1. NextGen Purchasing Refresher Course
Presented by Julie Carroll
October 20, 2016

2. Vendors Can change the search View:
If you type in part of the Vendor Name it will pull all vendors that contain the same in the name.

3. Vendors

4. Vendors
Double click on the vendor you wish to Inquire on.

5. Vendors
Multiple tab options:

6. Vendors
Notes:
Additional Info:
User Defined Fields

7. Vendors
Federal Reporting:

8. Vendors
GL Accounts:
Can enter the default GL Account this vendor will use.
Contacts:

9. Vendors
Activity: The left shows History and the right shows Outstanding.

10. Vendors
Get Aging:

11. Vendors
Click on the ellipses button to see what makes up the total:

12. Vendors
Clicking on the ELLIPSES next to each field, will take you to a list that makes up the total.
Double click the PO to drill further down

13. Vendors

14. Vendors
Invoices:
Click the ELLIPSES next to Invoices to list the invoices that make up this total.
You have the same Grid options as elsewhere in the system.
Double click on the Invoice you want to inquire on.

15. Vendors
Multiple Tab Options:

16. Vendors
After drilling down into the various inquiry screens click the BACK button on the ribbon bar to return to the Vendor.

17. 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”

18. Vendors
Select NEW from the ribbon bar.

19. Vendors Can enter whatever description you want.
Must check Payee Vendor
Select Save And Close

20. Vendors
With Payees:
Without Payees:

21. Purchase Orders
Purchase Order Inquiry/Maintenance:

22. Purchase Orders Entered a date range. Selected Status: Open
Select Return ALL
Click Find
Returned a list of Open PO’s for date selected.
Can select Grid to print results or export.
Can click on arrows next to Search Results to expand results screen.

23. Purchase Orders
Click the down arrows next to Search Results to reverse.

24. Purchase Orders
More Search Options

25. Purchase Orders
Double click on the PO you wish to inquire/maintenance.

26. Purchase Orders
Tabs with * on them indicate info on the tab.

27. Purchase Orders
Paid Purchase Order
Open Purchase Order

28. Purchase Orders

29. Purchase Orders Double Click line item to drill into it.
All: Will list all line items whether voided or not.
Voided: Will only list line items that had been voided.
Unvoided: Does not mean these have been voided then unvoided, this just means they are NOT voided.

30. Purchase Orders
Paid Purchase Order

31. Purchase Orders
Open Purchase Order

32. Purchase Orders

33. Purchase Orders If the PO is paid this an inquire only option.
If the PO is Open you can add make changes.

34. Purchase Orders
If PO was not paid, you could receipt it or manually liquidate it here.

35. Purchase Orders

36. Purchase Orders
Click the BACK button on the ribbon bar to back out of the Line Item inquiry:

37. Purchase Orders
Line Item Distributions: A simple list of all distributions on the PO, regardless of line item.

38. Purchase Orders
Instructions:
Shipping/Billing
User Defined Fields:

39. Purchase Orders Associated Tab: Options:
Double click on the Invoice to drill into the Invoice Inquiry.
Double click on the GL entries to drill into the GL Entries

40. Purchase Orders Notes: Log Entry: Change Orders:
System will add logs when changes are made.
You can add manual logs as well.

41. Invoices
Invoice Search Options

42. Invoices View by Vendor Selected Vendor: Julie’s Bake Shop
Open Date Range
Select All Status
Return All on Ribbon Bar
Same Grid Options
Same option to expand Search Results

43. Invoices
Paid Invoices
Inquire Only
No Options from Ribbon Bar

44. Invoices Payment Information: Inquire Only on most fields
Can change the 1099 information

45. Invoices Line Items: Inquire Only
Can double click line item to drill down.
Same Grid Options

46. Invoices Invoice Line Item Inquiry: Can change 1099 flag
More tabbed options

47. Invoices
Invoice Line Item Inquiry:
Additional Info
Distributions

48. Invoices Invoice Line Item Inquiry: Cash Distributions/Account Payable
Consolidated Checking

49. Invoices Line Item Distributions:
Gives a list of all distributions for all line items.
Gives grand totals at the bottom.

50. Invoices Transactions
Gives a list of all transactions associated to the invoice. (Accrual Accounting)
Allows drill down into transaction.
User Defined Fields
Log Entry
List all log entries.
Allows Manual Log Entry

51. Invoices Open Invoices: Options Available
Can make some changes. Such as Dates.

52. Invoices Payment Information Can add some information for payments
Can change 1099 information

53. Invoices
Line Items:
Can double click on the line item to open it up for maintenance or inquiry
Can select Add Invoice Line Item to add more lines items.

54. Invoices Invoice Line Item Inquiry/Maintenance
Tabbed Options for the line items
Can be maintenanced if Invoice is Open
Same screens as Paid invoices, only these are editable.

55. Invoices
Line Item Distribution User Defined Fields Transactions Log Entry

56. Payments
Payment Inquiry/Void

57. Payments Can enter a payment Number Range Can enter a date range
Same Grid Options

58. Payments
Options
Fields are inquire only
Tabbed options for inquiring.

59. Payments Voiding a Payment: Must enter a reason
Can void the invoice and reopen the PO

60. Payments Invoices Tab: Lists all invoices associated to the Payment.
Can drill into invoice.

61. Payments Transactions Tab: Lists transactions associated to payment
Can double click on the transaction to drill into it.

62. Payments Log Entry Tab: System Creates Auto Entries
Can add Manual Log Entries

63. Payment Batches
Can inquire on a payment batch after it has been closed.

64. Payment Batches Payment Inquiry Lists all payments in batch.
Can double click on the payment to drill into the payment inquiry.
Payment Batch Inquiry

65. End of Presentation .