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Template V.16, July 19, 2011 Infor ERP LN – AP and Cash Payments Overview Dan Aldridge CEO Performa Apps

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Presentation on theme: "Template V.16, July 19, 2011 Infor ERP LN – AP and Cash Payments Overview Dan Aldridge CEO Performa Apps"— Presentation transcript:

1 Template V.16, July 19, 2011 Infor ERP LN – AP and Cash Payments Overview Dan Aldridge CEO Performa Apps website linkedin Dan AldridgeDan Aldridge twitter

2 Template V.16, July 19, 2011 Finance Training Agenda – ACR & CMG  ACR - Accounts Payable Overview  Overview  Master Data  Processing  Open Entries  Exercises  CMG - Cash Management Overview  Overview  Master Data  Processing  Exercises 2

3 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Accounts Payable Overview 3

4 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable  Overview  Business Partners  Financial Customer Groups  Processing  Terms  Master Data  Parameters  Procurement Card  Purchase Invoice  Report Definition  Processing  Received Invoices  Invoice – Matching  Invoice - Cost  Recurring Purchase Invoices  Reporting  Open Entries  Dashboard  Aging Reports  Recalculate Invoice-From BP Balances 4

5 Template V.16, July 19, 2011 Accounts Payable Business Partners Pay To Invoice From Pay By Invoice To Supplier Roles Customer Roles  All supplier and/or all customer roles must be defined for a business partner BusinessPartnerBusinessPartner Invoice To Ship To Pay By Pay To Invoice From Ship From Sold To Buy From 5

6 Template V.16, July 19, 2011 Accounts Payable Supplier Information Supplier Buy-From:  BP Status  Language  Area  Line of Business  Address  Order Discount  Purchase Office  Terms of Delivery Supplier Invoice-From:  BP Status  Language  Address  Currency  Financial Supplier Group  Statement Method  Terms of Payment  Payment Method Supplier Pay-To:  BP Status  Language  Address  Currency  BP Bank Supplier Ship-From :  BP Status  Language  Address  Warehouse 6

7 Template V.16, July 19, 2011 Business Partner Financial Supplier Group Ledger Accounts Accounts Payable Financial Supplier Groups 7

8 Template V.16, July 19, 2011 Financial Supplier Group Information:  Control Account  Currency Profit & Loss  Payment Differences  Discounts  Late Payment Surcharges  Invoice Receipts  Anticipated Payments  Price Differences  Unallocated Payments  Advance Payments  Others Accounts Payable Financial Supplier Groups 8

9 Template V.16, July 19, 2011 PN4 Print Purchase Order Print Good Rec. Note Maintain Receipts Print Claims Maintain Approvals Print Storage List Print Return Notes Print Purchase Inv. Process Delivered Purchase Orders Process Delivered Purchase Orders Accounts Payable Purchase Order Steps 9

10 Template V.16, July 19, Accounts Payable Cost Invoices Purpose: To process invoices for (non-inventory) items that were purchased without a purchase order.  No longer separate Transaction Type in LN.  Process Flow:  Maintain Transaction  Purchase Invoice Header  Purchase Invoice Lines Optional: - Change terms of payment. - Attach payment schedule, then create transactions from schedule. - Change authorization data.

11 Template V.16, July 19, Accounts Payable Purchase Order Matching Register (Voucher) Invoice Approve Invoice for Payment Receive and Authorize Invoice Booking Difference Approve Price Difference Optional Purchase Invoice Matching: Automatic or Manual*

12 Template V.16, July 19, 2011 Received Invoice has been entered in “Maintain Received Purchase Invoices” session Registered Invoice can be a batch in “Maintain Transactions” session. Ledger accounts will then be assigned. Matched Invoice has been matched to Purchase Order and/or Receipt in “Match/Approve Purchase Invoices with Orders” or “Match Receipts” sessions. Approved Invoice has been approved (authorized) in “Approve Purchase Invoices” session Canceled Invoice has been canceled in “Maintain Received Purchase Invoices” session Accounts Payable Keywords 12

