MSI – Accounts Payable - Fund Accounting and Utility Billing

170 Pages·2006·2.94 MB·English

MSI – Accounts Payable
Version 3.0

User’s Guide

Municipal Software, Inc.
1850 W. Winchester Road, Ste 209
Libertyville, IL 60048
Phone: [phone]
Fax: [phone]

Contents are the exclusive property of Municipal Software, Inc.
© COPYRIGHT 2006. ALL RIGHTS RESERVED.
Municipal Software, Inc. MSI-Accounts Payable User’s Guide
TABLE OF CONTENTS
ACCOUNTS PAYABLE LOGIN SCREEN............................................................................................5
0.00 ACCOUNTS PAYABLE TOOLBAR MENU.................................................................................6
1.00 INVOICE PROCESSING..................................................................................................................8
1.10 INVOICE MAINTENANCE................................................................................................................9
1.11 HOW DO I MODIFY AN INVOICE?.........................................................................................12
1.12 HOW DO I ENTER AN INVOICE FOR A TEMPORARY VENDOR?.......................................14
1.13 HOW DO I ENTER TWO INVOICE BATCHES AT THE SAME TIME?...................................15
1.20 UPDATE INVOICE STATUS...........................................................................................................17
1.30 PRINT ACCRUAL DISTRIBUTION JOURNAL.............................................................................19
1.40 POST ACCRUALS TO GENERAL LEDGER..................................................................................21
1.50 RECURRING INVOICE ENTRY......................................................................................................22
1.51 GENERATING A RECURRING INVOICE................................................................................23
2.00 CHECKS...........................................................................................................................................25
2.10 STANDARD CHECK PROCESSING...............................................................................................25
2.11 PRE-CHECK RUN EDIT...........................................................................................................26
2.12 PRINT A DISTRIBUTION JOURNAL........................................................................................27
2.13 PRINT CHECKS.........................................................................................................................28
2.14 POST TO GENERAL LEDGER..................................................................................................29
2.15 UPDATE FILES.........................................................................................................................30
2.16 CHECK PROCESSING SUPPORT............................................................................................31
2.20 ACCOUNTS PAYABLE MANUAL CHECKS MENU....................................................................35
2.21 ENTER MANUAL CHECK DATA..............................................................................................36
2.22 PRINT MANUAL PRE-CHECK RUN EDIT..............................................................................38
2.23 PRINT A DISTRIBUTION JOURNAL........................................................................................39
2.24 POST TO GENERAL LEDGER..................................................................................................40
2.25 UPDATE FILES.........................................................................................................................41
2.30 ACCOUNTS PAYABLE CHECK RECONCILIATION MENU......................................................42
2.31 ENTER CLEARED CHECKS.....................................................................................................42
2.33 UPDATE CLEARED CHECKS..................................................................................................44
3.00 ACCOUNTS PAYABLE INQUIRY MENU..................................................................................45
3.10 VENDOR INQUIRY..........................................................................................................................46
3.20 OPEN INVOICE INQUIRY...............................................................................................................48
3.30 PAID INVOICE INQUIRY................................................................................................................50
3.40 CHECK INQUIRY.............................................................................................................................53
4.00 ACCOUNTS PAYABLE REPORTS MENU.................................................................................56
4.10 VENDOR LISTING...........................................................................................................................57
4.20 VENDOR ANALYSIS REPORT.......................................................................................................59
4.30 OPEN INVOICE LISTING................................................................................................................60
4.40 ACCOUNTS PAYABLE AGING REPORT......................................................................................61
4.50 BOARD REPORTS MENU...............................................................................................................62
4.51 DETAIL BOARD REPORT.........................................................................................................63
4.52 VENDOR SUMMARY REPORT.................................................................................................64
4.53 DEPARTMENT SUMMARY REPORT.......................................................................................65
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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
4.54 MANUAL CHECK BOARD REPORTS......................................................................................66
4.60 PAID INVOICE LISTING.................................................................................................................67
4.70 CHECK RECONCILIATION REPORT............................................................................................68
4.80 PRINT TREASURER’S REPORT.....................................................................................................69
4.90 CHECK WARRANT LISTING.........................................................................................................70
4.AA PAID INVOICES BY ACCOUNT NUMBER.................................................................................71
5.00 ACCOUNTS PAYABLE FILE MAINTENANCE MENU...........................................................72
5.10 STATUS CODES MAINTENANCE.................................................................................................72
5.20 TERMS CODES MAINTENANCE...................................................................................................74
5.30 CATEGORY CODES MAINTENANCE...........................................................................................76
