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Infor ERP LN – AP and Cash Payments Overview 
Dan Aldridge CEO Performa Apps 
e-mail dan.aldridge@i-app.com 
website www.inforln.com/wp 
linkedin Dan Aldridge 
twitter @Danaldridge1
Finance Training Agenda – ACR & CMG 
 ACR - Accounts Payable Overview 
 Overview 
 Master Data 
 Processing 
 Open Entries 
 Exercises 
 CMG - Cash Management Overview 
 Overview 
 Master Data 
 Processing 
 Exercises 
2
Finance Training Agenda – Accounts Payable 
Accounts Payable 
Overview 
3
Finance Training Agenda – Accounts Payable 
 Overview 
 Business Partners 
 Financial Customer Groups 
 Processing 
 Terms 
 Master Data 
 Parameters 
 Procurement Card 
 Purchase Invoice 
 Report Definition 
 Processing 
 Received Invoices 
 Invoice – Matching 
 Invoice - Cost 
 Recurring Purchase Invoices 
 Reporting 
 Open Entries 
 Dashboard 
 Aging Reports 
 Recalculate Invoice-From BP Balances 
4
 All supplier and/or all customer roles must be defined for a business partner 
Ship 
From 
Accounts Payable 
Business Partners 
Pay 
To 
Invoice 
From 
Pay 
By 
Ship 
To 
Invoice 
To 
Supplier 
Roles 
Customer 
Roles 
Business 
Partner 
Invoice 
To 
Pay 
By 
Pay 
To 
Invoice 
From 
Sold 
To 
Buy 
From 
5
Supplier Buy-From: 
 BP Status 
 Language 
 Area 
 Line of Business 
 Address 
 Order Discount 
 Purchase Office 
 Terms of Delivery 
Accounts Payable 
Supplier Information 
Supplier Invoice-From: 
 BP Status 
 Language 
 Address 
 Currency 
 Financial Supplier Group 
 Statement Method 
 Terms of Payment 
 Payment Method 
Supplier Pay-To: 
 BP Status 
 Language 
 Address 
 Currency 
 BP Bank 
Supplier Ship-From: 
 BP Status 
 Language 
 Address 
 Warehouse 
6
Business Partner 
Financial Supplier Group 
Ledger Accounts 
Accounts Payable 
Financial Supplier Groups 
7
Financial Supplier Group Information: 
 Control Account 
 Currency Profit & Loss 
 Payment Differences 
 Discounts 
 Late Payment Surcharges 
 Invoice Receipts 
 Anticipated Payments 
 Price Differences 
 Unallocated Payments 
 Advance Payments 
 Others 
Accounts Payable 
Financial Supplier Groups 
8
PN4 
Print Purchase Order 
Print Good Rec. Note 
Maintain Receipts 
Print Claims 
Maintain Approvals 
Print Storage List 
Print Return Notes 
Print Purchase Inv. 
Process Delivered 
Purchase Orders 
Accounts Payable 
Purchase Order Steps 
9
Accounts Payable 
Cost Invoices 
10 
Purpose: To process invoices for (non-inventory) items 
that were purchased without a purchase order. 
 No longer separate Transaction Type in LN. 
 Process Flow: 
 Maintain Transaction 
 Purchase Invoice Header 
 Purchase Invoice Lines 
Optional: 
- Change terms of payment. 
- Attach payment schedule, 
then create transactions 
from schedule. 
- Change authorization data.
Accounts Payable 
Purchase Order Matching 
11 
Receive and Authorize Invoice 
Register (Voucher) Invoice 
Approve Invoice for Payment 
Booking Difference 
Approve Price Difference 
Optional 
Purchase Invoice Matching: 
Automatic or Manual*
Received 
Invoice has been entered in “Maintain Received Purchase Invoices” session 
Registered 
Invoice can be a batch in “Maintain Transactions” session. Ledger accounts will then be assigned 
Matched 
Invoice has been matched to Purchase Order and/or Receipt in “Match/Approve Purchase Approved 
Invoice has been approved (authorized) in “Approve Purchase Invoices” session 
Canceled 
Invoice has been canceled in “Maintain Received Purchase Invoices” session 
Accounts Payable 
Keywords 
12
Accounts Payable 
Order Matching Differences 
 Booking Difference: 
 An additional invoiced amount. 