13 Template V.16, July 19, 2011 Accounts Payable Order Matching Differences  Booking Difference:  An additional invoiced amount.  Recorded as an add-on cost.  Enter G/L account and dimension code.  For example, freight, insurance, and so on.  Price Difference:  A true Purchase Price Variance (PPV).  The invoiced price is different than the PO price.  G/L account price variance (within tolerances).  G/L account result (outside tolerances). 13

14 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Accounts Payable Master Data 14

15 Template V.16, July 19, 2011 Accounts Payable – Master Data Parameters  Parameters  Default Aging Analysis  Transaction Types for Currency Differences  Financial Customer Groups  Procurement Cards  Matching Codes 15

16 Template V.16, July 19, 2011 Accounts Payable – Master Data Parameters  Purchase Invoices  Hold Reasons  Assigned Approvers  Authorizations  Matching Tolerances  Purchase Offices  Reporting  Aging Analysis Data  A/P Statements  Credit Notes Letter 16

17 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Accounts Payable Processing 17

18 Template V.16, July 19, 2011 Procurement Card processing is focused on corporate houses, where the products are purchased using a corporate Procurement Card.  The buyer is not necessarily a regular buyer of goods in the organization 18 Accounts Payable – Processing Procurement Cards

19 Template V.16, July 19, 2011 Purchase Requisition Holiday Inn hotel EUR 850 Lufthansa EUR Manually Electronically Holiday Inn hotel EUR 850 Lufthansa EUR EUR Manually Electronically Match Manually Automatically 19 Accounts Payable – Processing Procurement Cards

20 Template V.16, July 19, 2011 Accounts Payable – Processing Procurement Cards Procurement Cards Procurement Card Lines Procurement card number Procurement card company (business partner) Status / validation data Credit limit  Line Category  Purchase requisition  Past adjustment  Others  Default ledger account 20

21 Template V.16, July 19, 2011 Accounts Payable - Processing Received Invoices  Purpose:  To optionally preregister invoices without generating financial transactions and opening A/P items.  Also includes authorization by different employees/departments for further A/P processing. 21

22 Template V.16, July 19, 2011 Accounts Payable - Processing Accounts Payable Purchase Invoice Processing Matching with Orders Approval Maintain Purchase Invoices Received Invoices Approval Maintain Transactions GLD Processing Maintain Transaction Lines 22

23 Template V.16, July 19, 2011 Accounts Payable - Processing Types of Matching Register Invoice Automatic Match Complete Price Difference On FSG Approve Invoice Manual Match $ Receipt / $ Invoice - Tolerance Yes No 23

24 Template V.16, July 19, 2011 Accounts Payable - Processing Assign Credit Notes to Invoices Original Invoice Now Later Transaction Type One Credit Note to One Invoice One Credit Note to One Invoice One Credit Note to Many Invoices One Credit Note to Many Invoices Reduces the Open Balance of the Invoice Reduces the Open Balance of the Invoice 24

25 Template V.16, July 19, 2011 Accounts Payable - Processing Recurring Purchase Invoices Period 1 Period 2 Period N Today 25

26 Template V.16, July 19, 2011 Accounts Payable - Processing Tolerances Higher Lower % $%$%$ 2% % Receipt Amount = $ Invoice Amount = $ Out of Tolerance Receipt Amount = $ Invoice Amount = $97.00 In Tolerance 26

27 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Accounts Payable Open Entries 27

28 Template V.16, July 19, 2011 Accounts Payable – Open Entries Print / Display Options Need info NOW?  Open Entries  Business Partner (BP) Purchase Invoices  Registered Purchase Invoices by BP  BP Totals  BP by Factoring Company  Print Purchase Invoices  Print Invoice Authorization Schemes  Print Invoice-from BP Balances  Print Invoice-from BPs Total Balances (by Co.)  Print Aging Analysis by Invoice-from BP  Print Invoice-from BP Aging Summary  Print Invoice-from BPs Finalized Transactions  Print Control Account Checklist  Print Recurring Purchase Invoices 28

