1. Payables Management
Jodi Dare and Colin Pich

2. Session Agenda Document Attach EFT Payments & Remittances
Credit Card Processing
Tips & Tricks
Q & A
Payables Management

3. Document Attach
Payables Management

4. Document Attach
Include your IT in your discussion about Document Attachment setup
Setup requires a little bit of thought as attachments will;
Affect your server memory
Will require permissions to attachment folder
Do not suggest subfolders within the attachment folder
Documents can ‘flow’ from one module to another
Documents can be ed to approvers so they do not require hard copies to clutter their desks

5. Document Attach
Scanning directly to transaction vs. scanning to file location – Microsoft Security hiccups
Scanning Multiple Pages
Save to file works best
Viewing deleted items
Acceptable file formats
Word
PDF
Excel
JPEG
EML

6. DEMO
Payables Management

7. EFT Payments & Remittances
Payables Management

8. What is EFT? Benefits of EFT Electronic Funds Transfer
Means of transferring money from one bank account to another.
Benefits of EFT
Cost
Less expensive than issuing cheques
Convenience
Cash flow purposes. Don’t have to wait for a cheque to clear the bank.
Saves time; no envelopes to mail

9. EFT File
Required to send a test EFT file to the bank to ensure that the document is in the correct format.
Contact bank to get specific file requirements.
GP comes with pre-defined standard formats
Must let bank know file is a test.
Minimal charge for testing, however it’s offset by cost saving of not having to issue cheques.

10. EFT DEMO
Payables Management

11. Enter EFT Banking Information for Vendor
Go to Vendor Card
Click Remit To:
Opens Vendor Address Maintenance Window
Click EFT Bank
Opens Vendor EFT Bank Maintenance Window
Select country and begin to enter information
This is the information that populates the EFT file.

12. EFT File Pathway & EFT Numbering
Financial  Cards  Chequebook
Hit EFT Bank button on bottom right.
Select Payables Options
Generate file to a secure location, as it contains banking information.
Can also change the EFT Numbering from this screen.

13. Vendor Email Addresses
Used for ing remittances to vendors who were paid via EFT
From the Vendor Address Maintenance window select the icon.
From here enter information in the To…, Cc…, & Bcc… fields
This is the address an ed remittance will pull from.

14. s & Remittances
From the vendor card click on the E- mail button in the bottom right hand corner.
Opens the Vendor Options window.
Multiple Attachments per
Turn on Forms to Send
Set Message IDs for each form
based on Doc Type
Different forms can be sent to different personnel at a vendor.

15. Reprint Remittances
From the Document Inquiry window choose which EFT payment you want to reprint the remittance for.
Then click on the Document Number link.
Opens the Payables Payments Zoom window.
Choose the Re-create Check Stub button to reprint the EFT Remittance

16. Credit Card Processing
Payables Management

17. Credit Card Payments – Old Way
Previously had to enter Credit Card Details into Receipt Number field of Payables Credit Card Entry Window. This was to identify transactions if there is multiple charges for the same vendor on the same date.
These details would appear when creating batch to pay a credit card.

18. Credit Card Payment Updates
New to GP 2016
Ability to create Credit Card batch to pay the Credit Card.
Chequebook ID changes to Card Name.

19. DEMO
Payables Management

20. Recurring Payables
Payables Management

21. Recurring Payables
These are transactions that occur in a regular frequency; i.e. Monthly or Bi- weekly
You set a transaction to be recurring by creating a batch with the same frequency that is consistently recurs by
It is the only time GP will allow you to have the same document number repeated
You only have to create and save the transaction once, let GP do all the ‘heavy lifting’ after then.

22. Recurring Payables Transactions
SAME VENDOR
Two types of recurring transactions;
Same amount, all the time, just posting dates change.
Different amount, all the time, along with posting date changes.

23. DEMO
Payables Management

24. Tips & Tricks
Payables Management

25. Cash Flow Calendar Use the calendar to manage your cash flow
You can see both incoming and outgoing transactions
You can set up a ‘desired’ or ‘what if’ transaction based on inflow or outflow expectations
You can drill in to the transactions to see further details
This is ALL based on payment terms that you have set up in Receivables and Payables.

26. Vendor Combiner
We all end up with duplicate vendors or two companies who merge together
Use the combiner to maintain all transaction history and merge/combiner the transactions together.

27. DEMO
Payables Management

28. Questions?
Payables Management

29. jodid@prophet.ca or colinp@prophet.ca