Beginners and Cross Training Accounting: Beginners and Cross Training

Introduction General Overview Accounts Payable Accounts Receivable General Ledger Newer Features GLH Tab Registry Settings Cash Receipts Enhancements Apply Discount Unapplied Deposits

Accounting Period Setup Most users do NOT use the Unvouchered AP and the WO Other to GL features in the accounting period setup. A registry setting can be entered to make sure these are not accidentally selected See next page for registry settings

Accounting Period – Registry settings to avoid Disaster! Option 1 Option 1 – Set the fields UnvoucheredAP and OtherToGL to = false. This will give an error stating that field is not allowed When a user tries to check on one of those boxes in the accounting period, this message will appear

Accounting Period – Registry settings to avoid Disaster! Option 2 1. Disable the fields completely 3. This is how the check boxes will appear in the accounting period viewer 2. Use this setting to disable the field completely disabledFieldsParent = accntngprd.enble-unvchrd-ap,accntngprd.enble-wrkordrothrGLH

Accounting Period Setup A newer feature of Sampro allows us to also set defaults for check boxes. Since we will want all of the boxes checked by default (besides the two highlighted) right-click on each one. Yet another new feature in Sampro is the ability to copy and paste via right-click. However, for this example we want to stick with “Customize Field” When the window opens, simply type a “Y” in the default value – this will tell the system “Yes, fill this check box out” when creating a new record

GL Reporting Period GL Reporting periods must also be set up in order to run GL Financial Reports. Some things to note: GL Reporting Periods should not have overlapping dates After set up, GL Reporting periods will create calendar dates that can be used for a variety of reasons It is highly recommended to have GL Reporting Periods of a year or further in the future at any given time Users can set up GL Reporting periods ahead of time which will save the potential for future issues Note that when a GL Accounting period is made, it is given a report title by the system. In order to have the title, this must be entered via Sampro and NOT an import script.

Accounts Payable AP Journal Date to Pay = Date that we have decided to pay this invoice Payment Due Date = Date that is the Vendor due date based off of the invoice date and the terms – this will show on AP Aging Reports Both Date to Pay and Payment Due Date are initially derived from the AP Terms plus the invoice date Close PO – this box should always be checked if the PO is completely received and we are paying for the last of the items – the system will not let you close if this is not the case. The Date to Pay and Payment Due Dates are derived from the invoice date and the AP Terms The Closed PO box should be checked if the PO is fully received and fully vouchered.

Payment Options Overview Accounts Payable Payment Options Overview There are 2 areas we can go in order to review and manipulate what invoices we are paying. Cash Requirements lets us review what the system says we have due and Select Invoices for Payment

Cash Requirements Report Accounts Payable Amount Due Amount to Pay Cash Requirements should always be run with an end date The amount due is the amount that is still due to the vendor This will remain outstanding until it is either paid or credited The Amount to Pay is the amount that we have selected to pay the vendor This can be edited in the Select Invoices for Payment function These invoices will automatically be set to zero if a check it printed but then voided. To enter payment back, use the Select Invoices for Payment function Cash Requirements Report Due Date Date to Pay

Select Invoices for Payment Function Accounts Payable Select Invoices for Payment Function Can use a variety of filters here – highly suggested to use something to filter The Gross payment amount is $0 here which means it will not come up to be paid on our report, or when we cut checks The pay date can be manipulated if needed for cash flow purposes Check “Go” after changes are made This function is probably most helpful when running by a specific vendor. If no filter criteria is entered then everything that is still open will appear and the list may be too large to effectively manage. Run the cash requirements report first to gauge was needs to be edited with this function.

Select Invoices for Payment Function Accounts Payable Select Invoices for Payment Function There is a feature that can be enabled to allow all of the invoices to be set to a specific date to pay Line 6 of the registry displays a way to set the sort order of Select Invoices for Payment This function is probably most helpful when running by a specific vendor. If no filter criteria is entered then everything that is still open will appear and the list may be too large to effectively manage. Run the cash requirements report first to gauge was needs to be edited with this function. The registry setting in line 5 must be enabled for the ID: sys-viewer-sapdtetopylst

Cash Requirements Filters vs. Print Check Filters Accounts Payable Cash Requirements Filters vs. Print Check Filters We can run the Cash Requirements report so we know how much our check batch will be. There are several fields which are in this report and the print checks function: Start Date and End Date Vendor ID Next Pay Date Vendor Type ID Use the same criteria on the Cash Requirements report to ensure the check batch prints the amount you expect

Accounts Payable EFT Payments There are a couple options on how to handle EFT Payments Entering the payment directly in the AP Journal Viewer PROS - Convenient and Applied immediately CONS – Date MUST equal that of the AP Journal Effective date; a change requires the entire transaction be deleted and re-entered. Check date will be automatically changed to Effective Date upon adding the transaction If the transaction ID is not entered before hitting “Add”, then it will be auto filled with the transaction ID of the AP Journal Entry.

You can limit the invoice(s) you are paying here. Accounts Payable EFT Payments This option lets you use a different date (you can enter the AP invoice with an August effective date, but apply the payment in September) Can also enter AP Transaction (leaving manual payment info empty) and apply a simulated EFT payment via Single write check. Enter all of the information, including a “Check Number” which will really be a “dummy” check #. It should be something significantly lower than your real current check # You can limit the invoice(s) you are paying here.

