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).
General Ledger FAQ
Can I Make Journal Entries to a Closed Accounting Period?
Yes. Make the required entries and simply “re-close” the closed period. Enhanced will then move only the new journal entries to the closed period. Category: General Ledger
I have a Standard List of Journal Entries that I make each Month. The only difference in these entries is the dolla ammounts. Is there a way that I can set up standard journal entries that “recur” each month?
Click on the Reports tab and select AUD Report. If you wish to report on the year 2006, enter 2007 in the Year for the AUD to be created. Click on Create AUD Report. Click File, and then Close. Now click on View AUD report. Note: the totals for the AUD will be listed under Current Year (current year column contains the 2006 totals for the current year’s submittal (2007) for the AUD report).
I need to track deposits I’ve made to certain revenue accounts. How do I do it?
When making the journal entry to record receiving money against a revenue account, be sure to enter the “deposit number” as part of the description. Then, click on the Inquiry tab (General Ledger) and select Selective Account Detail. Enter a date range, click on the G/L Detail – Selective Account radio button and double click on the revenue account(s) that you wish to review. Click OK. You’ll now be able to print a report that will display what was deposited; account(s) deposit numbers and amount(s). Note: the Disbursements & Receipts module addresses this issue by automatically reporting on both expenditures and revenues.
I used the wrong date when making a journal entry. What’s the best way to correct it?
Edit the journal entry by clicking on the Edit button (General Ledger Module – Add/Edit Journal Entries) and select the appropriate batch #. Simply enter “zero” in place of all the debit / credit values and click File then Close. Now re-enter the journal entries using the correct date.
One of the general ledger appropriation accounts I entered is showing up as revenue in my chart of accounts
Go to the General Ledger module – Data Entry tab and select Add/Edit Account Control Specifications. Change the High G/L # to a three (or any other single digit number) then click File – Close. You’ll see an hourglass for a few seconds while the system re-indexes the chart of accounts. Don’t forget to change back the High G/L# that was altered
What’s the easiest way to enter budget amounts?
A simple way to enter a “lump sum” budget amount for operating statement g/l accounts. The respective budget entries are tracked through out the year, and reported on the Operating Statement report. Highlight the Fiscal Year (upper left of screen) by holding down the left mouse button and dragging it across the fiscal period (i.e. 2000001). Change it to the current fiscal year (i.e. January 2004 would be entered as 2004001…..the year 2004, followed by the month 001). Click on the GL to Budget button (upper right) if this is the first time entering budgets or new fiscal year). Select individual g/l account numbers (click on each one) or select all g/l account numbers (by holding down the left mouse button and dragging it down highlighting all the g/l numbers listed). Click the arrow in the center pointing to the right. All the selected g/l numbers will move to the right container. File close to return to the budget entry screen. Now, simply enter the early budget for respective g/l account numbers (under Enter Yearly Budget). The entries may be corrected, changed and/or updated as required by returning to this screen and changing the amount(s).
I need to know all the debits and/or credits for a specific G/L account number or series of numbers
Click on the Inquiry tab in General Ledger and select “Selective Account Detail”. Adjust the beginning and ending dates if necessary, then click on the radio button next to “G/L Detail – Selective Account”. Double click on the g/l number(s) shown on the left side of the screen, then click ok. For a better display of information, click on print preview or print button.
How do I close an accounting period?
Enhanced closes (updates) accounting periods by using the Trial Balance report found in the general ledger module. Run the report for the accounting period that you wish to close. Select the first fund (usually General Fund A) and print the report to screen. Once you’ve printed the report, click File, and then Close. Providing that you are in balance (debits equal credits) the system will ask if you’d like to update (close) an accounting period. Click OK and select the respective accounting period to be closed. Enhanced will then check all the other funds for the specified accounting period, and close all funds for that period. If one or more funds are not in balance, none of the funds will be closed
I need to “re-open” a closed accounting period
Click on the Actions tab while in the general ledger module. Select “Rollback Closed Periods”. Click OK to roll back the previously closed period, then click Cancel to leave this menu step.
Please give me an “easy” example of a Due From .. Due To
Example – moving money from General Fund 1 to Water Fund 2 Setup Setup Due From account in the General Fund Setup Due To account in General Fund Setup a Due From account in Water Fund Setup a Due To account in the Water Fund Moving Money (General Fund) Debit Due From Account (Debit) Due To Account (Credit) Due To (Debit) Cash (Credit) (Water Fund) Due To (Debit) Due From (Credit) Due From (Credit) Cash (Debit)
Payroll FAQ
I need to track Unemployment Insurance for my employees and need to enter a limit and a tax rate. How do I set this up in Enhanced?