 Recorded as an add-on cost. 
 Enter G/L account and dimension code. 
 For example, freight, insurance, and so on. 
 Price Difference: 
 A true Purchase Price Variance (PPV). 
 The invoiced price is different than the PO price. 
 G/L account price variance (within tolerances). 
 G/L account result (outside tolerances). 
13
Finance Training Agenda – Accounts Payable 
Accounts Payable 
Master Data 
14
 Parameters 
 Default Aging Analysis 
 Transaction Types for Currency Differences 
 Financial Customer Groups 
 Procurement Cards 
 Matching Codes 
Accounts Payable – Master Data 
Parameters 
15
 Purchase Invoices 
 Hold Reasons 
 Assigned Approvers 
 Authorizations 
 Matching Tolerances 
 Purchase Offices 
 Reporting 
 Aging Analysis Data 
 A/P Statements 
 Credit Notes Letter 
Accounts Payable – Master Data 
Parameters 
16
Finance Training Agenda – Accounts Payable 
Accounts Payable 
Processing 
17
Accounts Payable – Processing 
Procurement Cards 
Procurement Card processing is focused on corporate houses, where the 
products are purchased using a corporate Procurement Card. 
 The buyer is not necessarily a regular buyer of goods 
in the organization 
18
Accounts Payable – Processing 
Procurement Cards 
Manually 
Electronically 
Purchase Requisition 
Holiday Inn hotel EUR 850 
Lufthansa EUR 1.400 
Holiday Inn hotel EUR 850 
Lufthansa EUR 1.400 
EUR 2.250 
Manually 
Electronically 
Match 
•Manually 
•Automatically 
19
Accounts Payable – Processing 
Procurement Cards 
Procurement Cards 
Procurement Card 
Lines 
Procurement card number 
Procurement card company (business 
partner) 
Status / validation data 
Credit limit 
 Line Category 
 Purchase requisition 
 Past adjustment 
 Others 
 Default ledger account 
20
Accounts Payable - Processing 
Received Invoices 
 Purpose: 
 To optionally preregister invoices without generating financial 
transactions and opening A/P items. 
 Also includes authorization by different employees/departments for 
further A/P processing. 
21
Accounts Payable - Processing 
Accounts Payable Purchase Invoice Processing 
Matching with 
Orders 
Approval 
Maintain Purchase 
Invoices 
Received Invoices 
Approval 
Maintain 
Transactions 
Maintain 
Transaction Lines 
GLD Processing 
22
Accounts Payable - Processing 
Types of Matching 
Register Invoice 
Yes $ Receipt / $ Invoice - Tolerance No 
Automatic Match 
Complete 
Price Difference 
On FSG 
Approve Invoice 
Manual Match 
23
Accounts Payable - Processing 
Assign Credit Notes to Invoices 
Now Later 
Original Invoice 
Transaction Type 
One Credit Note 
to One Invoice 
One Credit Note 
to Many Invoices 
Reduces the Open 
Balance of the Invoice 
24
Accounts Payable - Processing 
Recurring Purchase Invoices 
Today Period 1 Period 2 Period N 
25
Accounts Payable - Processing 
Tolerances 
Higher Lower 
% $ % $ 
2% 50.00 5% 100.00 
Receipt Amount = $100.00 
Invoice Amount = $120.00 
Out of Tolerance 
Receipt Amount = $100.00 
Invoice Amount = $97.00 
In Tolerance 
26
Finance Training Agenda – Accounts Payable 
Accounts Payable 
Open Entries 
27
Accounts Payable – Open Entries 
Print / Display Options 
Need info NOW? 
