Accounts Payable

Overview

This document will cover the Accounts Payable process in Savance Enterprise. This includes entering bills into

the system, marking the bills as paid and printing checks, and reviewing payment history for vendors. There

are also a couple of administrative features that are discussed, including running reports that are relevant to

accounts payable.

Entering Bills

In this section we will cover how to enter bills and the common scenarios that you may encounter during this

process. First, to find the accounting manager and accounts payable overview, follow this path: Accounting ->

Accounting Manager -> Accounts Payable. To find your way back to the accounting manager from the AP

dashboard, you can click the overview button at any time.

Entering Bills With a PO:

**Material must be received to enter a bill.

• You receive a vendor invoice in the mail and want to enter it into the system

• Click the enter bills icon

• Be sure that you are on the “From a PO” Tab

• Enter the PO # or Vendor name and make sure that the date range you are filtering on is relevant

• Add Reference number & invoice date

  

• Find the PO you are looking for in the “Open Purchase Orders/Releases” screen

  

• Expand the PO to see what releases and line items are included in the PO by clicking the plus sign next to the PO number and each release

  

• You can now select the respective boxes to enter a bill for the entire PO, or any combination of releases and line items

  

• Verify that the total balance due, freight charges, misc. Charges, sales tax, service charges and term discounts are accurate

  

• Click the “Create Bill” button in the bottom right hand corner of the screen

  

Common Scenarios Encountered While Entering a Bill From a PO:

The vendor invoice balance due doesn’t match the SE balance due because pricing is off:

Option A:

• Change prices in the Enter Bills screen by double clicking the net box for a line item and typing in the correct NET per item price (This can only be accessed with proper security privileges)

  

• Click the “Create Bill” button. The price changes will flow back to the PO and automatically change item level pricing and change all ledgers accordingly

  

**
Option B:**

• Write off a nominal difference in “Adjustments field” to a ledger account (Expense Account) of your choosing

  

• Create Bill

  

There were missing or broken items that are on the vendor invoice:

In the case that there are missing or broken items that the vendor is charging you for, you can pay the full bill and simply write off the expense or you can automatically create a Debit Memo to apply against the bill for those lost or missing items.

Option A (Write Off):

• Find the Accounts Payable Box in the “Enter Bills” screen and add a missing items adjustment

• Select an expense account

  

• Create Bill

  

Option B (Automated Debit Memo):

• To create a debit memo automatically, add missing items adjustment, and check create debit memo box

  

• “Create Bill” and the debit memo is created in the background.

  

• This will add the amount of the missing items to the total amount due but automatically create a credit for the same amount that will be taken against the bill

  

********In the case that you do take a debit memo against the missing or damaged items, it is expected that your warehouse will not receive those missing items. Your purchasing team should then contact the vendor and decide whether or not they will be shipping the remaining (missing items) on the same PO or if they will simply adjust the PO to reflect the true number of items shipped.

Term discounts aren’t being calculated accurately:

If you notice that the term discount is calculated wrong, make sure that the invoice date is accurate and the terms code is accurate as the due date and discount amount is calculated based off of those two items.

You need to add Freight, Service Charge, Misc. Charge or Sales Tax:

If there is freight, service charge, miscellaneous charge or sales tax on your vendor invoice, select the PO and right-click.

Select the part number, and then it will add that charge as a line that you then can enter the charge in the net field.

• Click the “Apply Credit” button and follow the prompts to select whatever credits are available to you

Entering an Expense Bill Without a PO:

There are some cases where you need to enter a bill not tied to a PO such as a utility bill or a credit card bill.

• Accounting Manager > Accounts Payable >Enter Bills >Without a PO

  

• Select a vendor

  

• Assign vendor invoice number in reference number, comment, invoice date, due date, terms code and sales tax as needed

  

• Select a ledger account to debit the expense against (can set default expenses per vendor)

  

• Add additional expense accounts as needed

  

• Enter an amount for the bill in the amount field

  

• Click the “create bill” button on the bottom right hand corner of your screen

  

Direct Order Billing:

Sometimes you need to enter and pay a bill or invoice on a Direct (Drop-Shipped) order. In this case your trigger to start the process would typically be receiving a vendor invoice telling you the material has been delivered to the customer. In order to bill & pay on this material follow the process summarized below.

Receiving Material on Direct PO:

• Click “Open” to bring up the object browser

• Search by PO#

  

• Double click or click “Open” to open the PO

  

• Click the Status Tab

• Double click the receiver

• Verify the amount of items you are being billed for is consistent with the quantity ordered

• Click “Fill All Items” “Deliver All Items”

  

• If you are being invoiced for fewer than were ordered, you can manually type that amount in qty delivered box

  

• Click “Post” “Delivered”

• You are now ready to enter a bill against the vendor invoice you received for this direct shipped material.