Accounts Payable EFT Payments Navigating to the check viewer will show this was paid as a “check”, so it would be wise to keep track of the dummy check numbers you are using so you know that a certain range is actually EFT payments.

Accounts Receivable AR Sales Journal Create Credit Memos using this button GL and Job information by line is in the child table Balance will be displayed here

Cash Receipts / Bank Deposit Accounts Receivable Cash Receipts / Bank Deposit CASH RECEIPT - Once a payment has been received (and the appropriate Undeposited account is used) cash is ready to be deposited. In the Cash Receipts Journal, make sure that The Total Received is the actual total of the check The undeposited account is the correct one for this check (sticky field, may change with securities or branches) – change this in the GL Tab Invoices paid on the check are selected from the invoices available Can double click the list on the very bottom Can use the “Enter Invoices” button on the top A description can be entered but is not required. This could be used in a search to find a specific record BANK DEPOSIT – Once all cash receipts have been entered for the day, a bank deposit can be made. This moves cash from the undeposited account to the bank account. A few notes After a bank deposit is made, and there needs to be a change on the cash receipt, the entire bank receipt should be deleted (do not just un-deposit the cash receipt and then redeposit it) A non-AR check can be entered using the OTHER tab on the bank deposit journal. The GL account and amount must be entered – a description should also be entered A bank withdrawal can also be done using the bank deposit OTHER tab, just enter negative number in the credit amount field

Newer Features – Apply Discount button on Cash Receipts Accounts Receivable Newer Features – Apply Discount button on Cash Receipts 1. Select all invoices first, total appears here 2. Enter in the amount of the check and the discount in their respective fields here 3. Click the “Apply Discount” button 4. The discounts are automatically evenly distributed between the invoice line items here

Cash Receipts – Unapplied Cash Accounts Receivable Cash Receipts – Unapplied Cash 1. If a payment is received and there is not an invoice for the payment, the we have received Unapplied Cash. To apply in 8.2, click on the + on the line where invoices are applied

Cash Receipts – Unapplied Cash Accounts Receivable Cash Receipts – Unapplied Cash 2. After the line is expanded, there is a new button for “Unapplied Deposit” 3. Fill out all of the information possible. GL Account must be an AR account 3a. If the payment received is greater than what is on account for that client, this message will appear. Click Yes to Confirm

Cash Receipts – Unapplied Cash Accounts Receivable Cash Receipts – Unapplied Cash 4. After adding the record, the credit immediately appears on the bottom area of cash receipts 5. An aging report will also show this credit now appears on the customer’s account

Accounting in Other Viewers Newer Features – GLH Tab In order to see the GL impact of a transaction, GL History can be reviewed by going to the GL History viewer and searching for the source journal and the transaction ID. Another way to do this is to run a GL History report using the same criteria. In the newest version of Sampro, a GLH tab has been added to several viewers so an immediate view of GL History once the transaction is saved. Here are some of the highly visible viewers this can be found: AP Journal Viewer AR Sales Journal Viewer Work Order Viewer Cash Receipts Viewer Purchase Order Viewer Labor Journal (Registry Enabled) sys-viewer-vlbrjrnl ShowGLH = true

Hidden Employee Earnings Registry Settings By default, Sampro will not show detail for employee earnings in several areas as to not expose employee rates. There are a few registry settings that can be “turned on” to expose this otherwise hidden detail: Work Order Revenues Tab and PM Workbench– By default, the detail (employee info) is not listed on the revenues tab of the WO or the Cost Sources tab of PM WB however it can be added in sys-viewer-vwrkordr and sys-viewer-vjbpm, respectively, by adding: Setting Key: ShowEmployeeNames  Setting Value: true Job Cost Details Report – By default, the employee labor cost does not show on the detail section of this report. It can be revealed by adding the following registry setting in sys-report-RJBDTL Setting Key: HideLaborCostDetail  Setting Value: false

GL End of Year Balance sheet carries income and expenses from income statement. This is how it appears for Dec 13 and Jan 14. At the end of the year, the GL End of Year process must be run to move income (or loss) over to retained earnings and “reset” the balance sheet for the next year. This process can be found in the “Functions” menu under “Start Create GL End of Year”

GL End of Year Process should be run using retained earnings as GL account and a period that includes the last day of the year (period must be active) After clicking “Go”, a message will appear about a GL Journal entry being created:

GL End of Year Users can then navigate to that GL Journal Entry and review – here is the amount written to retained earnings If it is determined that this transaction is wrong, users can delete it and the end of year transaction will be reversed.

Frequently Asked Questions How do I apply an AP credit? When printing checks, include “Vendors with Net-Zero Balances” check box – this will make it so a $0 check will be printed that will apply credits to open invoices NOTE – a check must be used (wasted) in order to print a $0 clearing check Why do my Income Statement and Balance Sheet statements look strange? Make sure that you have no overlapping dates in your GL Reporting Periods or financials will appear to be “double reported” Why don’t my cash receipts show in my bank deposit journal or my deposits/payments show on my reconciliation journal? There are a few things that could keep this from happening The Bank Deposit effective date could be BEFORE the cash receipt The Bank Reconciliation effective date could be BEFORE payment transaction The Cash Receipt could have used a different Undeposited GL Account than what was selected on the Bank Deposit The bank account used for a manual payment or check could be different than the GL Account being used on the Bank Reconciliation