 Open Entries 
 Business Partner (BP) Purchase Invoices 
 Registered Purchase Invoices by BP 
 BP Totals 
 BP by Factoring Company 
 Print Purchase Invoices 
 Print Invoice Authorization Schemes 
 Print Invoice-from BP Balances 
 Print Invoice-from BPs Total Balances (by 
Co.) 
 Print Aging Analysis by Invoice-from BP 
 Print Invoice-from BP Aging Summary 
 Print Invoice-from BPs Finalized 
Transactions 
 Print Control Account Checklist 
 Print Recurring Purchase Invoices 
28
Accounts Payable 
Dashboard 
29 
Main Accounts Payable Dashboard
Review Questions and Answers 
30
Accounts Payable 
Training Exercises 
3 
Training Exercise: 
 Input Cost Invoice 
 Finalize Batch 
 Review in Transactions in ACP Dashboards
Finance Training Agenda – Cash Management 
Cash Management 
32
Finance Training Agenda – Cash Management 
 Overview 
 Master Data 
 Parameters 
 Payment Authorizations 
 Bank Relations & Methods 
 Check Master 
 Electronic Bank Statements 
 IRS 1099 Reporting 
 Processing 
 Payments to Suppliers 
 Receive Payments 
33
Finance Training Agenda – Accounts Payable 
Cash Management 
Overview 
34
Cash Management 
Remittance based on cash application 
 Facilitates quick data entry 
 Does not restrict user with data consistency checks 
 Checks are done when applying the remittance advice 
 Reduction of cash application lead time 
 Options to easily handle: 
 Short payments 
 Over payments 
35
Cash Management 
Uninterrupted supplier payment process 
Select Invoices for Payment 
Payment Batch X1 
Uninterrupted Payment Process 
• Payment Created 
• Financial Posting 
Exception Error 
Payment Batch X2 
36
Cash Management 
Uninterrupted payment/receipt process 
Payment Process Defaults 
Payment Process Defaults 
by Bank/Payment Method 
 Devices 
 Starting Check 
 Senders Identity 
 File Identification 
 Device for Payments 
37
Cash Management 
Uninterrupted payment process 
 Error report during Payment 
Process 
 Display of all exception errors 
per payment batch 
38
Cash Management 
Accounting for anticipated payments 
At 
Check Run 
Check 
mailed 
Check received by 
Supplier and presented 
to Supplier’s Bank 
L E D G E R E N T R I E S 
At 
Bank Reconciliation 
Check clears 
your Bank 
Debit Credit Debit Credit 
Anticipated 
Payments 
Cash 
Clearing 
Accounts 
Payable 
Cash 
Debit Credit 
Anticipated 
Payments 
Cash 
Clearing 
39
Finance Training Agenda – Accounts Payable 
Cash Management 
Master Data 
40
Cash Management – Master Data 
Parameters 
 Parameters 
 Payments by Company Group 
 Select Only Finalized Invoices 
 Payment Differences Tolerances 
41
Cash Management – Master Data 
Payment Authorizations 
Payment Authorizations 
Used to limit check writing to selected user along with 
putting limits on size of payment. 
42
Cash Management – Master Data 
Payment / Receipt Methods 
Payment / Receipt Methods 
 Separate Methods for: 
Receipts 
Payments – Checks 
Payments – ACH 
 Checks Printing: 
 Multiple Checks 
 Single Check w/Remittance 
 Single Check with overflow 
to Remittance. 
43
Cash Management – Master Data 
Check Master 
Check Master 
 By Payment Method 
 Check Status: 
 Not Used 
 Test Print 
 Void 
 Damaged 
 Anticipated 
 Rejected 
 Paid 
44
Cash Management – Master Data 
Check Master 
Reasons 
 Can be Added 
to Payments 
 Valid for 1099-MISC 
 Yes / No 
45
Finance Training Agenda 
Cash Management 
Processing 
46
Cash Management – Processing 
Supplier Payments 
Supplier Payments 
 Based on Payment Batches 
 Created by session and modifiable. 
