Attachments In Payables

Overview:

Attachments can be made to an Invoice. Attachment can be in the form of a Text, Excel Sheet or a Word File. These attachments give certain additional information pertaining to an invoice. These attachments can be reviewed at any time. Multiple attachments can be made to a document. Attachments can be made only to a Document saved.

To make an attachment to a Document

• Enter the invoice and save the document.

• Select the ‘Clip’ Symbol Key on the Tool Bar, system opens the attachment window.

• Sequence number of the attachments is built automatically by the system with an interval of 10.
• Select the Category – Invoice Internal or Miscellaneous category helps in deciding the cross-reference views of attachments in various modules.

• Data Type - Select the data type, before making attachments.

Short Text - Used to write some short notes.

Long Text - Used to write some Long Text like Terms and conditions of Payments etc.

File - Such as Word File, Excel Sheet etc.

Document Reference - Document Reference that you want to enter.

Web Page - URL of a web page.

• After selecting the Data Type, go to the Attachment region and enter the matter if the option is Short Text or Long Text

If the option is File, system opens a web page and asks for the location of the file to be uploaded. Browse and enter the location of the file and press OK and close the web page. Press Yes if the file has been uploaded successfully.

• You can enter a second attachment only after saving the first attachment.

To select existing attachments made to other documents, select the ‘Document Catalog’ button, to Find all the attachments used in the system. Find the attachment. Select the required attachment and select the ‘Attach’ button. System automatically copies the attachment selected as the attachment to the new document.

To delete an attachment to a Document

Select the document to be deleted and select the delete button and save the information after deleting the attachment.

While deleting, system asks whether to delete the document and attachment or attachment only.

Select the option Attachment only.

Export to Excel Option

The data or output of a query criterion can be exported to Excel for certain purposes. This Export option is available in all the forms wherever the ‘Export Option’ is enabled in the File Menu.

Steps:

Query the data required using the query criteria. Select the Export button in the File Menu.

System selects the first 100 records of the query-retrieved data. In case more than 100 records are there systems opens a Window with following options whether to ‘Stop’ or ‘Retrieve next 100 records’ or ‘Continue to end’ . Select the Option ‘Continue to End’ to enable the system to select all the records and exports the data.

System opens a window to export.

Click on OK and give a file name and patch to store the file. The file can be opened at any point of time.

Accounting Entries

Standard Invoice:

Dr Distribution Account (Entered in the Invoice Distributions Window)

Cr Liability Account (Defined at the supplier site level)

Credit/Debit Memo:

Dr Liability Account (Defined at the supplier site level)

Cr Distribution Account (Entered in the Invoice Distributions Window)

Prepayment Invoice:

Dr Prepayment Account (Defined at the supplier site level)

Cr Liability Account (Defined at the supplier site level)

Invoice Matched to PO:

Dr Distribution Account (Charge Account from PO/ Accrued Liability Account from PO)

Cr Liability Account (Defined at the supplier site level)

Payment:

Dr Liability Account (Of the Invoice)

Cr Cash Clearing Account (Defined at the Bank Account)

Voiding a Payment:

Dr Cash Clearing Account (Of the Payment)

Cr Liability Account (Of the Payment)

Prepayment Application:

Dr Liability Account (Of the Standard Invoice)

Cr Prepayment Account (Of the Prepayment Invoice)

Prepayment Unapplication:

Dr Prepayment Account (Of the Prepayment Invoice)

Cr Liability Account (Of the Standard Invoice)

Payment Clearing:

Dr Cash Clearing Account (Of the Payment)

Cr Cash Account (Defined at the Bank Account)

Audit Trails

Audit Trail lets you keep a history of changes to your important data: what changed, who changed it, and when. With Audit Trail, you can easily determine how any data row or element obtained its current value. You can track information on most types of fields, including character, number and date fields.

When you enter or update data in your forms, you change the database tables underlying those forms. Audit Trail tracks which rows in the database were updated at what time, and which user was logged in using the associated form(s).

Enabling of Audit Trail is System Administrator’s Functionality.

Update Accounting Entries

Accounting>Update Accounting Entries

Overview:

During the account generation process in Payables, any errors that occur are reported in the Update Accounting Entries window.

Use this window to correct accounting entries that have invalid accounts. You can only correct accounts that have errors. The account field will be blank on the lines that have invalid accounts.

Note: If you update the entries in this window, it does not update the accounts on the original transaction. The users will need to go back and adjust the transaction data in the appropriate forms.

Enter the selection criteria and click on Find to update the accounting entries and correct the accounting entries.

View Accounting Lines

Accounting>View Accounting Lines

Enter the selection criteria and click on find to view the accounting entries created for the transactions. For each accounting line, you can see the account, the debit or credit amount in both the entered and functional currencies, the exchange rate, and other relevant accounting information. This information is available even before you transfer accounting entries to General Ledger.

The transferred to GL field indicates if the accounting line has been transferred to the GL interface using the Payable Transfer to General Ledger Program. You can also access this window through the Tools Menu in the Invoices and Payments window.