Flexgen Trustee Miscellaneous Topics Resource 2018

Miscellaneous Topics Vendor Invoicing/Refunds Positive Pay Batch ACV Reconciliation ADA Adjustments

Vendor Invoicing/Refunds

Vendor Invoicing/Refunds The Vendor Invoicing System is an add on available for the Trustee Software This system can be used to print/process refund checks from invoices that are created from receipts with overpayments This system can also be used to print/process other checks that Trustees offices issue Your LGC Field Representative will configure your system for Vendor Invoicing and conduct training on this module

Vendor Invoicing/Refunds When you receipt a property tax receipt with an overpayment, the system will bring you to a refund screen after the receipt is processed

Vendor Invoicing/Refunds All of the needed information is defaulted in. You can make changes as necessary. If the information on the refunds screen is correct, you just have to press F4. You don't have to do anything else until day end

Vendor Invoicing/Refunds From the Day End Process Menu, select Refund File Maintenance to make any necessary changes to the refund file. You can also select the Pre-Invoice Edit Report. This will give you a listing of receipt numbers that refunds are to be made on and the name and address that the refund goes to and the refund amount.

Vendor Invoicing/Refunds From the Day End Process Menu, choose the option to Create Invoices

Vendor Invoicing/Refunds This will bring you to a screen where you can select (or tag) Refund files that you want to create an invoice for

Vendor Invoicing/Refunds You may also run an Overpayment Report from the Refunds Menu. This report will show the receipt number, payment information and refund amount for receipts with overpayments

Vendor Invoicing/Refunds When you are ready to process the checks from the invoices you will need to go to the Invoicing Menu and choose Invoice Payment Menu

Vendor Invoicing/Refunds From the Invoice Payment Menu you can select invoices and then follow the menu options to print your checks and post the checks/refunds to the GL

Vendor Invoicing/Refunds From the Invoicing menu you can run other checks that your office might need to issue You can do this by adding invoices for the checks and selecting the invoices when you are ready to run the checks You can run all checks at once or you can select only the invoices you want to run checks for Various reports can be ran including vendor reports to find calendar and fiscal year to date totals for vendors There is also a check reconciliation option where you can reconcile checks as they clear

Positive Pay

Positive Pay Positive Pay is a software module that is used in conjunction with the bank to create electronic verification of the authenticity of checks issued by LGC customers Electronic files are created and submitted to the bank after checks/warrants are issued The bank will only clear those checks/warrants they have received through electronic notification Positive Pay greatly reduces the potential for fraud In most cases, the bank can provide a reconciliation file that can be imported to automatically reconcile cleared checks/warrants

Positive Pay Trustee Positive Pay After your checks or warrants are loaded, you are ready to create the POSPAY file to send to the bank. Go to: Trustee Menus Banking Services Positive Pay Warrant File (Note: Check Rec File option is for non-trustee office use) Key in the beginning and ending Effective Date range of warrants to include in this file

Positive Pay When the system finishes processing the checks, you will be prompted to press ESCAPE to continue with the diskette creation Next it will prompt you to press OK to continue and give you an option to print or display the Positive Pay File listing that shows the checks that will be included in the file

Below is a sample of the Positive Pay File listing CKQ010 2005/10/18 10:08:48 TOWN OF SAMPLEVILLE FlexGen4(6.1U) Page: 1 Positive Pay File Voi [--- Warrant Key ---] [-------- Check Key ---------] Account No Check No Paid To The Order Of Ind Chk Date Check Amount Dept Type Warrant No Typ Fnd Sfd Funct Check No 9876543210 8745 ABC OFFICE 09/09/05 502.00 110 VEN 8745 9876543210 9876 TEST 09/11/05 100.00 110 VEN 9876 9876543210 12211 A TO Z SUPPLY 09/11/05 200.00 110 VEN 12211 9876543210 12345 JOHN SMITH 09/15/05 5.77 110 VEN 12345 9876543210 18721 US POSTAL SERVICE 09/15/05 226.54 101 VEN 18721 9876543210 18722 JANE DOE 09/15/05 130.00 101 VEN 18722 9876543210 18723 DONALD DUCK 09/15/05 5.50 101 VEN 18723 9876543210 18724 WAL-MART 09/15/05 150.00 101 VEN 18724 9876543210 18725 COUNTY RESCUE SQUAD 09/19/05 17910.29 101 VEN 18725 9876543210 18726 OFFICE MAX 09/19/05 63.02 101 VEN 18726 9876543210 18727 JOHN DOE 09/19/05 124.00 101 VEN 18727 9876543210 18728 TN DEPT OF LABOR 09/19/05 250.00 101 VEN 18728 9876543210 18729 A1 CONSTRUCTION 09/19/05 249.00 101 VEN 18729 9876543210 18730 ANY INSURANCE COMPANY 09/19/05 90.56 101 VEN 18730 When the Positive Pay File listing finishes printing, you will be prompted to copy the file Once the copy option is finished your file is ready to send to the bank

Positive Pay To Reconcile Checks by diskette from the Bank Go to Reconcile, Warrants By Diskette on the Banking Service Options Menu Make sure you have copied the file from the banking service into the appropriate location on your server and press OK to continue

Positive Pay After the diskette file is loaded you will be prompted for a Reconciliation File Listing. This will list warrants that were reconciled during this process with totals If there are any errors, you will also be prompted to print the error report. This will list any warrants that were on the file that were not reconciled and why

Batch ACV Reconciliation

Batch ACV Reconciliation Trustees can request that electronic files be sent from the state for ACV payments The state will email these files along with the ACV Payment Register This file can then be imported into your system to reconcile the ACVs

Batch ACV Reconciliation The electronic payment file attachment from email will need to be saved to a folder that you can access from the server You can usually save this file by right-clicking and choosing “save as” or you may have the option to “save attachments”. Be sure to browse to the proper location to save the file.

Batch ACV Reconciliation After you have saved your ACV payment file, load it in the software to mark the paid ACV records as reconciled.   Trustee, Other, Reconcile ACVs Select Reconciliation Method “Batch Import File”. The “Single Record Maint” will take you to the screen where you can still manually reconcile individual ACV records.

Batch ACV Reconciliation Browse to the location of your reconciliation files, click on the filename you wish to load to highlight it and click OK.

Batch ACV Reconciliation You will have the option to print the ACV Batch Report or to Import the Batch. The ACV Batch Report will list the ACV Records in the file to be reconciled along with any errors. If you choose to Import the Batch without running the batch Report, you will still be prompted to view or print the report after the file is loaded if there are any errors.

Batch ACV Reconciliation You will need to investigate any errors and manually mark any ACVs as reconciled that are not processed due to errors. (Note: Those paid to applicant are not showing applied in the software and can’t be marked as reconciled)

Batch ACV Reconciliation To confirm reconciled totals, run the ACV listing for the reconciled date of the file you processed. Trustee, Menus, Reports, Other A-L, ACV

Batch ACV Reconciliation The totals at the end of the “ACV Paid to Jurisdiction” section of the Pay Register Report from the state should match the total of the reconciled ACV report from your trustee software

ADA Adjustments

ADA Adjustments LGC has developed an ADA Adjustment Excel spreadsheet to calculate ADA Adjustments for Flexgen customers The spreadsheet will calculate the ADA Adjustment and compile the appropriate journal entries to be made If you are interested in obtaining this Excel ADA Adjustment spreadsheet, please see the instructor after the presentation ends This functionality is included in the NextGen Trustee software

ADA Adjustments

ADA Adjustments

ADA Adjustments

This completes the Flexgen Trustee Miscellaneous Topics Presentation Thanks for attending!