 Supplier total can not be negative. 
 Can be used for EFT or Checks 
 Use separate batches for EFT and Checks 
 Use different payment Methods. 
 Payments can be easily voided or rejected until cleared. 
 Payments not in GLD until Posted. 
 Automated clearing available with Bank Electronic file. 
 Requires set up of EBS import specifications. 
 Still requires manual processing for problem checks. 
47
Cash Management – Processing 
Supplier Payment Process 
Documents 
Select invoices for 
payment 
Payment advise 
Trade Note 
process 
Automatic payment 
process 
Documents 
File 
Electronic 
bank statement 
Automatic 
matching 
Manual 
bank statement 
Reconcile 
Change Trade Note 
step 
Open entries 
48
Cash Management – Processing 
Select Invoices for Payment 
Select Invoices 
 Create Batch to pay 
 May be modified 
 Not Selected 
 Prints a report of 
invoices NOT selected. 
Helpful Hint: 
You should print the 
“Not Selected” report to 
see what is still open. 
49
Cash Management – Processing 
Payment Advice 
Payment Advice 
 Ability to modify 
Payment Batch before 
paying invoices. 
50
Cash Management – Processing 
Process Payments 
Process Payments 
 Compose Payment 
 Assign Banks to Payment 
 Audit Payments 
 Create Payment Orders 
 Checks 
 ACH 
 Print Remittance Letters 
 Post Payments to GLD 
 By Payment Batch 
51
Cash Management – Processing 
IRS 1099 Reporting 
IRS 1099 Reporting 
 Generates output for filing 
1099s with IRS 
 Can be either: 
 Paper 
 Electronic 
52
Cash Management – Processing 
Customer Payments 
Customer Payments 
 Manual process uses same session as Journal Vouchers 
 Uses “Cash” Transaction Type 
 Normally uses a “Checksums” for batch. 
 Automated process available with Bank Electronic file. 
 Requires set up of EBS import specifications. 
 Used with Lockboxes 
 Still requires manual processing for unmatched receipts. 
53
Cash Management – Processing 
Customer Payments 
Physical Receipt of Cash, Check, etc. 
Manual Receipts Direct Debits 
OR $ 
Business Partner’s bank 
is automatically charged 
for a selected sales 
invoice 
Cancel Open Invoices 
Advance Receipts 
Receipts not specifically 
Allocated to Open Invoices 
Non-BP Related remittance for 
Sundry Sales (Trans posted 
Directly to GL) 
54
Cash Management – Processing 
Customer Payments 
To process manual bank reconciliation entries, available Transaction 
Types in the Bank Transactions (tfcmg2100m000) session include: 
Receipt Transaction - The Bank 
transaction type to process customer 
receipts and payments for credit notes 
State Bank & Trust 
S T A T E M E N T 
Deposits 
7/12/99 $18000.00 
7/18/99 $27889.77 
Checks 
7/23/99 $ 9987.00 
7/30/99 $33887.65 
7/01/99 
7/06/99 
7/07/99 
7/07/99 
7/08/99 
7/09/99 
$ 60.00 
$ 14002.40 
$ 232.09 
$ 115.50 
$ 1160.45 
$ 22.00 
325432 
325438 
325447 
325448 
325449 
svc chg 
55
Cash Management – Processing 
Customer Payments 
Journal - The Bank transaction type to process charges directly to the 
general ledger (e.g., bank costs, bank service charges, and other 
sundry charges) 
Receipt Reconciliation - The Bank transaction type to process 
anticipated receipts actually received by the bank 
Unallocated Receipt - The Bank transaction type to process an 
unallocated receipt not linked to an invoice. These amounts can be assigned 
to open entries now (Assign Adv./Unall. Receipt under Specific), or at any 
later date 
Unallocated Receipt - The Bank transaction type to process an 
unallocated receipt not linked to an invoice. These amounts can be assigned 
to open entries now (Assign Adv./Unall. Receipt under Specific), or at any 
later date 
56
Cash Management – Processing 
Customer Payments 
Unallocated and advance receipts: 
Create open cash amounts on the partners account after 
they have been reconciled to the bank statement. 
