John Gillis KASBO Conference – April 2017 V11.2 Changes in AP John Gillis KASBO Conference – April 2017

V11.2 Changes in AP Units of Measure Replacement Invoices Purchase Order Re-liquidation Invoice Notes Increase in Invoice Detail Lines Select Items to be Paid Vendor Warnings

Units of Measure Munis Purchasing programs and any program that interfaces with them use standardized units of measure. Financials >Purchasing >Setup >Units of Measure Units of Measure can be added and will be made available for use in any Unit of Measure field in a Munis program.

Replacement Invoices There’s now the ability to Replace a posted and paid invoice that was tied to an incorrect contract or purchase order. Requirements A check has already been issued for the invoice being replaced Replacement invoice will include a change to the contract, purchase order or both You’ve entered an invoice and realize that you used the wrong PO or contract number.

Replacement Invoices Option is only visible to users who have the role permission giving them access to replacement invoices

Replacement Invoice On the invoice batch entry screen, there is a new option, Replacement Invoice Select Replacement Invoice to enter into Replacement Batch mode. Currently, only one replacement invoice can be entered into a replacement batch.

Replacement Invoice After selecting Replacement invoice, user will see a message on the screen indicating this batch is for a replacement invoice only. Enter the information into the batch screen.

Replacement Invoice After entering the information into the batch screen, a new screen will display. Complete the screen with the invoice to replace.

Replacement Invoice After selecting the invoice to replace, the user will then be brought into normal invoice entry screen. Header information from the invoice to be replaced will be shown. Restricted fields are Invoice, Amount fields, Check/Wire and Date fields. Change must be made to either the contract, purchase order or both. You’re changing the PO or contract number that you accidentally used when paying the Invoice.

Replacement Invoice When in Replacement Invoice mode, a new field appears in the top right corner of the screen which shows the original invoice number. Users can click the button located to the right of this field to enter into Invoice Inquiry so the invoice can be viewed, if needed. Once information has been entered into the screen, user can then post the batch.

Purchase Order Re-Liquidation Users can now re-allocate liquidations against a PO for an invoice that has already been entered into an invoice batch. When viewing an invoice that has liquidated a PO, a new option appears on the menu, Re-Liquidate. When a PO has been liquidated incorrectly, select Re-Liquidate then choose Modify. Use PO Re-Liquidation if you’ve entered the wrong liquidation amount when entering an invoice into a batch.

Purchase Order Re-Liquidation Update the fields that need to be changed and select Continue. A message appears to tell the user that this is a re-liquidation of a PO. Select Yes to continue and proceed.

Invoice Notes Invoice Entry, Modify Invoices and Invoice Inquiry have all been modified to include an internal Notes program. Users can enter notes that can be accessed by other users. These notes are for internal purposes only and will not be seen by vendors.

Invoice Notes Access to invoice notes is controlled by permissions. Users are always permitted to view invoice notes. The ability to Add, Update and Delete notes is controlled by the AP Role Permissions.

Invoice Notes We will use the Invoice Entry screen to demonstrate the Notes functionality. Select More then choose Notes Enter the information for the note. Click Accept.

Invoice Detail Line Limit Increase Invoice detail lines has been increased from 199 to 999 lines. Allows users more flexibility when importing larger invoices. Reduces number of invoices that need to be broken into smaller invoices.

Select Items to be Paid – Select All When using Select Items to be Paid, users can now Select All or Deselect All. Makes selecting items much faster when needing to select all but one or two items.

Vendor Warnings Vendor warnings allow for a notification system for Vendor specific information. These can serve as a reminder for various reasons Policies pertaining to a certain vendor Warnings about potential vendor issues Notification that the vendor code is to no longer be used

Vendor Warnings Financials >Accounts Payable >Setup >Purchasing Vendor Warnings Add warning messages that you would like to be made available for use. Examples:

Vendor Warnings When warning messages have been added, they will then be available for use in the programs that were selected when the messages were added. To add the message to a specific vendor’s record Navigate to Vendors Find a Vendor Select Update Go to the Warning Messages Tab and check the box of the message that applies.

Vendor Warnings When an invoice is entered using a vendor who has a warning message, a pop-up message will display. The messages are for warning or sharing vendor specific information only. They do not halt input or prevent use of the associated vendor.

More Information for v11.2 Munis KnowledgeBase Documents eLearning KDE Munis Support & Guides webpage – documents are currently being revised to reflect v11.2 screenshots. Only KY specific documentation is maintained by KDE General Munis processing documentation is found in the Munis KB