Accounts Payable FAQ

I forgot to load checks in the printer and printed supplier checks to white paper

Simply click on the print button again (after loading the check stock into the printer). Printing has no effect on the system and will not cause any erroneous postings.

How do I create a template?

Select Add/Edit Supplier Invoice Templates found under the Data Entry tab in Accounts Payable. The system will assume that it’s the first template being created, and will default to new. Future templates will require a click on the “new” button (or File then New). Enter a template name, and then select a supplier. Use “100” as a basis to distribute monies against pre-defined g/l accounts, i.e. 30 16204.1 60 16204.2 10 16203.3 The purpose of the distribution is to create the calculation used by the system to distribute the total amount of the respective invoice. Once the template is created, go to Add/Edit Supplier Invoices and click on Load a Template (located on the toolbar – picture of a yellow cross with a window to the right of it). Select the template name and enter the amount of the respective invoice. Enhanced will use the “distribution” created in the template to distribute the total of the invoice to the various g/l account numbers. The template can be used as often as desired. Note: a/p templates don’t appear on the Operating Statement until they are posted.

What is a Supplier Invoice Template and how is it used?

A template is a standard invoice that will be used to automatically distribute monies against pre-defined g/l account numbers. The template is considered "reoccurring” since it will be used each period to process a particular supplier invoice (i.e. Niagara Mohawk) against standard g/l numbers using a different invoice amounts (see next answer for more information).

I'm trying to edit a supplier invoice and get an error message that the "selected invoice is being updated by another user"

Go to the Actions tab in Accounts Payable and click on Select Supplier Invoices to be Paid. Click on Reset All to remove respective invoices from the payment list. You will now be able to edit an invoice.

A supplier called and asked when a particular invoice was paid, and what the check number was. How do I find the information?

Go to the Inquiry tab in Accounts Payable and click on Supplier Invoices. Select the supplier in question by double clicking on the supplier’s name. Click Ok. A list of all invoices for that supplier will be displayed. Find the particular invoice and double click on the invoice number to drill down to a screen display of the invoice, which includes pay date, and check number, plus a mirror image of the invoice.

I've entered several supplier invoices and had to step away from my desk. How do I know what's been entered?

Assuming that you are still in the screen to add a supplier invoice – click on the Display all invoices entered in this session (lower left of screen). Information such as supplier name, invoice number, invoice amount and voucher number will be displayed. If you have left the “add a supplier screen”, use the abstract of voucher report – unpaid to list invoices entered (be sure to sort using the current data as beginning and ending).

I voided a supplier check and now need to void the associated invoice

Click on the Actions tab in the Accounts Payable module, and select Auto Void Supplier Invoice. Click the drop down arrow and select the supplier whose invoice needs to be voided. Click on the Void button to the right of the invoice in question. A negative (credit) invoice will be created that will off set the original invoice the next time supplier payments are processed.

I entered a supplier invoice using the wrong supplier. How do I correct it?

Use the Auto Void Supplier Invoice feature found under the Actions tab in the Accounts Payable module (see answer to the next question for more information).

I have a Canadian supplier I would like to setup. How do I enter address information for a different country?

Go to System Utilities – Data Entry tab – Add/Edit Country Name & Sales tax spec. Click the Add button and enter the country name (i.e. Canada) and code (i.e. CAN). Now, go to Add/Edit State Name & Sales tax spec. Click the Add button and enter the State name (i.e. Quebec) the Postal Code (i.e. Que) and the Country code (i.e. CAN). Finally, go to Add/Edit City Name & Sales tax spec. Click the Add button and enter the city name (i.e. Ontario), the state (i.e. Quebec) and the country (i.e. Canada).