Advance receipt: 
• Tax can be calculate tax on Advance Receipt. 
Unallocated receipt: 
• Tax can NOT be calculated on Unallocated Receipt. 
57 
Choosing which type of receipt to create depends on the business 
situation and the local tax legislation requirements.
Review Questions and Answers 
58
Cash Management 
Training Exercises 
5 
Training Exercise: 
 Create Payment Batch 
 Edit Payment Batch 
 Process & Post Payment Batch 
 Finalize Batch 
 Review in Transactions in ACP Dashboards
For more info: Email dan.aldridge@i-app.com 
Twitter @danaldridge1, @iapperp 
Website: www.inforln.com/wp

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Infor ERP LN Accounts Payable (AP) and Cash Management Payments Overview

  • 1. Infor ERP LN – AP and Cash Payments Overview Dan Aldridge CEO Performa Apps e-mail dan.aldridge@i-app.com website www.inforln.com/wp linkedin Dan Aldridge twitter @Danaldridge1
  • 2. Finance Training Agenda – ACR & CMG  ACR - Accounts Payable Overview  Overview  Master Data  Processing  Open Entries  Exercises  CMG - Cash Management Overview  Overview  Master Data  Processing  Exercises 2
  • 3. Finance Training Agenda – Accounts Payable Accounts Payable Overview 3
  • 4. Finance Training Agenda – Accounts Payable  Overview  Business Partners  Financial Customer Groups  Processing  Terms  Master Data  Parameters  Procurement Card  Purchase Invoice  Report Definition  Processing  Received Invoices  Invoice – Matching  Invoice - Cost  Recurring Purchase Invoices  Reporting  Open Entries  Dashboard  Aging Reports  Recalculate Invoice-From BP Balances 4
  • 5.  All supplier and/or all customer roles must be defined for a business partner Ship From Accounts Payable Business Partners Pay To Invoice From Pay By Ship To Invoice To Supplier Roles Customer Roles Business Partner Invoice To Pay By Pay To Invoice From Sold To Buy From 5
  • 6. Supplier Buy-From:  BP Status  Language  Area  Line of Business  Address  Order Discount  Purchase Office  Terms of Delivery Accounts Payable Supplier Information Supplier Invoice-From:  BP Status  Language  Address  Currency  Financial Supplier Group  Statement Method  Terms of Payment  Payment Method Supplier Pay-To:  BP Status  Language  Address  Currency  BP Bank Supplier Ship-From:  BP Status  Language  Address  Warehouse 6
  • 7. Business Partner Financial Supplier Group Ledger Accounts Accounts Payable Financial Supplier Groups 7
  • 8. Financial Supplier Group Information:  Control Account  Currency Profit & Loss  Payment Differences  Discounts  Late Payment Surcharges  Invoice Receipts  Anticipated Payments  Price Differences  Unallocated Payments  Advance Payments  Others Accounts Payable Financial Supplier Groups 8
  • 9. PN4 Print Purchase Order Print Good Rec. Note Maintain Receipts Print Claims Maintain Approvals Print Storage List Print Return Notes Print Purchase Inv. Process Delivered Purchase Orders Accounts Payable Purchase Order Steps 9
  • 10. Accounts Payable Cost Invoices 10 Purpose: To process invoices for (non-inventory) items that were purchased without a purchase order.  No longer separate Transaction Type in LN.  Process Flow:  Maintain Transaction  Purchase Invoice Header  Purchase Invoice Lines Optional: - Change terms of payment. - Attach payment schedule, then create transactions from schedule. - Change authorization data.