29 Template V.16, July 19, 2011 Accounts Payable Dashboard 29 Main Accounts Payable Dashboard

30 Template V.16, July 19, 2011 Review Questions and Answers 30

31 Template V.16, July 19,  Training Exercise:  Input Cost Invoice  Finalize Batch  Review in Transactions in ACP Dashboards Accounts Payable Training Exercises

32 Template V.16, July 19, 2011 Finance Training Agenda – Cash Management Cash Management 32

33 Template V.16, July 19, 2011 Finance Training Agenda – Cash Management  Overview  Master Data  Parameters  Payment Authorizations  Bank Relations & Methods  Check Master  Electronic Bank Statements  IRS 1099 Reporting  Processing  Payments to Suppliers  Receive Payments 33

34 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Cash Management Overview 34

35 Template V.16, July 19, 2011  Facilitates quick data entry  Does not restrict user with data consistency checks  Checks are done when applying the remittance advice  Reduction of cash application lead time  Options to easily handle:  Short payments  Over payments 35 Cash Management Remittance based on cash application

36 Template V.16, July 19, 2011 Cash Management Uninterrupted supplier payment process Select Invoices for Payment Payment Batch X1 Uninterrupted Payment Process Payment Created Financial Posting Exception Error Payment Batch X2 36

37 Template V.16, July 19, 2011 Cash Management Uninterrupted payment/receipt process Payment Process Defaults by Bank/Payment Method Payment Process Defaults  Devices  Starting Check  Senders Identity  File Identification  Device for Payments 37

38 Template V.16, July 19, 2011 Cash Management Uninterrupted payment process  Error report during Payment Process  Display of all exception errors per payment batch 38

39 Template V.16, July 19, 2011 Cash Management Accounting for anticipated payments L E D G E R E N T R I E S Check mailed At Check Run Check received by Supplier and presented to Supplier’s Bank Check clears your Bank At Bank Reconciliation Anticipated Payments Cash Clearing Debit Credit Accounts Payable Cash Debit Credit Anticipated Payments Cash Clearing 39

40 Template V.16, July 19, 2011 Finance Training Agenda – Accounts Payable Cash Management Master Data 40

41 Template V.16, July 19, 2011 Cash Management – Master Data Parameters  Parameters  Payments by Company Group  Select Only Finalized Invoices  Payment Differences Tolerances 41

42 Template V.16, July 19, 2011 Cash Management – Master Data Payment Authorizations Payment Authorizations Used to limit check writing to selected user along with putting limits on size of payment. 42

43 Template V.16, July 19, 2011 Cash Management – Master Data Payment / Receipt Methods Payment / Receipt Methods  Separate Methods for:  Receipts  Payments – Checks  Payments – ACH  Checks Printing:  Multiple Checks  Single Check w/Remittance  Single Check with overflow to Remittance. 43

44 Template V.16, July 19, 2011 Cash Management – Master Data Check Master Check Master  By Payment Method  Check Status:  Not Used  Test Print  Void  Damaged  Anticipated  Rejected  Paid 44

45 Template V.16, July 19, 2011 Cash Management – Master Data Check Master Reasons  Can be Added to Payments  Valid for 1099-MISC  Yes / No 45

46 Template V.16, July 19, 2011 Finance Training Agenda Cash Management Processing 46

47 Template V.16, July 19, 2011 Cash Management – Processing Supplier Payments Supplier Payments  Based on Payment Batches  Created by session and modifiable.  Supplier total can not be negative.  Can be used for EFT or Checks  Use separate batches for EFT and Checks  Use different payment Methods.  Payments can be easily voided or rejected until cleared.  Payments not in GLD until Posted.  Automated clearing available with Bank Electronic file.  Requires set up of EBS import specifications.  Still requires manual processing for problem checks. 47

