How to Setup a Core Accounts Payable Ledger Build Course Manual Milestone 4
Notices Highpoint Implementation and Training Services Ltd has made every effort to supply accurate, complete and up to date information in this document. However, if changes are made to the system, the information in this document may no longer be accurate at the time of use. Highpoint Implementation and Training Services Ltd assumes no responsibility for any errors or omissions that may occur in the document. Microsoft® Excel, Windows® and Microsoft® SQL Server™ are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other brand names, product names and company logos are trademarks or registered trademarks of their respective owners. This document contains information that is proprietary to Highpoint Implementation and Training Services Ltd. Please do not reproduce this document, or make it available to any third party either directly or indirectly in any format. If you do require more copies for any purpose please contact Highpoint Implementation and Training Services for authorisation. All rights reserved. Highpoint Implementation and Training Services © 2015
Contents Section 1: Introduction ................................................................................................................... 6 1.1 Welcome...................................................................................................................................6 1.2 The format of this document.....................................................................................................6 1.3 Prerequisites .............................................................................................................................7 1.4 Environment .............................................................................................................................8 1.5 Unit4 Implementation Methodology (U4I M) .............................................................................8
Section 2: Course Overview and Objectives.................................................................................. 9 2.1 Course Overview .......................................................................................................................9 2.2 Course Objective .......................................................................................................................9
Section 3: Common Setup ............................................................................................................ 10 3.1 Objectives ...............................................................................................................................10 3.2 Process Overview ....................................................................................................................10 3.3 Review of Existing Setup..........................................................................................................10 3.4 Treatment Codes.....................................................................................................................11 3.5 Screen Definitions - Transaction Series Screen.........................................................................13 3.5.1 Actions – Se tting up Transaction Series ................................................................................. 14
3.6 Screen Definitions - Transaction Types ....................................................................................14 3.6.1 Actions - Se tting Up Tr ans action Types .................................................................................. 15
3.7 Screen Definitions - Posting Cycles Screen ...............................................................................15 3.7.1 Actions - Se tting Up Pos ting Cycles ....................................................................................... 17
3.8 Screen Definitions - Responsible Setup....................................................................................17 3.8.1 Actions - Re spons ible Se tup ................................................................................................. 18
3.9 Screen Definitions - Bank Accounts and Cheque Series ............................................................19 3.9.1 Bank Accounts Scree n – Bank T ab......................................................................................... 19 3.9.2 Address Tab ....................................................................................................................... 20 3.9.3 Analysis Tab....................................................................................................................... 20 3.9.4 Reconciliation T ab .............................................................................................................. 20 3.9.5 Cheque Serie s Screen ........................................................................................................... 21 3.9.6 Actions - Se tting up a Bank Account...................................................................................... 21 3.9.7 Actions - Se tting Up a Che que Ser ies ..................................................................................... 22
3.10 Screen Definitions - Payment Bank Link Screen......................................................................23 3.10.1 Actions - Link ing Suppliers to B ank Pay ments ....................................................................... 24
Section 4: Supplier Setup.............................................................................................................. 25 4.1 Objectives ...............................................................................................................................25 4.2 Process Overview ....................................................................................................................25 4.3 Review of Existing Setup..........................................................................................................25 4.4 Screen Definitions ...................................................................................................................26 4.4.1 Relation on Supplier ............................................................................................................ 26 4.4.2 Auto-numbering ................................................................................................................. 26 4.4.3 Payme nt Methods .............................................................................................................. 28
4.4.4 Actions – Se tting up Payme nt Me thods ................................................................................. 29
4.5 Screen Definitions - Credit Terms ............................................................................................29 4.5.1 Actions – Se tting up Cre dit Terms ......................................................................................... 31
4.6 Screen Definitions - Supplier Groups .......................................................................................31 4.6.1 Gr oup tab .......................................................................................................................... 32 4.6.2 Actions - S upplier Groups ..................................................................................................... 34
Section 5: Supplier Master File..................................................................................................... 35 5.1 Objectives ...............................................................................................................................35 5.1.1 Supplier T ab ....................................................................................................................... 35 5.1.2 Sundry Supplie r ................................................................................................................... 39