  • 11. Accounts Payable Purchase Order Matching 11 Receive and Authorize Invoice Register (Voucher) Invoice Approve Invoice for Payment Booking Difference Approve Price Difference Optional Purchase Invoice Matching: Automatic or Manual*
  • 12. Received Invoice has been entered in “Maintain Received Purchase Invoices” session Registered Invoice can be a batch in “Maintain Transactions” session. Ledger accounts will then be assigned Matched Invoice has been matched to Purchase Order and/or Receipt in “Match/Approve Purchase Approved Invoice has been approved (authorized) in “Approve Purchase Invoices” session Canceled Invoice has been canceled in “Maintain Received Purchase Invoices” session Accounts Payable Keywords 12
  • 13. Accounts Payable Order Matching Differences  Booking Difference:  An additional invoiced amount.  Recorded as an add-on cost.  Enter G/L account and dimension code.  For example, freight, insurance, and so on.  Price Difference:  A true Purchase Price Variance (PPV).  The invoiced price is different than the PO price.  G/L account price variance (within tolerances).  G/L account result (outside tolerances). 13
  • 14. Finance Training Agenda – Accounts Payable Accounts Payable Master Data 14
  • 15.  Parameters  Default Aging Analysis  Transaction Types for Currency Differences  Financial Customer Groups  Procurement Cards  Matching Codes Accounts Payable – Master Data Parameters 15
  • 16.  Purchase Invoices  Hold Reasons  Assigned Approvers  Authorizations  Matching Tolerances  Purchase Offices  Reporting  Aging Analysis Data  A/P Statements  Credit Notes Letter Accounts Payable – Master Data Parameters 16
  • 17. Finance Training Agenda – Accounts Payable Accounts Payable Processing 17
  • 18. Accounts Payable – Processing Procurement Cards Procurement Card processing is focused on corporate houses, where the products are purchased using a corporate Procurement Card.  The buyer is not necessarily a regular buyer of goods in the organization 18
  • 19. Accounts Payable – Processing Procurement Cards Manually Electronically Purchase Requisition Holiday Inn hotel EUR 850 Lufthansa EUR 1.400 Holiday Inn hotel EUR 850 Lufthansa EUR 1.400 EUR 2.250 Manually Electronically Match •Manually •Automatically 19
  • 20. Accounts Payable – Processing Procurement Cards Procurement Cards Procurement Card Lines Procurement card number Procurement card company (business partner) Status / validation data Credit limit  Line Category  Purchase requisition  Past adjustment  Others  Default ledger account 20
  • 21. Accounts Payable - Processing Received Invoices  Purpose:  To optionally preregister invoices without generating financial transactions and opening A/P items.  Also includes authorization by different employees/departments for further A/P processing. 21
  • 22. Accounts Payable - Processing Accounts Payable Purchase Invoice Processing Matching with Orders Approval Maintain Purchase Invoices Received Invoices Approval Maintain Transactions Maintain Transaction Lines GLD Processing 22
  • 23. Accounts Payable - Processing Types of Matching Register Invoice Yes $ Receipt / $ Invoice - Tolerance No Automatic Match Complete Price Difference On FSG Approve Invoice Manual Match 23
  • 24. Accounts Payable - Processing Assign Credit Notes to Invoices Now Later Original Invoice Transaction Type One Credit Note to One Invoice One Credit Note to Many Invoices Reduces the Open Balance of the Invoice 24
  • 25. Accounts Payable - Processing Recurring Purchase Invoices Today Period 1 Period 2 Period N 25
  • 26. Accounts Payable - Processing Tolerances Higher Lower % $ % $ 2% 50.00 5% 100.00 Receipt Amount = $100.00 Invoice Amount = $120.00 Out of Tolerance Receipt Amount = $100.00 Invoice Amount = $97.00 In Tolerance 26
  • 27. Finance Training Agenda – Accounts Payable Accounts Payable Open Entries 27
