Introducing AP Payment Manager MUNIS - Financials: Accounts Payable CLASS DESCRIPTION This session will focus on the new functionality of the AP Payment Manager. Not your momma s check run process; the AP Payment manager is a tool to assist in the management of the Accounts Payable invoice payment process from creating and posting invoices, generating checks, EFTs and positive pay bank files and posting disbursements.
AP PAYMENT MANAGER... 3 Overview... 3 Requirements... 4 AP Payment Manager Main View... 6 CHECK RUN PROCESS... 8 Overview... 8 Creating a Check Run... 9 Modifying a Check Run...13 Printing Checks and EFTs...15 Printing EFTs...18 Reprinting Checks...21 Generate EFT File...23 Post Cash Disbursements Journal...26 Generate Positive Pay...30 Voiding Checks...31 2
AP PAYMENT MANAGER Overview AP Payment Manager is a new program designed to consolidate the Accounts Payable process. The AP Payment Manager replaces the individual programs: Select Items to be Paid Print Checks EFT Processing Cash Disbursements Journal Void Checks The new program allows for multiple benefits: Greater flexibility in the inclusion of invoices within a check run Greater flexibility of the exclusion of invoices within a check run Voiding of a single check, multiple checks or an entire check run A consolidated, streamlined check run process within one program Auto posting of cash disbursements at the time checks are printed Auto generation of positive pay file to be submitted to the bank. The AP Payment Manager program becomes available as an option when upgrading to MUNIS version 2017.1 or higher. When you are interested in utilizing this program, contact Munis Support for assistance in activating the AP Payment Manager. Munis Support will activate the program and the AP Settings will update with two additional automated options. Option Automatically post cash Automatically generate positive pay file Description When checked, the cash disbursement journal will be posted automatically after the checks complete printing. When EFTs are present in the run this setting is ignored. When checked the positive pay file will be automatically generated after the cash disbursement journal is posted. 3
Requirements The AP Payment Manager has many automated features which requires specific settings and forms to be established before use. The printing process will require that Tyler Check Forms be defined and loaded along with the corresponding printer(s). Tyler Forms and their associated printers are defined during implementation. If you do not currently use Tyler Forms please contact Support for assistance. The bank codes are used as part of the Positive Pay and EFT processing as well as within Bank Reconciliation. Therefore, bank codes will need to be established with their corresponding GL cash accounts and also to designate which Tyler Form and printer is associated and which positive pay output format to utilize. If bank codes currently exist, they will need to be updated to link the form printer and positive pay format and output file name format. Financials > Accounts Payable > Set Up > Bank Codes To add the required AP Payment Manager data, choose Accounts from the ribbon options within the Bank Codes program. From the Accounts screen, the Tyler forms check printer, EFT Advice printer, positive pay output format and positive pay output file name format is defined. 4
As the AP Payment Manager consolidates the previous check run programs, new permissions have been added to Accounts Payable. When upgrading to version 2017.1 or higher, the new permissions will default to no access. These permissions will need to be assigned to be able to utilize AP Payment Manager. Permission Maintain Check Runs Print Checks Post Cash Disbursements Create AP Positive Pay File Generate EFT File Description When checked permission is granted to create, update and delete check runs. When checked permission is granted to print checks and EFT advices. When checked permission is granted to post the cash disbursement journal. When checked permission is granted to generate the positive pay file When checked permission is granted to generate the EFT file 5
Permission Void AP Checks Description When checked permission is granted to void accounts payable checks. AP Payment Manager Main View Financials > Accounts Payable > Cash Disbursements > Payment Manager Launching the AP Payment Manager program will display the program s main view. This view, by default, will display all check runs with anticipated print dates in the current calendar year as shown below. Each Check Run is listed as well as providing summary information such as the number of invoices within the check run, the number of checks to be produced, the total amount of the run, the scheduled check date and the current check run status. This detail is shown in the screen shot below. 6
The main view also displays two panels on the right displaying more information regarding the check run selected on the left. The top panel displays the status of the invoices in the check run in relation to the discount date, invoice due date and those past their due date. this panel provides the invoice count for each. The bottom panel shows the cash account used for the check run and the current cash account balance. Each of these panels is shown in the screen shots below. 7
Further invoice detail can be obtained by clicking on the check run code link in the search results row. All invoices within the check run will be displayed by invoice number, vendor, discount date, due date, payment method and invoice total. Clicking on any of the column headers will resort the invoices by that column header. For example, to sort by vendor, click on the vendor header. CHECK RUN PROCESS Overview The check run process begins with posted invoices. During invoice entry, invoices are assigned a payment type which will dictate how the invoice is treated within a check run. The check run process within AP Payment Manager will process checks and EFTs. This means that the following invoice payment types will be included within the check run process: Normal Wires EFT Direct Disbursement Wires and direct disbursement invoices are considered prepaid items, meaning that a check does not need to be printed for those invoices. Therefore, these invoices will have a have wire number or check number associated with them. When invoices of these types are included in a check run, the Checks tab 8
