1. NEXTGEN ACCOUNTS pAYABLE
2016 Resource - NG Accounts Payable
NEXTGEN ACCOUNTS pAYABLE

2. Nextgen Accounts Payable
Consolidating Checking
Encumbrance Accounting
Accrual Accounting
ACH Payments
Invoice Archiving
Un-Void Payments
E-Payables

3. Nextgen Accounts Payable
Vendor
Purchase Orders
Adding
Editing Amounts
Invoices
Credit Memos
Payment Process

4. Vendor Purchasing 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”

5. Vendor
If you type in part of the Vendor Name it will pull all vendors that contain the same in the name.

6. Vendor
Multiple Tab Options:

7. Vendor

8. Vendor
Invoices:
Click the ELLIPSES next to Invoices to list the invoices that make up this total.
Double click on the Invoice you want to inquire on.

9. Adding Purchase orders
Load Template
Purchase Order Type
Purchase Order Number
Expiration Date
Department
Vendor
Other Info
1/16/2018

10. Adding Purchase orders
Total Price can be calculated using Quantity & Unit Price
Multiple Line Items can be added

11. Adding Purchase orders

12. Adding Purchase orders
PO number is assigned
TASK
Create Another PO
Save PO as a Template
Print PO
Maintain PO

13. Editing Purchase orders
Base on Search Criteria PO’s Will Be Displayed In The Search Results Box.
Double-Click To Open
Search & Find PO
Type
Number
Date Range
Department
Status

14. Editing Purchase orders
Click on the Line Items Tab
Double-Click to Open Line Item For Editing

15. Editing Purchase orders
Click Totals tab
Change Unit Price to New PO Amount

16. Editing Purchase orders
Distributions Tab
In Flat Amount Field Enter New PO Amount
Click

17. Editing Purchase orders
Type in a Reason for the PO Change
Line Item Date
Date the new PO amount will be encumbered
Period Has to be OPEN!

18. Editing Purchase orders
Brings You Back to Line Item Tab
New PO Amount Is Listed

19. Editing Purchase orders
Change Order Tab
Lists The Changes To PO

20. Adding Invoices
Click Add Invoices

21. Adding Invoices Invoice Type Invoice Date Transaction Date
Invoice Due Date
PO Type
PO Number
Vendor
Invoice Number
Check Stub Message

22. Adding Invoices
Enter Invoice Information
Click Next

23. Adding Invoices Based on PO Selected The Amounts & GL Account Pull In
You can Add Additional Line Items
Click Finish

24. Adding Invoices task Create Another Invoice Make Manual Payment
On Demand Check
Maintain Invoice

25. Editing Invoices Search & Find Invoice Invoice Type Invoice Number
Invoice Date
Status

26. Editing Invoices
Base on Search Criteria Invoices Will Be Displayed In The Search Results Box
Double-Click To Open

27. Editing Invoices
Click on The Line Items Tab
Double-Click on Line Item

28. Editing Invoices
Change Quantity or Unit Price

29. Editing Invoices Re-Calculate Become Active
Click Re-Calculate Once Changed
Line Item Amount Changes To Correct Amount
Click Distributions Tab

30. Editing Invoices Edit Percentage Amount Field OR
Edit Flat Amount Field

31. Editing Invoices Enter Percentage Amount Amount Changes
Net Amount Changes
Liquidation Amount Stays the Same

32. Editing Invoices Enter Flat Amount Amount Changes Net Amount Changes
Liquidation Amount Stays the Same
Click Save and Close

33. Credit Memo’s Adding Credit Memo
YOU MUST HAVE CREDIT MEMO TYPE, NUMBER DEFINITION & PERMISSIONS SET UP FIRST. CONTACT LGC FOR ASSISTANCE IN SETTING THIS UP.

34. Adding Credit Memo Enter Credit Memo Type
Credit Memo and Transaction Date
Vendor

35. Adding Credit Memo SELECT THE INVOICE BY DOUBLE CLICKING
CLICK ON THE ELLIPSES IN THE INVOICE NUMBER FIELD TO BRING UP A LIST OF PAID INVOICES FOR THIS VENDOR.

36. Adding Credit Memo CHECK MARK INVOICE DISTRIBUTIONS
SELECT THE DEFAULT AMOUT IF THE CREDIT WILL BE THE FULL DISTRIBUTION AND CLICK NEXT
IF THE CREDIT AMOUNT IS DIFFERENT THAN THE ORIGINAL DISTRIBUTION CLICK NEXT THEN KEY IN THE CREDIT AMOUNT & THE DISTRIBUTION AMOUNT, CLICK FINISH

37. Adding a Credit Memo
TO ADD A CREDIT MEMO NOT ASSOCIATED TO A PAID INVOICE DO NOT PICK AN INVOICE CLICK NEXT THROUGH THE INVOICES SCREEN WITHOUT SELECTING AN INVOICE.
FILL IN THE CREDIT AMOUNT AND THE DISTRIBUTIONS AMOUNT, Click FINISH

38. Payment process AP Division Batch ID Batch Description Batch Date
Internal Notes
Tasks
Print Pre- Payment Reports
Print Post- Payment Reports

39. Payment process Listing of All Open Invoices
Sort Invoices By Column Header
Select All Or Select Individual Invoices
Back Button Will Navigate You To The Invoice Filter Criteria

40. Payment process Several Options to sort Open Invoices Due Date
Invoice Date
Vendor
Payment
Invoice Owner
Bank Account
Account Control (Fund)

41. Payment process Select Vendor from Search by clicking ellipses button
Click Next once Filter criteria has been entered to go to Open Invoice Screen

42. Payment process
Invoices listed based are on Filter Criteria from previous screen
Check box next to Open Invoice
Click Save & Close once finished

43. Payment process – APPLY CREDIT MEMO
IF THERE IS A CREDIT MEMO IN THE SYSTEM YOU WILL HAVE THE OPTION TO APPLY ALL CREDIT MEMOS PER BANK ACCONT OR EXPAND THE LIST AND SELECT THE MEMO YOU WISH TO APPLY PER VENDOR.
Select Invoices for Payment is now marked Complete
Click Enter Payment Information

44. Payment process Payment Date – Check Date and Transaction Date
Discount Date – Defaults from Payment Date but can be changed
Periods – Pulls in Open Period based on Payment Date

45. Payment process
Tasks – You can now click Print Pre-Payment Reports

46. Payment process Available Pre-Post Reports Pre-Payment Register
Pre-Payment Register with GL Account Numbers

47. Payment process
Process Payments – Check printing process

48. Payment process Printer – Select Check Printer
Process Payment Information
Next Check Number – Editable field
Action – What happens when you click Execute
Execute – Completes the Action

49. Payment process
Once checks print Action changes to Void and Reprint Checks

50. Void and Reprint Checks

51. Payment process
Auto Assigned
Tasks – Print Post-Payment Reports

52. Payment process Payment Register Paid Invoice Report
Available Post-Payment Reports
Payment Register

53. Payment process
At this point you can re- print Checks or re-print Reports without manually Voiding Checks
Click Close Batch once you are finished

54. Timing to install NextGen AP
Plan for conversion to be during a less busy time of the year for your office, in order to set aside a few days of training
It is not recommended at month-end, year-end, fiscal year-end, or at budget time.
If possible all accounts should be balanced and reconciled.
No outstanding invoices waiting to be paid.

55. Questions?