  • 28. Accounts Payable – Open Entries Print / Display Options Need info NOW?  Open Entries  Business Partner (BP) Purchase Invoices  Registered Purchase Invoices by BP  BP Totals  BP by Factoring Company  Print Purchase Invoices  Print Invoice Authorization Schemes  Print Invoice-from BP Balances  Print Invoice-from BPs Total Balances (by Co.)  Print Aging Analysis by Invoice-from BP  Print Invoice-from BP Aging Summary  Print Invoice-from BPs Finalized Transactions  Print Control Account Checklist  Print Recurring Purchase Invoices 28
  • 29. Accounts Payable Dashboard 29 Main Accounts Payable Dashboard
  • 30. Review Questions and Answers 30
  • 31. Accounts Payable Training Exercises 3 Training Exercise:  Input Cost Invoice  Finalize Batch  Review in Transactions in ACP Dashboards
  • 32. Finance Training Agenda – Cash Management Cash Management 32
  • 33. Finance Training Agenda – Cash Management  Overview  Master Data  Parameters  Payment Authorizations  Bank Relations & Methods  Check Master  Electronic Bank Statements  IRS 1099 Reporting  Processing  Payments to Suppliers  Receive Payments 33
  • 34. Finance Training Agenda – Accounts Payable Cash Management Overview 34
  • 35. Cash Management Remittance based on cash application  Facilitates quick data entry  Does not restrict user with data consistency checks  Checks are done when applying the remittance advice  Reduction of cash application lead time  Options to easily handle:  Short payments  Over payments 35
  • 36. Cash Management Uninterrupted supplier payment process Select Invoices for Payment Payment Batch X1 Uninterrupted Payment Process • Payment Created • Financial Posting Exception Error Payment Batch X2 36
  • 37. Cash Management Uninterrupted payment/receipt process Payment Process Defaults Payment Process Defaults by Bank/Payment Method  Devices  Starting Check  Senders Identity  File Identification  Device for Payments 37
  • 38. Cash Management Uninterrupted payment process  Error report during Payment Process  Display of all exception errors per payment batch 38
  • 39. Cash Management Accounting for anticipated payments At Check Run Check mailed Check received by Supplier and presented to Supplier’s Bank L E D G E R E N T R I E S At Bank Reconciliation Check clears your Bank Debit Credit Debit Credit Anticipated Payments Cash Clearing Accounts Payable Cash Debit Credit Anticipated Payments Cash Clearing 39
  • 40. Finance Training Agenda – Accounts Payable Cash Management Master Data 40
  • 41. Cash Management – Master Data Parameters  Parameters  Payments by Company Group  Select Only Finalized Invoices  Payment Differences Tolerances 41
  • 42. Cash Management – Master Data Payment Authorizations Payment Authorizations Used to limit check writing to selected user along with putting limits on size of payment. 42
  • 43. Cash Management – Master Data Payment / Receipt Methods Payment / Receipt Methods  Separate Methods for: Receipts Payments – Checks Payments – ACH  Checks Printing:  Multiple Checks  Single Check w/Remittance  Single Check with overflow to Remittance. 43
  • 44. Cash Management – Master Data Check Master Check Master  By Payment Method  Check Status:  Not Used  Test Print  Void  Damaged  Anticipated  Rejected  Paid 44
  • 45. Cash Management – Master Data Check Master Reasons  Can be Added to Payments  Valid for 1099-MISC  Yes / No 45
  • 46. Finance Training Agenda Cash Management Processing 46
  • 47. Cash Management – Processing Supplier Payments Supplier Payments  Based on Payment Batches  Created by session and modifiable.  Supplier total can not be negative.  Can be used for EFT or Checks  Use separate batches for EFT and Checks  Use different payment Methods.  Payments can be easily voided or rejected until cleared.  Payments not in GLD until Posted.  Automated clearing available with Bank Electronic file.  Requires set up of EBS import specifications.  Still requires manual processing for problem checks. 47