Go to the System Utilities module – Data Entry tab – Add/Edit State Name & Sales Tax Specs. Select the state (i.e. NY). Enter the Unemployment Limit (ex. 8500) and the Unemployment Rate (ex. 2.5). Click Save then Exit. Now, go to the Payroll module – Reports – FUTA/SUTA. Check the State Earnings Report box and click OK
I calculated a payroll and noticed that an employee that should not be paid for this payroll run. How do I eliminate the employee from the current payroll?
Cancel out of Calculate Payroll and Print Checks and go to Add/Edit Time Card Earnings and Deductions. Select the employee that is to be eliminated from the current payroll, and click on the Earnings radio button. Click in the Pay Type box and press Ctrl and the minus sign (-) on your keyboard. The system will then confirm that you want to eliminate the record. Do this for all earnings’ records. Now, click on the Deductions radio button. Click in the Deduction Type box and press Ctrl and the minus sign (-) on your keyboard. The system will then confirm that you want to eliminate the record. Do this for all deductions’ records. Re-calculate the payroll.
A new employee I just entered is not showing up when I calculate payroll. What did I miss?
You missed setting up the employee’s income tax information. Go to Add/Edit Employee Income tax Specs and enter both the Federal and State income tax specifications by clicking on the respective radio button. Note: this can be done while in the middle of the payroll run. Once completed, re-calculate the payroll and the new employee will show up.
I verified all the setup information for an employee, but the employee still doesn’t show up in the payroll. What’s the easiest way to get the employee on the Time Cards and in the payroll run?
When an employee is not showing up on a particular payroll run, it usually has to do with the “last pay date” found in Add/Edit Employee Earnings and Deductions (Data Entry Tab). For example, when Adding a Standard Transaction to a Payroll run for a weekly payroll, and the Ending Date you entered in 9/16/02 – the corresponding date in the employee’s Add/Edit Employee Earnings and Deductions record should be 9/902 (7 days prior). The system will prevent an employee from being paid more frequently that 7 days for a weekly payroll, 14 days for a bi-weekly etc. Easiest solution: remove the date from both the earnings and deductions records found in Add/Edit Employee Earnings and Deductions. The system will rely on the Frequency (i.e. weekly) to process the respective employee, and will automatically assign an ending date for both earnings and deduction records in Add/Edit Employee Earnings and Deductions. An even easier way to “reset” the payroll dates would be to “Undo Payroll” (Actions tab). This feature simply eliminates the current payroll and resets employee earning/deduction dates.
One of my employee’s earnings is doubling. Why is this happening?
Assuming that the last payroll was posted, the likely cause is multiple income tax records. Go to Add/Edit Employee Income Tax Specs and check both Federal and State records. If more than one “USA” or “NY is displayed, mark the second one “deleted”. Go to the System Toolbox module and click on “Remove Delete Tax Records” found under Payroll.
The “days worked” on the retirement report is screwed up for one of my hourly employees. What is the likely cause?
You have the hourly employee marked as “salaried”. Go to Add/Edit Employees and click on the Payroll tab. Uncheck the Salaried box. Note: Salaried employee records that do not have this box check will also have problems with the days worked on the retirement report. If using “electronic” NYS Retirement reporting (ASCII file) – corrections can be made by viewing the file prior to sending it to the retirement system.
I need to make an employee :inactive” for a short period of time, but would like to add them to a payroll in the near future. What is the easiest way to do this?
Go to Add/Edit Standard Earnings and Deductions. Select the employee and mark all the earnings and deduction records as “Inactive”. Be sure to remove the last paid and last taken dates from the earnings and deductions records. When this employee is to be paid again, simply return to Add/Edit Standard Earnings and Deductions and mark the respective records as “Active”. The employee will then be part of the next payroll that contains his or her respective “frequency” (i.e. weekly, bi-weekly etc.).
I started using Enhanced mid-year and need to enter year-to-date information for all of my employees. How is this done?
Go to the Systems Utilities module, Data Entry tab and select Initialize Payroll Earnings and Deductions. Select an employee; enter the last date the employee was paid from the old system, and the check number used by the old system. Click on the “Deductions” tab and enter any deduction description (i.e. union dues, NYS retirement etc.). Now enter the type and total y-t-d amount of the respective deduction. Click on the “Taxes” tab and enter the Federal, State, FICA, and Medicare amounts. Be sure to specify the State as NY and FICA and Medicare as “1” (under Jurisdiction).
I inadvertently selected an employee to be paid that shouldn’t be paid. How do I get the employee off the Time Cared and out of this payroll run?
Go to the Data Entry tab and select Add/Edit Time Card Earnings and Deductions. Select the employee, then click on the Earnings radio button. Press Ctrl (on your keyboard) and the minus sign (located on the numbers row). Press Ok to confirm the deletion. Do this for all the earning records and deduction records. The employee will no longer be part of this payroll.