Resource 2014 Flexgen Purchasing

1. Resource 2014Flexgen Purchasing The Basics

2. Purchasing Overview • Vender Menu • Vendor Maintenance - Change, Delete and add a Vendor • Inquiry Options • Invoice Menu • Add – How to add invoices for invoice payment processing • Change – How to change an invoice • Delete – How to delete an invoice • Invoice Payment Process- Steps to process invoices • Invoice Reports- Overview • Void Vendor Checks • Manual Checks

3. Flexgen Menu • Flexgen Menu Screens move across the Menu Bar and down the sub menu bar • Key buttons to remember throughout Flexgen • F1- Shows what that field contains • F2- Lookup • F4- Update

4. Vendor Menu Select Vendor<Vendor

6. Add a Vendor • Vendor No.- System Generated • PRESS <ENTER> TO CONTINUE

7. Status- Permanent Or Temporary- the default is set to permanent Established Date: Date the Vendor is Added into the system Name - screen pop up to key desired name of Vendor Up to 30 Characters

8. Address NOTE TO REMEMBER: Many Vendors may have different addresses for Purchase orders and Mailing Remittances

9. Contact, Customer No., Phone No., Fax no., Email – Only needs to be entered if you keep up with that information within the software. • 1099 Flag – Is this Vendor a 1099 Vendor? If it is not, this field will default to <2 - No • 1099 Type- Type of Income to be reported to the IRS

10. 1099 –Tax Id Number Tax Id Number – a W9 should be filled out from each vendor. W9- Forms can be found at the following link . 1099 QUESTIONS: Please refer to IRS.GOV http://www.irs.gov/pub/irs-pdf/fw9.pdf

11. Change Vendor Information • To Change Vendor Name: • With Cursor in Name Field<Options(F5) • Name box will pop up, make changes <F4> to update which will take you back to main vendor screen. You may make any additional changes here • F4 to update main vendor screen to update

12. Delete Vendor F2 STEPS TO DELETE VENDOR<DELETE VENDOR<F2 LOOKUP<OPTION SCREEN TO SELECT DELETE

13. Vendor Archive The system will only allow you to delete vendors with no current fiscal year activity. Select ‘Vendor’, Maintenance ‘Vendor Archive’, ‘Archive’ and then ‘Inactivate Vendor’

14. Payment Verification This tool is helpful when a Vendor’s AR department calls wanting a payment status. Select Vendor<Payment Verification

15. Payment Verification If Invoice Number is unknown F2 look up will bring up any paid invoices in history

16. Payment Verification Basic information about an invoice

17. Vendor History SELECT VENDOR <VENDOR HISTORY F2 VENDOR LOOKUP Pop Up Box to Select Activity

18. Vendor Activity Provides Purchase YTD Totals, Purchase Order Totals, and Activity

19. Reports • Reporting Options • Inquiring History by Vendor • Inquiring by Invoice Date • Invoice by Account Number • Other Reports to Inquire By • Accounts Payable Number, Check Number, Check Number and Date, and GASB 54 Reportable accounts

20. History Reports • Sample Report 1 History by Invoice Date- all invoices in history by that invoice date • Select <Invoice from Menu>,<Invoice Reports/Journals>,<Invoice Date>, Enter Criteria, <Enter>

21. Sample 1-History by Invoice Date

22. History Reports • Sample Report 2 History by Check Date- all invoices in history by that check date • Select <Invoice from Menu>,<Invoice Reports/Journals>,<Check Date>, Enter Criteria, <Enter>

23. Sample 2-History by Check Date

24. Invoice Listing By Acct Number • Select <Invoice>, <Invoice Reports/Journals>, <Account Number> • Key in Beginning Account number and Ending Account Number. (Beginning Account Number can be entered through if unsure of Account) • F2 to select specific Vendor or enter through and system will pull all vendors • Select Beginning Invoice Date and Ending or enter through to get all. • Hit <SELECT> button tosee report • This report can be quite lengthy unless broken down by specific vendor, account number and date range

25. Sample 3 - Invoice Listing by Account Num

26. Add Invoice F4 Select <Invoice>, <Add Invoices>

27. When Invoice is Keyed and over budget- pop up will ask user to continue or not. Y or N

28. Change Invoices/Delete Invoices • To do: • Select <Invoice>, <Change Invoices or Delete Invoices>, Once Change or Delete is selected • Screen pops up with current invoices that have not been processed for payment. • Select desired invoice and proceed.

29. 2nd screen – make changes, <Select F4> . If correct Select <F4>

30. Delete Invoices Select <Invoice>, <Delete Invoice>, <F2 Lookup>,Select Invoice to Delete -<F4>, <Delete>

31. Invoice Payment Process <Select Invoice>,<Invoice Payment Process>> ORDER OF PROCESSING INVOICES Select Pre-Check Register Print Disbursement Checks Check Register Process Payment to GL

32. SelectingInvoices • User can F2 in each field to select specific user, fund, cash account , and/or vendor number to choose specific invoices to be processed. • Most of our customers simply enter through this screen which will select all invoices • System will ask if correct Y or N

33. Pre-Check Register • Next step is to print your Pre-Check Register • Pre Check Register w/Acct. Number is used often because it lists the General Ledger numbers that were keyed. • IMPORTANT step to verify that what has been keyed into the system is correct before checks are printed

34. Select<PRE-Check Register OR PRE-Check Register W/Account No. ***Very Important to Verify this report for Errors before we go further***

35. Printing Checks Enter date desired for checks Beginning Check Number Is this correct Y or N Select Printer <F4 When complete Print Check Register if needed Select Process Payments to GL Answer Yes or No

36. Final Check Printing Process • 1. Did checks print properly • 2. If not <Select Restart Check Printing> 1. Select <Check Register> print if required If Correct then Next

37. Common Errors when Printing • Printing without Check Stock in Printer • Check Stock upside down in printer • Selected Invoices are not correct • User entered the next check number incorrectly Restart Printing

38. Deselect Invoices To Correct Invoices within the Payment Process: <Invoice Payment Process>, <Select Invoices> Deselect invoices Make changes Go back to Invoice payment process Select Invoices to begin over

39. Process Payments To GL Screen Pops Up -Checkpoint for User to answer Y or N to Continue if all is complete.

40. Void Vendor Check To Void: <Checks>, <Void Vendor Checks> <Fill in Criteria>Enter through to Complete

41. Manual Checks • <Invoice> • < Invoice Payment Process> • <Manual Check> • <Add Manual Check information just as entering any invoice> • <F4 to update> • Run Manual Check Register • Print Manual Check Register if needed. • Update Manual checks to G/L (detail) Manual checks are used to record a handwritten check. The appropriate General Ledger account numbers will need to be entered through this manual check for the handwritten check to be recorded to the general ledger

42. Updating Manual Checks to General Ledger • Before posting to the general ledger, be sure that all the information is correct.  After manual checks have been updated to the general ledger, you cannot go back and repeat a step.  If you find that one of the checks were in error, the check must be voided.

43. Questions