  • 48. Cash Management – Processing Supplier Payment Process Documents Select invoices for payment Payment advise Trade Note process Automatic payment process Documents File Electronic bank statement Automatic matching Manual bank statement Reconcile Change Trade Note step Open entries 48
  • 49. Cash Management – Processing Select Invoices for Payment Select Invoices  Create Batch to pay  May be modified  Not Selected  Prints a report of invoices NOT selected. Helpful Hint: You should print the “Not Selected” report to see what is still open. 49
  • 50. Cash Management – Processing Payment Advice Payment Advice  Ability to modify Payment Batch before paying invoices. 50
  • 51. Cash Management – Processing Process Payments Process Payments  Compose Payment  Assign Banks to Payment  Audit Payments  Create Payment Orders  Checks  ACH  Print Remittance Letters  Post Payments to GLD  By Payment Batch 51
  • 52. Cash Management – Processing IRS 1099 Reporting IRS 1099 Reporting  Generates output for filing 1099s with IRS  Can be either:  Paper  Electronic 52
  • 53. Cash Management – Processing Customer Payments Customer Payments  Manual process uses same session as Journal Vouchers  Uses “Cash” Transaction Type  Normally uses a “Checksums” for batch.  Automated process available with Bank Electronic file.  Requires set up of EBS import specifications.  Used with Lockboxes  Still requires manual processing for unmatched receipts. 53
  • 54. Cash Management – Processing Customer Payments Physical Receipt of Cash, Check, etc. Manual Receipts Direct Debits OR $ Business Partner’s bank is automatically charged for a selected sales invoice Cancel Open Invoices Advance Receipts Receipts not specifically Allocated to Open Invoices Non-BP Related remittance for Sundry Sales (Trans posted Directly to GL) 54
  • 55. Cash Management – Processing Customer Payments To process manual bank reconciliation entries, available Transaction Types in the Bank Transactions (tfcmg2100m000) session include: Receipt Transaction - The Bank transaction type to process customer receipts and payments for credit notes State Bank & Trust S T A T E M E N T Deposits 7/12/99 $18000.00 7/18/99 $27889.77 Checks 7/23/99 $ 9987.00 7/30/99 $33887.65 7/01/99 7/06/99 7/07/99 7/07/99 7/08/99 7/09/99 $ 60.00 $ 14002.40 $ 232.09 $ 115.50 $ 1160.45 $ 22.00 325432 325438 325447 325448 325449 svc chg 55
  • 56. Cash Management – Processing Customer Payments Journal - The Bank transaction type to process charges directly to the general ledger (e.g., bank costs, bank service charges, and other sundry charges) Receipt Reconciliation - The Bank transaction type to process anticipated receipts actually received by the bank Unallocated Receipt - The Bank transaction type to process an unallocated receipt not linked to an invoice. These amounts can be assigned to open entries now (Assign Adv./Unall. Receipt under Specific), or at any later date Unallocated Receipt - The Bank transaction type to process an unallocated receipt not linked to an invoice. These amounts can be assigned to open entries now (Assign Adv./Unall. Receipt under Specific), or at any later date 56
  • 57. Cash Management – Processing Customer Payments Unallocated and advance receipts: Create open cash amounts on the partners account after they have been reconciled to the bank statement. Advance receipt: • Tax can be calculate tax on Advance Receipt. Unallocated receipt: • Tax can NOT be calculated on Unallocated Receipt. 57 Choosing which type of receipt to create depends on the business situation and the local tax legislation requirements.
  • 58. Review Questions and Answers 58
  • 59. Cash Management Training Exercises 5 Training Exercise:  Create Payment Batch  Edit Payment Batch  Process & Post Payment Batch  Finalize Batch  Review in Transactions in ACP Dashboards
  • 60. For more info: Email dan.aldridge@i-app.com Twitter @danaldridge1, @iapperp Website: www.inforln.com/wp