5.40 VENDOR MAINTENANCE.............................................................................................................77
6.00 APPLICATION SUPPORT MENU...............................................................................................82
6.10 1099 PROCESSING MENU..............................................................................................................84
6.11 CREATE 1099 WORKFILE........................................................................................................86
6.12 1099 EDIT REPORT..................................................................................................................88
6.13 1099 EDIT WORKFILE..............................................................................................................89
6.14 PRINT 1099 FORMS..................................................................................................................90
6.15 CREATE 1099 MISC FEDERAL MAGNETIC MEDIA..............................................................91
6.20 BUILD A NEW FISCAL OR CALENDAR YEAR...........................................................................92
6.30 REMOVE PAID INVOICES FROM HISTORY................................................................................93
6.40 SYSTEM DEFAULTS.......................................................................................................................94
6.50 PROJECT COSTING MENU.............................................................................................................97
6.51 Project Code Maintenance.........................................................................................................99
6.52 Maintain Project Data..............................................................................................................101
6.53 Project Listing Report..............................................................................................................104
6.60 DELETE VENDORS WITH NO ACTIVITY IN PRIOR TWO YEARS.........................................105
6.70 REBUILD ACCOUNTS PAYABLE MASTER FILES...................................................................108
6.80 DELETE CHECK HISTORY...........................................................................................................109
6.90 CREATE VENDOR ASCII MASTER FILE....................................................................................110
6.AA TRANSFER VENDOR NUMBER.................................................................................................111
6.BB CHECK VOID.................................................................................................................................112
6.CC UPGRADE CONVERSION............................................................................................................113
6.DD REFUND CHECK UPLOAD.........................................................................................................114
APPENDIX A - CHECK VOID PROCEDURES................................................................................115
APPENDIX B - 1099 PROCESSING PROCEDURES.......................................................................117
APPENDIX C - REFUND CHECKS SYSTEM UPLOAD.................................................................119
APPENDIX D - TREASURER’S REPORT PROCESSING..............................................................124
APPENDIX E - HOW TO ACTIVATE ACCRUAL ACCOUNTING..............................................139
STEPS FOR THE CUSTOMER TO COMPLETE...................................................................................139
STEPS FOR MSI TO COMPLETE..........................................................................................................141
APPENDIX F - ACCOUNTS PAYABLE VENDOR EXPORT PROGRAM..................................142
APPENDIX G - SAMPLE REPORTS..................................................................................................145
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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
ACCRUAL DISTRIBUTION REPORT..................................................................................................145
ACCRUAL POSTED JOURNAL............................................................................................................146
STANDARD CHECK PROCESSING PRE-CHECK EDIT....................................................................147
STANDARD CHECK PROCESSING DIST. JOURNAL – NON-ACCRUAL ACCOUNTING....................148
STANDARD CHECK PROCESSING DIST. JOURNAL – ACCRUAL ACCOUNTING.............................149
STANDARD CHECK PROCESSNG FULL PAGE CHECK SAMPLE.................................................150
STANDARD CHECK PROCESSNG STUB-CHECK-STUB SAMPLE................................................151
STANDARD CHECK PROCESSING POSTED JOURNAL – NON-ACCRUAL ACCOUNTING..............152
STANDARD CHECK PROCESSING POSTED JOURNAL – ACCRUAL ACCOUNTING.......................153
STANDARD CHECK PROCESSING CHECK REGISTER...................................................................154
MANUAL CHECK PROCESSING PRE-CHECK RUN EDIT...............................................................155
MANUAL CHECK PROCESSING POSTED JOURNAL – NON-ACCRUAL ACCOUNTING...................156
MANUAL CHECK PROCESSING POSTED JOURNAL – ACCRUAL ACCOUNTING............................157
MANUAL CHECK PROCESSING POSTED JOURNAL – NON-ACCRUAL ACCOUNTING...................158
MANUAL CHECK PROCESSING POSTED JOURNAL – ACCRUAL ACCOUNTING............................159
MANUAL CHECK PROCESSING CHECK REGISTER.......................................................................160
VENDOR LISTING.................................................................................................................................161
VENDOR ANALYSIS REPORT.............................................................................................................162
OPEN INVOICE LISTING......................................................................................................................163
AGING REPORTS...................................................................................................................................164
DETAIL BOARD REPORT.....................................................................................................................165
PAID INVOICE LISTING.......................................................................................................................166
CHECK RECONCILIATION..................................................................................................................167
WARRANT LISTING.............................................................................................................................168
PAID INVOICE LISTING BY ACCOUNT NUMBER...........................................................................169
DELETE UNUSED VENDORS..............................................................................................................170

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide

ACCOUNTS PAYABLE LOGIN SCREEN

Enter your assigned password, click ok or press tab then enter

Note: Based on the access rights attached to your password, different menu levels will be made
available to you.