with AP Payment Manager will be visible on the detail view and will display the check/wire information associated with these invoices. If a check run only contains wires and/or direct disbursement invoices, the status of the check run will be Printed. AP Payment Manager does not process invoices with the following payment types: Active Card Integration follows same ACI process as in prior releases P-Card these invoices do not produce checks and are not brought through any check process. These invoices, when posted, will debit expense accounts and credit the P-Card accrual account. AP Payment Manager consolidates the processes of selecting invoices for payment, printing Checks, EFTs and Positive Pay files and posting. A check run with AP Payment Manager will display a status field that is used to determine where the check run currently is within the payment process. Status Pending Printed Partially Printed Posted Voided Definition A check run has been created but checks have not been printed. The checks and/or EFTs have been printed within the check run. The check run contains both checks and EFTs and either checks or EFTs have yet to be printed. The Cash Disbursement Journal, which debits accounts payable and credits cash, has been posted All the checks within the check run have been voided. Creating a Check Run A Check runs is created by clicking the Add button in the ribbon at the top of the AP Payment Manager program. 9
This will open a new window as shown in the screen shot below. Field Check Run Code Cash Account Anticipated check print date Comment Description A unique 8-character code which will represent the check run. This field is required This field represents the cash account in which checks will be issued. The cash account entered here will filter the invoices available to be selected in the check run below. This field represents the anticipated check date of the check run. This field is required. This field allows for a comment or description of the run. For example, if supplemental to the daily run or if specific to payroll vendors or debt service wires. 10
At the bottom of the screen are two tabs: Open Invoices and Assigned Invoices. These areas allow the view of what invoices are available to be included in the check run and which invoices have already been added to the check run. Assign invoices to a check run To assign invoices select the Open Invoices tab. Available invoices can be filtered using the fields beneath the header columns. The available filters are Invoice number, Vendor, Discount Date range, Due Date range, Payment Method and Total. In the example below the filer was used to find all invoices based on total. Invoices can be checked individually or all invoices on the page can be checked by clicking the select box to the left of the column header filter fields. To select all invoices that were found based on the filter criteria click the link above the column headers. In the example above the link is Select all 37 invoices in filtered data. The total number of invoices selected will display above the column headers as shown in the screen shot below. 11
To assign the selected invoices to the check run there are two options described in the table below. Option Assign Assign and Save Description The Assign option is located above the column headers. This option allows for the selected invoices to be assigned to the check run and keeps the Open Invoice tab active so that additional invoices can be added to the run. This allows for multiple filters to be applied to invoices for selection in the check run. Once all invoices have been selected, click the Save option at the bottom right of the screen to save all invoices and the check run. This Assign and Save option is located at the bottom right of the screen and this option will assign the invoices to the check run and will close the Open Invoice tab and display the Assigned Invoice tab. Once invoices are assigned, the invoices are moved to the Assigned Invoices tab as shown in the screen shot below. 12
Remove invoices from a check run The Assigned Invoices tab displays all invoices included in the check run in the same column header format and filter capability as the Open Invoice tab. However, with invoices selected for payment the total amount of the invoices is selected and displays next to the check run. To remove invoices from a check run, select the checkboxes on the left of the invoice move and then click the Remove option above the column headers. This will move the selected invoices back to the Open Invoices tab. Modifying a Check Run Check Runs may be modified while in a Pending status. For Pending check runs, the following modifications may occur: Change Print Date Change Comment Assign invoices 13
Remove invoices Delete check run To modify a check run from the AP Payment Manager main view select the check run to be modified. Click the carrot next to the check run. This will list the status, anticipated print date and the comment. The print date and comment can be modified here by adjusting as necessary. Once changes are made they are saved automatically. To delete a check run, from the AP Payment Manager Main Screen click the stacked three dots under the Actions column header for the check run and choose the Delete option. 14
A dialog box will display to confirm the deletion of the check run. Click Yes to delete the check run or No not to delete the check run. Printing Checks and EFTs The check printing process can be initiated in two ways: from the AP Payment Manager Main view or from the Check Run detail screen. 15
From the AP Payment Manager main view click the stacked three dots under the Actions column header for the check run and choose the Print Checks option as shown in the screen shot above. From the check run detail screen choose the Print Check button from the ribbon options as shown above. The following check printing dialog box will appear: 16
The next available check number is automatically calculated based on the highest check number that exists in Munis for the cash account. This check number can be changed is needed. The journal year and period, GL Effective date and journal reference can also be updated at this time. Click continue to begin printing. While printing, a progress indicator will appear. When the printing is complete, a notification will also display showing information about the printing. The status of the invoices in the check run are updated from Approved to Paid and the check run status is updated to Printed as shown in the screen shot below. 17
In the detail view, all invoices that are part of printed checks will be removed from the Assigned Invoices tab and the Checks tab will be populated with details of the printed checks as shown in the screen shot below. Printing EFTs If a check run only contains invoices that are configured for EFT payment, then only EFTs will need to be printed. The EFTs are printed to the printer defined on the Bank Code with the same cash account as the check run. The print EFT advice step can be initiated via the Print EFT Advice action. The action is available both from the check run row menu icon shown below on the main view or chosen form the ribbon on the check run detail screen. 18
