Presented by Samantha Meier and Joni Welling AP Deep Dive Presented by Samantha Meier and Joni Welling Introductions – Sam then Joni

Agenda Everything on the Vendor Card Vendor ID vs. Class ID Payment Priority GL Accounts by Vendor and more. . . AP Check Run – What does it look like Selecting checks quickly & easily Discounts Manual payments and more. . . Joni

The Vendor Card Create Standard/Policy Attachments Internet Addresses Vendor ID vs. Class ID Create Standards/ Policy Naming Convention – A & The, All Caps or mixed letters Inactivating Vendors Attachments W-9 Tin Matching OFAC Check Internet Addresses Vendor ID Vs. Class ID Vendor ID printed on checks and is key in many smartlists Class ID can set vendor options as a default

Email & Website Select proper Address ID Use To. . . Must be set by Address ID Can have multiple email address in the TO: box separated with semi-colon.

Class ID Defaults the Option Screen: Payment Terms Accounts Efficiencies: Vendor Set-up Check Run processing

Vendor Options Payment Priority Minimum Payment Maximum Invoice Amount Cash flow concerns Disaster Recovery Minimum Payment Define & Ask if anyone is using? Explain Process and give their perspective. Open to the floor to see if there are any question on other functions on this screen.

Address & EFT Instructions

General Ledger Accounts by Vendor Cash Account Selection. Select one Account or multiple. Limit Accounts in a drop-down option. Vendor card will override the cash account selected on the checkbook Account selection – Single or multiple account defaults can be selected. Create a drop-down to restrict the view of what accts to use Select the icon with the three dots

Default Account Transaction Entry Enter the accounts in the order you want them to appear. Select Default Trx to have the accounts auto populate in the payables entry distribution screen.

Account Drop-Down Options De-select the Default on Trx to have available in a drop-down list.

Account Drop Down Options

Email Options

Tax Withholding When this is needed: Receive 2 B-Notices from IRS or requested by Vendor What is needed: Set-up to get this function: >Microsoft Dynamics GP>Setup>Company>Company>Options Vendor Card & IRS Vendor When entering the invoice it should ask you if this is a withholding transaction

What does it all look like – The Check Run Now that you have all the options you want activated on the Vendor Card what does it all look like.

Tax withholding

Payables Batch Entry Select the payment method: Check Eft Does anyone have any experience with the Credit Card Function? Posting Date & Check Date

Select Payables Checks Automatically Apply Existing Unapplied When to check or uncheck? Always take Discounts (Will talk about Discount option on next slide) Efficiently pulling checks Class ID, Payment Priority

Due Date/Discount Date Cutoff Dates: Enter due dates Enter discount dates Take unqualified discounts

Edit Payables Check Batch Add columns to check batches Change vendor ID to vendor name Change voucher number to document number

Manual Payments Payment method types Auto Apply/Manually checking the box

Questions? Joni Welling Accounting Manager GPUG Chapter Leader Joni.Welling@affiliatesmgt.com 515-612-7316 Samantha Meier AP Manager GPUG Chapter Leader Samantha.Meier@affiliatesmgt.com 515-612-7308