5.2 Actions....................................................................................................................................41 5.2.1 Creating a New Supplier Re cord ........................................................................................... 41 5.2.2 Setting Up a Sundry Supplier ................................................................................................. 42
Section 6: Supplier Invoice Setup – No Image Load.................................................................... 44 6.1 Objectives ...............................................................................................................................44 6.2 Process Overview ....................................................................................................................44 6.3 Supplier Invoice Example.........................................................................................................44 6.3.1 Change posting cy cle screen ................................................................................................. 44 6.3.2 Supplier I nvoice re gis tration (VP10) screen ............................................................................ 45
Section 7: Supplier Invoice Setup – Invoice Image Load ............................................................ 46 7.1 Objectives ...............................................................................................................................46 7.2 Process Overview ....................................................................................................................46 7.3 Review of Existing Setup..........................................................................................................46 7.4 Screen Definitions ...................................................................................................................47 7.4.1 Docume nt Type .................................................................................................................. 47 7.4.2 Docume nt Load ID S creen .................................................................................................... 49
7.5 Actions....................................................................................................................................50 7.5.1 Creating a Docume nt Type ................................................................................................... 50 7.5.2 Creating a Docume nt Load ID ............................................................................................... 51 7.5.3 Loading a S upplier Inv oice ................................................................................................... 51
Section 8: Invoice Control Setup .................................................................................................. 55 8.1 Objectives ...............................................................................................................................55 8.2 Screen Definitions ...................................................................................................................55 8.2.1 Text Type s for Invoice Des cription ........................................................................................ 55 8.2.2 Create Text Types ............................................................................................................... 56 8.2.3 Complaint Codes ................................................................................................................. 56 8.2.4 Create Complaint Codes ...................................................................................................... 57 8.2.5 Aged Balances Interval........................................................................................................ 57 8.2.6 Create Age d B alance Intervals ............................................................................................. 58
Section 9: Maintenance of Open Invoices................................................................................... 59 9.1 Maintaining open items ..........................................................................................................59 9.1.1 Changing invoice information .............................................................................................. 59
9.1.2 Changing invoice status ....................................................................................................... 61
Section 10: Making Payments ...................................................................................................... 62 10.1 Process Overview ..................................................................................................................62 10.2 Screen Definitions .................................................................................................................62 10.2.1 M ainte nance of Ordered Reports ........................................................................................ 62 10.2.2 Remittance Pr oposa l (SU07)............................................................................................... 63 10.2.3 M ainte nance of Remittance Propos al.................................................................................. 65 10.2.4 Remittance Confirmation (SU08) ........................................................................................ 66 10.2.5 Payme nt Files Proce ssing (BACS) ......................................................................................... 67 10.2.6 Payme nt Confirmation ...................................................................................................... 67
10.3 Actions ..................................................................................................................................68 10.3.1 BACS Run ......................................................................................................................... 68
Implementing Accounts Payable Build Course
Section 1: Introduction 1.1 Welcome Thank you for purchasing this training material and its associated Core Build Task List (CBTL). The task list is saved to a memory stick which is attached to this document and contains data that will be used in this course manual. It will be clearly signposted in the manual when you need to refer to the task list. Our build courses have been designed to show a clear path from start to finish that will enable you to complete all of the necessary steps required to build what we consider to be a ‘core’ solutio n. The course will not make you an expert but will quickly give you the confidence to work with your consultant to deliver the requirements of your project. This material has been designed for use in a teacher led classroom environment or for self-study. It has been tested by people who are not expert users to ensure that they are, as far as possible self explanatory and easy to follow.
1.2 The format of this document This document is split into sections. Each section is then further split into headings. These headings tend to be consistent in each section. The headings are as follows:
Heading
Purpose
Overview
To set the context of the section and describe in relatively high level terms what follows.
Screen Definitions
To present all of the screens that will be used and what each one does at a field by field level.
Actions
A summary of the step involved.
The document will guide you through the process and uses the following navigation convention to help make sure that you are using the correct function.
