Resource 2014Flexgen Purchasing

The Basics

Vender MenuVendor Maintenance - Change, Delete and add a VendorInquiry Options

Invoice MenuAdd – How to add invoices for invoice payment

processingChange – How to change an invoice Delete – How to delete an invoice Invoice Payment Process- Steps to process invoices Invoice Reports- Overview

Void Vendor ChecksManual Checks

Purchasing Overview

Flexgen Menu

Flexgen Menu Screens move across the Menu Bar and down the sub menu bar

Key buttons to remember throughout FlexgenF1- Shows what that field contains

F2- LookupF4- Update

Vendor Menu

1. Select Vendor<Vendor

Add a Vendor• Vendor No.- System Generated• PRESS <ENTER> TO CONTINUE

Status- Permanent Or Temporary- the default is set to permanent

Established Date: Date the Vendor is Added into the system

Name - screen pop up to key desired name of Vendor Up to 30 Characters

Address

NOTE TO REMEMBER: Many Vendors may have different

addresses for Purchase orders and Mailing Remittances

• Contact, Customer No., Phone No., Fax no., Email – Only needs

to be entered if you keep up with that information within the

software.

• 1099 Flag – Is this Vendor a 1099 Vendor? If it is not, this

field will default to <2 - No• 1099 Type- Type of Income to

be reported to the IRS

1099 –Tax Id Number

Tax Id Number – a W9 should be filled out from each vendor.

W9- Forms can be found at the following link .

1099 QUESTIONS: Please refer to IRS.GOVhttp://www.irs.gov/pub/irs-pdf/fw9.pdf

Change Vendor Information

•To Change Vendor Name:•With Cursor in Name Field<Options(F5)•Name box will pop up, make changes <F4> to update which will take you back to main vendor screen. You may make any additional changes here•F4 to update main vendor screen to update

Delete Vendor

F2

STEPS TO DELETEVENDOR<DELETE VENDOR<F2 LOOKUP<OPTION SCREEN TO SELECT DELETE

Vendor Archive

The system will only allow you to delete vendors with no current fiscal year activity.

Select ‘Vendor’, Maintenance ‘Vendor Archive’, ‘Archive’ and then ‘Inactivate Vendor’

This tool is helpful when a Vendor’s AR

department calls wanting a payment

status.Select Vendor<Payment

Verification

Payment Verification

Payment Verification

If Invoice Number is unknown F2 look up will bring up any paid invoices in history

Payment Verification

Basic information about an invoice

Vendor History1. SELECT VENDOR <VENDOR HISTORY

2. F2 VENDOR LOOKUP3. Pop Up Box to Select

Activity

Vendor ActivityProvides Purchase YTD Totals, Purchase

Order Totals, and Activity

Reporting Options Inquiring History by Vendor Inquiring by Invoice Date Invoice by Account Number Other Reports to Inquire By

Accounts Payable Number, Check Number, Check Number and Date, and GASB 54 Reportable accounts

Reports

Sample Report 1 History by Invoice Date- all invoices in history by that invoice date

Select <Invoice from Menu>,<Invoice Reports/Journals>,<Invoice Date>, Enter Criteria, <Enter>

History Reports

Sample 1-History by Invoice Date

Sample Report 2 History by Check Date- all invoices in history by that check date

Select <Invoice from Menu>,<Invoice Reports/Journals>,<Check Date>, Enter Criteria, <Enter>

History Reports

Sample 2-History by Check Date

Invoice Listing By Acct Number• Select <Invoice>, <Invoice

Reports/Journals>, <Account Number>

• Key in Beginning Account number and Ending Account Number. (Beginning Account Number can be entered through if unsure of Account)

• F2 to select specific Vendor or enter through and system will pull all vendors

• Select Beginning Invoice Date and Ending or enter through to get all.

• Hit <SELECT> button to see report

• This report can be quite lengthy unless broken down by specific vendor, account number and date range

Sample 3 - Invoice Listing by Account Num

Add Invoice

Select <Invoice>, <Add Invoices>

F4

When Invoice is Keyed and over

budget- pop up will ask user to continue

or not. Y or N

Change Invoices/Delete Invoices

To do: Select <Invoice>, <Change Invoices or Delete Invoices>, Once Change or Delete is selected

•Screen pops up with current invoices that have not been processed for payment. •Select desired invoice and proceed.

. If correct Select <F4>

2nd screen – make changes, <Select F4>

Delete InvoicesSelect <Invoice>, <Delete

Invoice>, <F2 Lookup>,Select Invoice to Delete -<F4>,

<Delete>

Invoice Payment Process<Select

Invoice>,<Invoice Payment Process>>

ORDER OF PROCESSING INVOICES1. Select2. Pre-Check Register 3. Print Disbursement Checks4. Check Register5. Process Payment to GL

User can F2 in each field to select specific user, fund, cash account ,

and/or vendor number to choose specific invoices to

be processed.

• Most of our customers simply enter through this

screen which will select all invoices

• System will ask if correct Y or N

Selecting Invoices

Next step is to print your Pre-Check Register◦ Pre Check Register

w/Acct. Number is used often because it lists the General Ledger numbers that were keyed.

◦ IMPORTANT step to verify that what has been keyed into the system is correct before checks are printed

Pre-Check Register

Select<PRE-Check Register OR PRE-Check Register W/Account No.

***Very Important to Verify this report for Errors before we go further***

Printing Checks1. Enter date desired for checks2. Beginning Check Number3. Is this correct Y or N4. Select Printer <F45. When complete Print Check

Register if needed6. Select Process Payments to GL7. Answer Yes or No

1. Select <Check Register> print if required

Final Check Printing Process

1. Did checks print properly

2. If not <Select Restart Check Printing>

If Correct then Next

Common Errors when Printing

Printing without Check Stock in Printer

Check Stock upside down in printer

Selected Invoices are not correct

User entered the next check number

incorrectly

Restart Printing

Deselect InvoicesTo Correct Invoices within the

Payment Process: <Invoice Payment Process>, <Select Invoices>

1. Deselect invoices 2. Make changes

3. Go back to Invoice payment process4. Select Invoices to begin over

Process Payments To GL

Screen Pops Up -Checkpoint for User to answer Y or N to Continue if all is complete.

Void Vendor Check

To Void:<Checks>, <Void Vendor

Checks>

<Fill in Criteria>Enter through to Complete

Manual Checks

Manual checks are used to record a handwritten check. The appropriate General Ledger account

numbers will need to be entered through this manual check for the handwritten check to be

recorded to the general ledger

1. <Invoice>2. < Invoice Payment

Process>3. <Manual Check>4. <Add Manual Check

information just as entering any invoice>

5. <F4 to update>6. Run Manual Check

Register7. Print Manual Check

Register if needed.8. Update Manual checks

to G/L (detail)

Before posting to the general ledger, be sure that all the information is correct.  After manual checks have been updated to the general ledger, you cannot go back and repeat a step.  If you find that one of the checks were in error, the check must be voided.

Updating Manual Checks to General Ledger

Questions