1. Flexgen Trustee Miscellaneous Topics Resource 2018

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

3. Vendor Invoicing/Refunds

4. 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

5. 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

6. 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

7. 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.

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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Positive Pay

15. 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

16. 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

17. 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

18. Below is a sample of the Positive Pay File listing
CKQ /10/18 10:08: 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
ABC OFFICE /09/ VEN
TEST /11/ VEN
A TO Z SUPPLY /11/ VEN
JOHN SMITH /15/ VEN
US POSTAL SERVICE /15/ VEN
JANE DOE /15/ VEN
DONALD DUCK /15/ VEN
WAL-MART /15/ VEN
COUNTY RESCUE SQUAD /19/ VEN
OFFICE MAX /19/ VEN
JOHN DOE /19/ VEN
TN DEPT OF LABOR /19/ VEN
A1 CONSTRUCTION /19/ VEN
ANY INSURANCE COMPANY /19/ VEN
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

19. 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

20. 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

21. Batch ACV Reconciliation

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

23. Batch ACV Reconciliation
The electronic payment file attachment from 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.

24. 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.

25. 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.

26. 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.

27. 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)

28. 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

29. 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

30. ADA Adjustments

31. 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

32. ADA Adjustments

33. ADA Adjustments

34. ADA Adjustments

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