Navigate to Agresso Common Attributes and relations Attributes Most of the navigation will be to items in the standard menu structure, shown below:
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There will be a requirement for you to use the Settings menu which is activated using the which can be found directly underneath the menu items. An example of such navigation is:
icon
Navigate to Settings System Administration Setting up a New Company New Company The settings menu looks like this.
1.3 Prerequisites Whilst the course and this material have been designed to be easy to follow and clear, we do anticipate that anyone wishing to attend this course or utilise it as self-study material has a good knowledge of the key concepts of the software and its basic navigation. Consequently, you should have attended the following courses prior to undertaking this one.
Introduction to UBW.
How to create a new client (Including General Ledger).
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1.4 Environment The starting point of this course is the EN client. This is delivered with every installation of the software and includes a complete basic build from which our new clients can be created.
1.5 Unit4 Implementation Methodology (U4IM) The course has been designed to be compliant with the Unit4 Implementation Methodology (Unit4 Handbook) and uses terminology that is consistent with it. The table below is an outline of U4IM. This methodology provides for knowledge transfer at every key stage. This course covers the core knowledge transfer requirement of the Build phase of the project.
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Section 2: Course Overview and Objectives 2.1 Course Overview This course is designed to take you on a step by step journey through the process of settin g up Accounts Payable (AP). This document explains the screens you need to use and the purpose of each field within t hose screens. It must be used in conjunction with the corresponding Core Build Task List (CBTL) which contains the data to be loaded, examples and other useful information. This course covers the following:
Common setup
Supplier setup
Supplier master file
Supplier invoice registration setup – no image load
Supplier invoice registration setup – invoice image load
Invoice control setup
Maintenance of open invoices
Making payments
2.2 Course Objective Our objective is that once you have completed this course you will be able to actively contribute to the building of your own core solution, using this guide and the core build task list for reference.
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Section 3: Common Setup 3.1 Objectives The objective of this section is to review the common setup which will usually have been undertaken by other members of the project team but are required for AP, and to setup the elements that are exclusively required for AP.
3.2 Process Overview The following functions must be set up before any AP transaction can be posted in ABW:
Periods *
Tax Codes & Systems *
Account Codes & Rules * Exchange Rates *
Bank Accounts & Cheque Series
Payment Bank Link
Treatment codes Transaction series
Transaction types
Posting cycles Responsible Setup
The functions marked with a red asterisk * are covered in the Setting up a New Company course manual and are reviewed here for completeness.
3.3 Review of Existing Setup Using the AP Core Build Task List, review the existing setup listed in the worksheet 1. Review Common Setup.
Step
Action
1
Work through the items listed in the tab 1. Review Common Setup.
2
Record your progress in the Status column.
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3.4 Treatment Codes Treatment codes are predefined in ABW. They determine how the system treats transactions that are linked to a specific code. The following table provides a list of all of the ABW treatment codes. No.
Treatment Codes
3
Posting supplier Invoices
4
General Ledger
5
AR Invoice
7
Registration of supplier invoices
8
Posting commitment invoices
10
Registration of General Ledger transactions
11
Automatch match – Accounts Payable
12
Automatch match – Accounts Receivable
13
Registration of commitment invoices
15
Manual matching supplier
16
Manual matching customer
18
Registration of contract invoices
19
Posting contract invoices
20
Remittance References
21
Speedy registration of supplier invoices
22
System generated accrual transactions
23
Reversal of transactions
24
Time Charges
30
Free/interest
31
OCR – Payments
32
Direct debit
33
Reversing
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34
Collection
35
Automatic write-off
44
PreReg Order Invoice
45
Posting Order Invoice
60
Budget transactions which do not need to balance (new budget transactions)
61
Budget transactions which do need to balance (changed budget transactions)
62
Grants
63
Grant Allocation
64
Registration of travel invoices
65
Posting travel invoices
66
Variable payment and deduction transactions
67
Transfer of absences to payroll
B*
Batch Input
BD
Fixed Assets Depreciation
BL
Payroll Transfer BI
IC
Inter Company Trigger
IP
Update General Ledger with payments
PR
Periodic Trigger
RJ
Recurring Journal
YE
YearEnd Trigger
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3.5 Screen Definitions - Transaction Series Screen A transaction series is the number range assigned to a specific transaction type. Each series has a two character code, a description and the relevant number range. The series can also be set to work in different ways.