48 Template V.16, July 19, 2011 Cash Management – Processing Supplier Payment Process Documents Payment advise Select invoices for payment Trade Note process Automatic payment process File Documents Automatic matching Electronic bank statement Manual bank statement Reconcile Change Trade Note step Open entries 48

49 Template V.16, July 19, 2011 Cash Management – Processing Select Invoices for Payment Select Invoices  Create Batch to pay  May be modified  Not Selected  Prints a report of invoices NOT selected. Helpful Hint: You should print the “Not Selected” report to see what is still open. 49

50 Template V.16, July 19, 2011 Cash Management – Processing Payment Advice Payment Advice  Ability to modify Payment Batch before paying invoices. 50

51 Template V.16, July 19, 2011 Cash Management – Processing Process Payments Process Payments  Compose Payment  Assign Banks to Payment  Audit Payments  Create Payment Orders  Checks  ACH  Print Remittance Letters  Post Payments to GLD  By Payment Batch 51

52 Template V.16, July 19, 2011 Cash Management – Processing IRS 1099 Reporting IRS 1099 Reporting  Generates output for filing 1099s with IRS  Can be either:  Paper  Electronic 52

53 Template V.16, July 19, 2011 Cash Management – Processing Customer Payments Customer Payments  Manual process uses same session as Journal Vouchers  Uses “Cash” Transaction Type  Normally uses a “Checksums” for batch.  Automated process available with Bank Electronic file.  Requires set up of EBS import specifications.  Used with Lockboxes  Still requires manual processing for unmatched receipts. 53

54 Template V.16, July 19, 2011 Cash Management – Processing Customer Payments Manual ReceiptsDirect Debits Physical Receipt of Cash, Check, etc. Business Partner’s bank is automatically charged for a selected sales invoice Cancel Open Invoices Advance Receipts Receipts not specifically Allocated to Open Invoices Non-BP Related remittance for Sundry Sales (Trans posted Directly to GL) OR $ Direct Debit 54

55 Template V.16, July 19, 2011 Cash Management – Processing Customer Payments Receipt Transaction - The Bank transaction type to process customer receipts and payments for credit notes To process manual bank reconciliation entries, available Transaction Types in the Bank Transactions (tfcmg2100m000) session include: State Bank & Trust S T A T E M E N T 7/12/99 $ Deposits Checks 7/18/99 $ /23/99 $ /30/99 $ /01/99 7/06/99 7/07/99 7/08/99 7/09/99 $ $ $ $ $ $ svc chg 55

56 Template V.16, July 19, 2011 Cash Management – Processing Customer Payments Journal - The Bank transaction type to process charges directly to the general ledger (e.g., bank costs, bank service charges, and other sundry charges) Receipt Reconciliation - The Bank transaction type to process anticipated receipts actually received by the bank Unallocated Receipt - The Bank transaction type to process an unallocated receipt not linked to an invoice. These amounts can be assigned to open entries now (Assign Adv./Unall. Receipt under Specific), or at any later date 56

57 Template V.16, July 19, 2011 Cash Management – Processing Customer Payments Unallocated and advance receipts: Create open cash amounts on the partners account after they have been reconciled to the bank statement. Advance receipt: Tax can be calculate tax on Advance Receipt. Unallocated receipt: Tax can NOT be calculated on Unallocated Receipt. 57 Choosing which type of receipt to create depends on the business situation and the local tax legislation requirements.

58 Template V.16, July 19, 2011 Review Questions and Answers 58

59 Template V.16, July 19,  Training Exercise:  Create Payment Batch  Edit Payment Batch  Process & Post Payment Batch  Finalize Batch  Review in Transactions in ACP Dashboards Cash Management Training Exercises

60 Template V.16, July 19, 2011 For more info: Website:


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