Invoicing Direct Order:

You will be able to find invoiceable direct orders in the open invoices tab in the accounting manager or via the object browser.

• Click “Open” to bring up the object browser

  

• Search by Order # and double click or click “Open”

  

• Click the “Status” tab and you will notice that there is a shipper created

  

• Click to open that shipper

• If you choose to open the invoice via the open invoices tab in the accounts receivable screen, the steps above will all be automated and you will be taken directly to the invoicing screen.

• Click the invoice button

  

Paying Bills

In this section we will discuss paying bills and the common scenarios you may encounter while doing so.

Selecting & Paying Bills:

• Find “Pay Bills”: Accounting Accounting Manager Accounts Payable Pay Bills

• Enter Vendor in Vendor Filter or search by Bill #/Reference #

  

• Review and select the bills you are looking to pay by checking the box next to the bill

  • If you want to review more detail about the bill you can follow the linked bill number and it will open the bill in question
  

• Click “...” in Apply credit column to apply a credit to the bill

  

• If needed, you can short pay by double clicking the amount to pay field and free typing whatever you chose

  

• Verify the total amount due for the bills selected is accurate (less any credits you applied)

• Choose payment date, payment type and the bank account you are paying from

  

• Click the pay bills button and these bills will be marked as paid

Common Scenarios Encountered when Paying Bills

Paying a Remit Vendor:

• Enter bills for vendors that have a Remit Vendor relationship as you normally would

  • The remit vendor you searched for will appear

• Expand the remit vendor out by clicking the plus sign and you will see that all the associated vendor bills will appear

  

• Make sure that all of the bills you would expect to be associated with the remit vendor are present

• Click pay bills

  

• Print checks like normal

**Savance has documentation on the submittal process for specific buying groups including IMARK & AD

Printing Checks

Printing Checks From Paid Bills

Once you have selected and paid the bills for a particular vendor, in most cases you will need to print checks.

• Find the send documents icon at the bottom of the Accounting Manager screen

  

• Be sure you are on Checks tab

  

• Check the box next to all of the checks you want to print

• Insert your checks into the check printer with the correct orientation

• Ensure that the correct starting check number is assigned

• Ensure that the correct printer is selected

  

• Click the print button and your checks will print

  

Printing Standalone Checks:

In some cases you will need to print a check not tied to any bill.

• Accounting Manager Write Checks

  

• Add a vendor to “Pay to the Order of”

  

• Choose a bank account you are paying from

  

• Double-click the amount field to add how much you are paying

  

• Add an optional description

• Add a date

  

• Add additional expenses as needed (Default expenses can be set per vendor)

  

• Click save & close and check will queue to print

  

• Print documents as you normally would in send documents tab

Reports related to checks:

Savance Enterprise has two system reports that you may want to run after issuing checks. These include the

check issue summary and the check issue detail report. To run them follow the process below.

• Accounting Manager Reports

• Search for keyword “check issue detail” OR “check issue summary”

  

• Double-click the desired report and follow the prompts to generate the report per your specifications

  • It is important to filter on the proper date, if you don’t, no checks will appear on the report as issued

    

• Click the preview button and a report will be generated for your review.

  

Common Scenarios Encountered While Printing Checks:

Voiding Checks:

• Accounting Manager AP “vendor payment history”

  

• Search for the check by vendor

  

• Once the check is identified, right-click on it

• Click Void Check

  

Reprint Single Check:

• Accounting Manager AP “vendor payment history”

• Search for the check by vendor

• Right click on check

  

• Click check Print

New Updates in Version 10

AP Reference Number Required/Duplicate Field

A site setting has been added to make the Reference Number (Ref. No.) in Accounts Payable a required field, and to not allow Duplicate Ref. No. per vendor. Also security objects under Billing to override these settings have been added.

This Reference No. can be found in Enter Bills, Edit Bills, and Write Checks functionality.

Admin>Administrator>Sites>Site Settings

AP Reference Number Required has been added and unchecked by default.

• It will make the Ref. No. field in the Enter Bills, and Write Checks a required field for bills and checks created after the setting is checked.

• If a Bill is being edited after the setting was turned on does have a Ref. No. and, the user does not add a Ref No., a dialog box will appear stating “This bill does not have a reference No., do you want to continue?”

Duplicate AP Reference Number Not Allowed has been added and unchecked by default.