Navigate to Agresso Common Fixed registers Transaction series
Field
Description
TS (transaction series)
The user-defined two digit alphanumeric code that identifies the series.
Batch Y/N
If checked the number series can only be used to register batches of invoices. If the box is unchecked the series can be used to register items individually. Select from the drop-down list:
Assignm
Automatic – number assigned automatically
Manual – number assigned manually
Description
A user defined description of transaction series, so that all users can understand the purpose of the series.
TransNo from
The first number in the series (maximum of 12 digits).
TransNo to
The last number in the series (maximum of 12 digits).
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3.5.1 Actions – Setting up Transaction Series
Navigate to Agresso Common Fixed registers Transaction series Using the AP Core Build Task List, create the transaction series listed in the worksheet 2. Common Setup. Step
Action
1
Enter a unique ID in TS and press [Tab].
2
Enter Automatic in Assignm.
3
Enter a Description.
4
Enter a valid number in TransNo from.
5
Enter a valid number in TransNo to.
6
Click Save or press [F12].
3.6 Screen Definitions - Transaction Types A transaction type is used to draw distinction for all the different types of items being registered and posted to the General Ledger. Each transaction type has a two digit code and a description. This can be used to identify the origin of each of the transactions being registered or posted to the ledger. A transaction series can be attached to more than one transaction type, but a transaction type can only be connected to one transaction series. Navigate to Agresso Common Fixed registers Transaction types
Field
Description
TT
The ID of the transaction type.
Description
The name assigned to the transaction type.
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TC
The treatment code used to determine which screen the transaction type is linked to.
TS
The transaction series to which the transaction type is connected. The status of the transaction type:
N – Normal
P – Sever process posting only
C – Closed
S
3.6.1 Actions - Setting Up Transaction Types
Navigate to Agresso Common Fixed registers Transaction types Using the AP Core Build Task List, create the transaction types listed in the worksheet 2. Common Setup.
Step
Action
1
Enter a unique ID in TT and press [Tab].
2
Enter a Description.
3
Enter the correct treatment code in TC.
4
Enter a valid transaction series in TS.
5
Enter ‘N’ as the status in S.
6
Click Save or press [F12].
3.7 Screen Definitions - Posting Cycles Screen In setting up the transaction type, it is linked to an appropriate transaction series. This therefore provides each transaction a code (transaction type) and a number series from which the transactions will be numbered. The role of the Posting Cycle is to control which transaction series are currently active and what the next transaction number will be.
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Navigate to Agresso Common Fixed registers Posting cycles
Field
Description
TS
The transaction series.
Postgrp
The posting group uses data control to specify which posting cycles are available to certain user roles.
BatchID
A unique batch ID assigned by the system upon saving.
Period
The current period.
Year
If this field is blank the posting cycle is open for all periods. If an accounting year is specified posting is restricted to the periods within that year.
TransNo from
The first transaction number in the series.
TransNo to
The last transaction number in the series.
Next TransNo
The next available transaction number in the series. The status of the posting cycle:
S
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N – Transactions may be posted in any period after the period specified
P – Valid in the period specified in the Period column only
C - Closed
T - Terminated
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3.7.1 Actions - Setting Up Posting Cycles
Navigate to Agresso Common Fixed registers Posting cycles Using the AP Task List, create the Posting Cycle listed in the worksheet 2. Common Setup.
Step
Action
1
Enter the required transaction series in TS.
2
Enter a valid Period.
3
Enter N as the status in S.
4
Click Save or press [F12].
3.8 Screen Definitions - Responsible Setup The Responsible setup screen allows roles to be connected to specific fields on registration screens. The user can select the names of members of staff linked to those roles in the relevant fields. Up to three levels of responsibility can be used:
Accountable – inputs the order Responsible – approves the order Requested by – requested the order
Navigate to Agresso Common System setup Responsible setup
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Column/Field
Description
Select the type from the drop-down list:
Responsibility type
Procurement – applies to Purchasing
General – applies to all modules where a Responsible field is used
Sales – applies to sales orders
Three roles can be configured to be responsible for purchase orders:
Column name
accountable – applies to the Accountable field, and is the inputter of the order
responsible – applies to the Responsible field, and is the approver of the order
responsible2 – applies to the Requested by, and is the requester of the order
Description
The name of the field on the screen that the role applies to.
