NextGen Purchasing Refresher Course Presented by Julie Carroll October 20, 2016

Vendors Can change the search View: If you type in part of the Vendor Name it will pull all vendors that contain the same in the name.

Vendors

Vendors Double click on the vendor you wish to Inquire on.

Vendors Multiple tab options:

Vendors Notes: Additional Info: User Defined Fields

Vendors Federal Reporting:

Vendors GL Accounts: Can enter the default GL Account this vendor will use. Contacts:

Vendors Activity: The left shows History and the right shows Outstanding.

Vendors Get Aging:

Vendors Click on the ellipses button to see what makes up the total:

Vendors Clicking on the ELLIPSES next to each field, will take you to a list that makes up the total. Double click the PO to drill further down

Vendors

Vendors Invoices: Click the ELLIPSES next to Invoices to list the invoices that make up this total. You have the same Grid options as elsewhere in the system. Double click on the Invoice you want to inquire on.

Vendors Multiple Tab Options:

Vendors After drilling down into the various inquiry screens click the BACK button on the ribbon bar to return to the Vendor.

Vendors Payee Vendor Type: A Payee Vendor Type can be set up for those vendors that you may only use once in a while, for example jurors or reimbursements to employees. Payee Vendors do not come up in the Vendor Search unless you select to “Include Payees”

Vendors Select NEW from the ribbon bar.

Vendors Can enter whatever description you want. Must check Payee Vendor Select Save And Close

Vendors With Payees: Without Payees:

Purchase Orders Purchase Order Inquiry/Maintenance:

Purchase Orders Entered a date range. Selected Status: Open Select Return ALL Click Find Returned a list of Open PO’s for date selected. Can select Grid to print results or export. Can click on arrows next to Search Results to expand results screen.

Purchase Orders Click the down arrows next to Search Results to reverse.

Purchase Orders More Search Options

Purchase Orders Double click on the PO you wish to inquire/maintenance.

Purchase Orders Tabs with * on them indicate info on the tab.

Purchase Orders Paid Purchase Order Open Purchase Order

Purchase Orders

Purchase Orders Double Click line item to drill into it. All: Will list all line items whether voided or not. Voided: Will only list line items that had been voided. Unvoided: Does not mean these have been voided then unvoided, this just means they are NOT voided.

Purchase Orders Paid Purchase Order

Purchase Orders Open Purchase Order

Purchase Orders

Purchase Orders If the PO is paid this an inquire only option. If the PO is Open you can add make changes.

Purchase Orders If PO was not paid, you could receipt it or manually liquidate it here.

Purchase Orders

Purchase Orders Click the BACK button on the ribbon bar to back out of the Line Item inquiry:

Purchase Orders Line Item Distributions: A simple list of all distributions on the PO, regardless of line item.

Purchase Orders Instructions: Shipping/Billing User Defined Fields:

Purchase Orders Associated Tab: Options: Double click on the Invoice to drill into the Invoice Inquiry. Double click on the GL entries to drill into the GL Entries

Purchase Orders Notes: Log Entry: Change Orders: System will add logs when changes are made. You can add manual logs as well.

Invoices Invoice Search Options

Invoices View by Vendor Selected Vendor: Julie’s Bake Shop Open Date Range Select All Status Return All on Ribbon Bar Same Grid Options Same option to expand Search Results

Invoices Paid Invoices Inquire Only No Options from Ribbon Bar

Invoices Payment Information: Inquire Only on most fields Can change the 1099 information

Invoices Line Items: Inquire Only Can double click line item to drill down. Same Grid Options

Invoices Invoice Line Item Inquiry: Can change 1099 flag More tabbed options

Invoices Invoice Line Item Inquiry: Additional Info Distributions

Invoices Invoice Line Item Inquiry: Cash Distributions/Account Payable Consolidated Checking

Invoices Line Item Distributions: Gives a list of all distributions for all line items. Gives grand totals at the bottom.

Invoices Transactions Gives a list of all transactions associated to the invoice. (Accrual Accounting) Allows drill down into transaction. User Defined Fields Log Entry List all log entries. Allows Manual Log Entry

Invoices Open Invoices: Options Available Can make some changes. Such as Dates.

Invoices Payment Information Can add some information for payments Can change 1099 information

Invoices Line Items: Can double click on the line item to open it up for maintenance or inquiry Can select Add Invoice Line Item to add more lines items.

Invoices Invoice Line Item Inquiry/Maintenance Tabbed Options for the line items Can be maintenanced if Invoice is Open Same screens as Paid invoices, only these are editable.

Invoices Line Item Distribution User Defined Fields Transactions Log Entry

Payments Payment Inquiry/Void

Payments Can enter a payment Number Range Can enter a date range Same Grid Options

Payments Options Fields are inquire only Tabbed options for inquiring.

Payments Voiding a Payment: Must enter a reason Can void the invoice and reopen the PO

Payments Invoices Tab: Lists all invoices associated to the Payment. Can drill into invoice.

Payments Transactions Tab: Lists transactions associated to payment Can double click on the transaction to drill into it.

Payments Log Entry Tab: System Creates Auto Entries Can add Manual Log Entries

Payment Batches Can inquire on a payment batch after it has been closed.

Payment Batches Payment Inquiry Lists all payments in batch. Can double click on the payment to drill into the payment inquiry. Payment Batch Inquiry

End of Presentation .