• This will check to see if the Ref. No. field in the Enter Bills and Write Checks is a duplicate within that vendor. This allows different vendors to have the same Ref No. just not within the same vendors.

• If a Bill is being edited after the setting was turned on, and the Ref No. was not empty, and the user changes the Ref No., then changes it back to the original value, the system does not check against the same bill to make sure it’s unique.

Admin>Administrator>Security>Billings

• 2 new security objects are unchecked by default

  • Override AP Reference No. Required Setting

  • Override Duplicate AP Reference No. Not Allowed Setting

Enter Bills

Create Bill - Req Setting On, Dupe Setting On , Req Security On , Dupe Security On

Note: Confirm logging out and back in after making these settings.

Create Bill - Required Reference Number

• Enter Bill WITHOUT entering a Ref No.

• Click Create Bill. A dialog box appear stating

“Are you sure you want to continue without a ReferenceNo.?”

• Click No and the bill is not created yet

• Click Yes to continue and the bill is created without a Ref No.

Create Bill - Duplicate Ref. No.

• Create Bill with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Create Bill

• A dialog box appears stating: “Bill No.______ exists for Amount $_____ in another bill for this Vendor, Are you sure you want to create this bill?”

• Click No and the bill is not created yet

• Click Yes to continue and the bill is created with the Dupe Ref No.

Create Bill - Req Setting On, Dupe Setting On, Req Security and Dupe Security Off

Note: Confirm logging out and back in after making these settings.

Create Bill - Required Ref. No.

• Enter Bill WITHOUT entering a Ref No.

• Click Create Bill. A dialog box appears stating

“Please enter a Unique Reference No.”

• Click OK and the bill is not created.

You are REQUIRED to enter a Ref No.. .

• Create Bill with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Create Bill

• A dialog box appears stating: “Bill No.______ exists for Amount $_____ in another bill for this Vendor, Are you sure you want to create this bill?”

• Click No and the bill is not created yet

• Click Yes to continue and “This Reference No. exists on another bill for this Vendor. Please enter a unique Reference No..”

• You are REQUIRED to enter a Ref No. that is not duplicated for the same Vendor.

NOTE: The above scenarios work in Edit Bills.

Write Checks

Write Check - Req Setting On, Dupe Setting On , Req Security On , Dupe Security On

Note: Log out and back in to confirm these settings.

Write Check - Required Ref. No.

• Write an AP Check and in the Bill Info screen

• Do not enter a Ref No.

• Click Save and New

• A dialog box appears stating “Are you sure you want to continue without a Reference No.?”

• Click No and the Check is not created yet

• Click Yes to continue and the Check is created without a Ref No.

Write Check - Duplicate Ref. No.

• Write Check with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Save & New

• A dialog box appears stating: “The Reference # exists on another Check for this Vendor, are you sure you want to continue with this duplicate Reference#?”

• Click No and the Check is not created yet

• Click Yes to continue and the Check is created with the Dupe Ref No.

Write Check - Req Setting and Dupe Setting On, Req Security and Dupe Security Off

Note: Confirm logging out and back in after making these settings.

Write Check - Required Ref. No.

• Write Check WITHOUT entering a Ref No.

• Click Save & New. A dialog box appears stating

“Please enter a Unique Reference No.”

• Click OK and the bill is not created.

You are REQUIRED to enter a Ref No.

Write Check - Duplicate Ref. No.

• Write Check with Duplicate Ref No.

• Enter a Ref No. and it is a Ref No. that already exists for this Vendor.

• Click Save & New

• A dialog box appears stating: “This Reference# exists on another bill. Please enter a unique Reference #.

• Click OK

• You are REQUIRED to enter a Ref No. that is not duplicated for the same Vendor.

Column Chooser and Comment (F11) on Enter Bills

As a user who manages and enters bills I want to see the Comment (F11) field from the PO in the grid so that I can see important info from the PO on this screen

• Access the Enter Bills screen

• Right click on the column header and see the column chooser feature and add Comment (F11) as a column in the grid

• Expand the PO and the Release to see the line items

• See the comment in that column

• All the columns, including Comment (F11) is still visible and where I had arranged them

• Comment (F11) column is added to the Enter Bills screen

• In the Spreadsheet Admin, the Comment (F11) field can be renamed it to something else

• View an order or PO with that column shown in the grid

• The title is how I defined it

• Access the Enter Bills screen

• Pull up a PO enter a comment in that field

• That column in the Enter Bills grid

• Title is changed to what is defined as in the spreadsheet admin

• Expand the PO and the Release to see the line items

• See the comment in that column