cash Management – Processing

Supplier Payments

Supplier Payments

Based on Payment Batches

Created by session and modifiable.

Supplier total can not be negative.

Can be used for EFT or Checks

Use separate batches for EFT and Checks

Use different payment Methods.

Payments can be easily voided or rejected until cleared.

Payments not in GLD until Posted.

Automated clearing available with Bank Electronic file.

Requires set up of EBS import specifications.

Still requires manual processing for problem checks.

47


Supplier Payment Process

Documents

Payment advise

Select invoices for

payment

Trade Note

process

Automatic payment

process

File

Documents

Automatic

matching

Electronic

bank statement

Manual

bank statement

Reconcile

Change Trade Note

step

Open entries

48


Select Invoices for Payment

Select Invoices

Create Batch to pay

May be modified

Not Selected

Prints a report of

invoices NOT selected.

Helpful Hint:

You should print the

“Not Selected” report to

see what is still open.

49


Payment Advice

Payment Advice

Ability to modify

Payment Batch before

paying invoices.

50


Process Payments

Process Payments

Compose Payment

Assign Banks to Payment

Audit Payments

Create Payment Orders

Checks

ACH

Print Remittance Letters

Post Payments to GLD

By Payment Batch

51


IRS 1099 Reporting

IRS 1099 Reporting

Generates output for filing

1099s with IRS

Can be either:

Paper

Electronic

52


Customer Payments

Customer Payments

Manual process uses same session as Journal Vouchers

Uses “Cash” Transaction Type

Normally uses a “Checksums” for batch.

Automated process available with Bank Electronic file.

Requires set up of EBS import specifications.

Used with Lockboxes

Still requires manual processing for unmatched receipts.

53


Customer Payments

Manual Receipts Direct Debits

Physical Receipt of Cash, Check, etc.

Business Partner’s bank

is automatically charged

for a selected sales

invoice

Cancel Open Invoices

Advance Receipts

Receipts not specifically

Allocated to Open Invoices

Non-BP Related remittance for

Sundry Sales (Trans posted

Directly to GL)

OR

$

54


Customer Payments

Receipt Transaction - The Bank

transaction type to process customer

receipts and payments for credit notes

To process manual bank reconciliation entries, available Transaction

Types in the Bank Transactions (tfcmg2100m000) session include:

State Bank & Trust

S T A T E M E N T

7/12/99 $18000.00

Deposits

Checks

7/18/99 $27889.77

7/23/99 $ 9987.00

7/30/99 $33887.65

7/01/99

7/06/99

7/07/99

7/07/99

7/08/99

7/09/99

$ 60.00

$ 14002.40

$ 232.09

$ 115.50

$ 1160.45

$ 22.00

325432

325438

325447

325448

325449

svc chg

55


Customer Payments

Journal - The Bank transaction type to process charges directly to the

general ledger (e.g., bank costs, bank service charges, and other

sundry charges)

Receipt Reconciliation - The Bank transaction type to process

anticipated receipts actually received by the bank

Unallocated Receipt - The Bank transaction type to process an

unallocated receipt not linked to an invoice. These amounts can be assigned

to open entries now (Assign Adv./Unall. Receipt under Specific), or at any

later date

Unallocated Receipt - The Bank transaction type to process an

unallocated receipt not linked to an invoice. These amounts can be assigned

to open entries now (Assign Adv./Unall. Receipt under Specific), or at any

later date

56


Customer Payments

Unallocated and advance receipts:Create open cash amounts on the partners account after

they have been reconciled to the bank statement.

Advance receipt:• Tax can be calculate tax on Advance Receipt.

Unallocated receipt:• Tax can NOT be calculated on Unallocated Receipt.

57

Choosing which type of receipt to create depends on the business

situation and the local tax legislation requirements.

Review Questions and Answers

58

5

9

Training Exercise:

Create Payment Batch

Edit Payment Batch

Process & Post Payment Batch

Finalize Batch

Review in Transactions in ACP Dashboards

Cash Management

Training Exercises

For more info: Email [email protected]

Website: www.inforln.com/wp

Twitter @danaldridge1, @iapperp

Software

Infor ERP LN Accounts Payable (AP) and Cash Management Payments Overview