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
0.00 ACCOUNTS PAYABLE TOOLBAR MENU

This is the toolbar menu for the Accounts Payable System. You can access each option in the
system here, and all processing begins with this toolbar. The following options are available:

Toolbar Options

File
This option exits processing from the Accounts Payable System and returns you to your
desktop.

Invoice
This option is used to process accounts payable invoices. It allows you to enter, modify and
update invoices that are processed through the system. (If you are on an accrual basis this
option also allows you to post your accruals.)

Check
This option is used to process both standard and manual checks and perform your check
reconciliation.

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
Inquiry
This menu is used to make inquiries into vendor master files, open and paid invoices and check
statuses. It allows you to view the information, but no change can be made to the data with this
program.

Reports
This menu contains the options that generate reports for the Accounts Payable System.

Maintenance
With this menu, the actual vendor files are entered and maintained along with any codes that
are used throughout the system.

Support
All processing that is normally done at the end of the year is performed through this menu.
This includes printing 1099 forms and removing paid invoices from history.

Help
This selection offers different methods for contacting Municipal Software, Inc. and contains
important program information.

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
1.00 INVOICE PROCESSING

This toolbar option is used to enter and process accounts payable invoices. This includes the
entry of Recurring Invoices. Invoices can be grouped together over a period of time (daily,
weekly, etc.) and entered as a batch. Each batch is assigned a unique number that is used to
access the invoices within that group.

Note: If a modified accrual based accounting system is used, this menu also has the options to
post the accrual information to the General Ledger System. If you are not accrual based, the
accrual distribution and posting to the General Ledger will not be available.

The following options are available:

Invoice Entry
This option is used to enter new invoices into the system and modify current ones.

Update Invoice Status
This option allows you to change the status of certain invoices in the system as they move
through the approval and payment processes.

Print Accrual Distribution Journal
This option creates a distribution journal that indicates which invoices items will be accrued.
This may include new invoices and/or new line items added to previous invoices.

Post Accruals To General Ledger
This program will post the distribution journal printed in option (3) to the General Ledger
System.

Define Recurring Invoices
This option allows you to create an invoice that is paid on a recurring schedule. It allows you to
enter the invoice once and create via the schedule indicated.

Generate Recurring Invoices
This allows you to create the invoices defined in the recurring invoice entry,

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide
1.10 INVOICE MAINTENANCE

WHAT IS INVOICE MAINTNENANCE?

This option allows you to add new invoices or modify current invoices in the system. The
invoices are entered by batch number and then by vendor number/invoice number within the
batch.

HOW DO I ENTER AN INVOICE?

From the Accounts Payable Toolbar Menu, click on Invoice. From the dropdown menu, click
Invoice Maintenance. This will take you to your invoice entry screen:

Note: The invoice entry screen will be used to enter new invoices or modify existing ones.

The following fields are used for invoice entry. After each field input, press tab to accept the
information and proceed to the next entry field.

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Municipal Software, Inc. MSI-Accounts Payable User’s Guide

Field Name Required Default F4 Available Source
Vendor Number Yes No Yes Vendor Maintenance
Invoice Number Yes No Yes Open Invoice Inquiry
Status Yes Yes* Yes Status Code File
Invoice Date Yes No No PC Date
P.O. Number No No Yes Purchase order Entry
Terms Code Yes Yes No Vendor Maintenance
Due Date Yes Yes* No Calculated by Terms assigned in
Vendor Maintenance
Invoice Amount Yes No No N/A
Item (Line) Yes Yes* No N/A
Description No Yes* No Vendor Maintenance
Account Number Yes Yes* No Vendor Maintenance
Amount Yes No No N/A
Number of Items N/A Yes* No N/A
Invoice Balance N/A Yes No N/A
* = Will default but can be overridden

Batch Number
This field is used as a unique identifier for the invoices being entered.

Control Total
This field is optional. If you chose to populate, as you enter invoices, a running total will
calculate automatically. This helps to ensure the total amount of invoices entered match to total
value of the batch. If the totals do not match, you will receive a warning that the control total
does not match the batch total. This warning is informational only and will not stop you from
processing.

Vendor Number
This field is used to indicate who supplied the product or service for the invoice being entered.
After the correct code is entered, the description of the vendor’s name will appear next to the
number.

Invoice Number
The number that is printed on the invoice is entered here. This number is then used to identify
the invoice when it is processed later. You may only use an invoice number once for the same
vendor.

Status
If a new invoice is being entered, the code "AB" will appear indicating "Awaiting Board
Approval". After the invoice is entered, this field will display the current status of the invoice.

CODE DESCRIPTION
1 AB Awaiting Approval
2 AP Approved
3 ? User Defined
All status codes are defined through
File Maintenance.

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