Module
The choice of module made here restricts the role/responsibility connection to that module.
Role
The ID of the role connected to the responsibility.
3.8.1 Actions - Responsible Setup
Navigate to Agresso Common System setup Responsible setup Using the AP Task List, create the Responsible setup listed in the worksheet 2. Common Setup.
Step
Action
1
Select Procurement in Responsibility type.
2
Complete Column name, Module and Role for up to three rows in the table-field.
3
Click Save or press [F12].
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3.9 Screen Definitions - Bank Accounts and Cheque Series A bank account and cheque series is required for the supplier remittance process. The Bank accounts screen has four tabs – Bank, Address, Analysis and Reconciliation. 3.9.1 Bank Accounts Screen – Bank Tab
Navigate to Agresso Common Fixed registers Bank accounts
Field
Description
Bank
The code name for the Bank.
Description
The name of the Bank.
Currency
The currency of the account.
Country
The country where the account is held.
Bank name
The full name of the Bank.
Bank account
The account number (do not use spaces or separating characters).
IBAN
International Bank Account Number.
Swift
Bank identifier code.
Sort Code
The Bank’s sort code.
Bank trans.
Select the totalling level for bank transactions.
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3.9.2 Address Tab Complete the address details with the relevant information. To view the details of one of the addresses double-click the row.
The Address screen opens.
Enter the information across the three tabs and click Keep or press [F11] to return to the Bank accounts screen. 3.9.3 Analysis Tab This tab allows the appropriate accounts codes to be linked to the Bank account.
Field
Description
Account
The GL account and description used for posting to the Bank account.
Costc
Based on the account selected the account rules will define the categories from 1 to 7 that must be defined.
3.9.4 Reconciliation Tab This tab is used to set up how the system deals with differences that may occur when payments are made to and from the Bank account. The tab is not used in this course. 280481
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3.9.5 Cheque Series Screen With the Bank accounts screen open and showing a saved Bank account, click the Cheque series button.
Field
Description
Bank
The user-defined code name of the Bank.
Cheque series
The user-defined code for the series.
Description
User-defined description of the series.
Cheque number from
The first number of the series.
Cheque number to
The last number of the series.
NextNo
Auto-populated by the system.
S
The Status of the series.
Assignm
Select Automatic or Manual.
3.9.6 Actions - Setting up a Bank Account
Navigate to Agresso Common Fixed registers Bank accounts Using the AP Task List, create the Bank Account listed in the worksheet 2. Common Setup.
Step
Action
1
In Bank enter the code name of the Bank. Complete Description with the name of the Bank.
2
Select the Currency and the Country the account operates in.
3
Enter the full Bank name.
4
Enter the Bank account number.
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5
Enter the IBAN and Swift codes if necessary.
6
Enter the Sort code.
7
Select the appropriate Bank transaction type from the drop-down list.
8
Click Save.
3.9.7 Actions - Setting Up a Cheque Series Using the AP Task List, create the Cheque Series listed in the worksheet 2. Common Setup.
Navigate to Agresso Common Fixed registers Bank accounts
Step
Action
1
Load an existing Bank account. Click the Cheque series tool. The new screen opens.
2
Enter a code for the Cheque series. Enter a Description.
3
Enter the start of the series in Cheque number from.
4
Enter the last of the series in Cheque number to.
5
Enter N in Status.
6
Select ‘Automatic’ in Assignment.
7
Click Save or press [F12] to close the Cheque series screen.
8
Click Save or press [F12] to close the Bank accounts screen.
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This!has!just!been!a!sample!of!our!build!training! course!manual.! We!hope!you!found!it!useful.! ! To!purchase!the!full!version!of!this,!or!any!of!our!other! training!materials!visit!www.highpoint<services.co.uk! or!call!us!on!01225!326409! ! !