Finance – Purchasing & A/P-Emailing P/Os, P/O and attachments-Discussion: Filing and managing P/O,

A/P, close P/O-Discussion A/P Batch reports, cheque

run reports, Remittances … what can we change now with scanning?

-A/P Invoice Reminders-Future Enhancements

A/P Posting Number1 error in batch posting and in

Chequewriter and it still occurs frequently: ‘unable to allocate record’ … you or someone else is locking up a record Check your own sessions first Message must be answered ‘R’etry

Press JOB to confirm <active> <MSGW> Don’t ask for the Job again

A/P Posting #7 and respond to message ‘R’ watch the job go back active, OUTQ … GOOD

Active - GOOD

OUTQ - GOOD

MSGW - HELP

Email P/Os Becoming ‘more’ common to email P/O’s ..

(SOaks, BSD, SD23, SD72, Delta, NCollege, RETSD ) Indicate email address in P/O Vendor Add EPO category

On Print can indicate Email Y which will override fax Can now include attachments for email and faxstar

$600 initial purchase (**not fax/400) CRITICAL: Look to job completion email sent back

to you before releasing anything! Email uses the output in order to create the emails so if you remove them too early – will cause problems with the job completing.

Incl Attachm Now include attachments:

A/C can attach .. Are you ready for this?

P/O attachments ONLY available thru A/C. Not possible to just name & copy to directory

Incl Attachm At District Office at approval time: - For Requisitions <F2> view image Approve: Y/N/V PO# ______ DOCID ___ ** Req <attach> no chance for enduser to

select whether attach is Vendor or not.

At District Office at approval time: - For Unapproved POs <F2> view image. Approve: Y/N/V PO# ______ DOCID ___ ** If you do not want it to go to Vendor, use

A/C to edit the image checkbox.

Incl Attachm Changes to CIMS to make you aware whether

images are onfileA/P Invoice lookup *P/O images onfileA/P to P/O .. Now <F2> view images

Is online good enough? Are you still going to the paper?

Using the Internal NoteUsing Text: Y for P/O notesUsing Vendor Comments when necessary

Paperwork

What does this mean to paperwork? Temp P/O copy to confirm Packing slip and close

P/O .. Then what .. Toss? No attachments No Invoice Still have a cheque remittance ??? What to do with packing slips?

A/P Invoices A/P Batch Listing

Updated to indicate *image has been attached Updated to show T4A Updated to show *direct deposit Report now indicates (for HST customers) whether

GST or PST is exempt

Efiled copy of the listings ACP.600! Is this whole report necessary? Are you reviewing the line by line?Are you looking for the warnings/errors?

A/P Invoices A/P Batch Listing

Cheque Run Reminder: Always Always look for your email

after cheque run to know that everything completed - including the emails!

Reminder: You can pay single vendors on a cheque run

Reminder: You can reproduce the emails as long as you have not done another cheque run CDS.610P

Reminder: All reports can be reviewed at any time CDS.600

Cheque Run A/P Batch Edit Listing AP Posted Listing

Cheque RunA/P Invoice listing ACP.515Direct Deposit RegisterCheque Register

.. Do we need to print all of this ???

.. For those that reviewed the cheque details … what could change?

A/P Reminders Create and adjustment Invoice ACP.468

Creates an opposite invoice in the batch based on an existing invoice

Copy or move an invoice that is in a batch ACP.406

Copy posted invoice into new batchPerfect for Void and then have to redo

Online Banking How to best handle online banking entries

Journal Entry OR Manual Cheque?

Encourage / discourage auto-payments? Is direct deposit to Vendor not a better option?

Future Vendor Notes File (comment room not

adequate) that will appear in P/O Lookup, Vendor Lookup, Invoice Lookup

Handle Multiple Years in Web AC - account lookup, P/O Req entry

GNL.570 format - be able to select up to 3 elements (and order) and those descriptions will print on report.