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

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

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

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”

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

Vendor Multiple Tab Options:

Vendor

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.

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

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

Adding Purchase orders

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

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

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

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

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

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!

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

Editing Purchase orders Change Order Tab Lists The Changes To PO

Adding Invoices Click Add Invoices

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

Adding Invoices Enter Invoice Information Click Next

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

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

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

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

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

Editing Invoices Change Quantity or Unit Price

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

Editing Invoices Edit Percentage Amount Field OR Edit Flat Amount Field

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

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

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.

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

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.

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

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

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

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

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

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

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

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

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

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

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

Payment process Process Payments – Check printing process

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

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

Void and Reprint Checks

Payment process Auto Assigned Tasks – Print Post-Payment Reports

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

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

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.

Questions?