19
Choosing the print EFT action will open a dialog box like the check printing dialog box with the starting EFT number. The number which defaults is calculated from the highest number for the cash account within the system. However, like the check number this number can be changed. Click continue to begin printing. While printing, a progress indicator will appear. When the printing is complete, a notification will also display showing information about the printing. The status of the invoices in the check run are updated 20
from Approved to Paid and the check run status is updated to Printed. The invoices will also be moved from the Assigned tab to the Check tab on the Check Run. Reprinting Checks If needed, either single checks, multiple checks or the entire check run can be reprinted. The Rerun Print Checks action is available by clicking on the stacked three dots under the Action column header for the check run or from the ribbon options within the check run detail as shown in the screen shots below. 21
Clicking Rerun Print Checks will display the following dialog box. Field Original Check Range First Check Number Description The entire check run range will default, however range can be modified to be the starting and ending numbers of the checks to be rerun. The number to assign to the first check when rerun. The number that defaults will be the next available check number but it can be changed. 22
To continue with the rerun, click the Rerun option at the bottom of the screen. The checks will be reprinted with new check numbers. The prior check numbers will be voided and will appear in the check run with a status of Voided and a zero amount. An example is shown below. Generate EFT File After EFTs have been printed, then the Generate EFT action will become available on the check run and must be executed as the next step in the payment process. The action is available both from the AP Payment Manager view and as a button in the ribbon on the check run detail screen as shown in the screen shots below. 23
24
The generate EFT process will display a dialog box where the output file name will be assigned and the effective date as shown below. Click continue to generate the file. When the EFT generation is complete, the resulting file will be in the Munis spool directory. A notification will also display showing the location of the file as shown below. The EFT file can also be accessed through the My Reports program. 25
Post Cash Disbursements Journal After checks and EFTs have been printed and generated they are then posted. The Post to Cash step is available both from the AP Payment Manager on the main view and as a button in the ribbon on the check run detail screen as shown in the screen shots below. 26
Clicking Post to Cash will display the following dialog box. 27
Description of all the field options are described below. Field Drop Down Selection Description Journal Year and Period Selection Within Year/Period Current Fiscal Month Prior Fiscal Month Journal Year Validated user entry Current fiscal month Prior fiscal month Journal Period Validated user entry Current fiscal year Prior fiscal year The year and period for the APP journal entry. The default is Within Year/Period. Permissions dictate the ability to change the Fiscal Year and period from the default. 28
Field Drop Down Selection Description Effective Date Reference Selection Enter Effective Date End of current month End of prior month Effective Date Validated user entry End of current fiscal month End of prior fiscal month The effective date becomes the GL effective date on the APP journal entry. This date must fall within the Fiscal Year and period in which it is posted. Permissions dictate where this date can be changed outside the default year and period. The reference information entered here will be recorded as reference 1 of the APP journal. The character limit is 6 characters. Enter the journal year and period, GL Effective date and journal reference and click continue. A progress indicator will appear and when the post process is complete. The process will update the check run to posted and creates an APP journal which will credit cash and debit accounts payable. A copy of the journal report will be in the Munis spool directory. A notification will also display indicating the name and the location of the journal report as shown below. The journal report can also be accessed through the My Reports program. 29
Generate Positive Pay The Generate Positive Pay step is available both from the AP Payment Manager main view and as a button in the ribbon on the check run detail as shown in the screen shots below. Generating the positive pay file does not require any additional information to be added. The program utilizes configuration data from the Bank Codes records to determine the file format and filename. Therefore, clicking the action will initiate the process. A progress indicator will appear and, when the generation process is complete, the resulting file will be located in the Munis exports directory. A notification will display indicating the location as shown below. 30
Voiding Checks One or more checks can be voided at a time. A resulting journal based on the status of check run. Status Check run is Printed Check run is posted Process Effect The check is voided and appears in the run as voided with a zero amount. The invoices are available to be included in other check runs. No journal entry is created as the cash disbursements was not yet run, therefore cash does not need to be adjusted. The check is voided and appears in the run as voided with a zero amount. The invoices are available to be included in other check runs. An APP journal is created which will debit cash and credit accounts payable for the amount of the voided check(s). Within the check run detail screen, choose the Checks tab. To void the entire check run chose the Void Check Run option in the ribbon. This will void all checks. To void specific checks, click the box next to the check number and then click the red void option above the column headers as shown below. 31
A dialog box will appear to confirm that the selected checks should be voided. Click Yes to void the check(s) or No to not void. A dialog box will appear as shown below. 32
Description of all the field options are described below. Field Drop Down Selection Description Journal Year and Period Selection Within Year/Period Current Fiscal Month Prior Fiscal Month Journal Year Validated user entry Current fiscal month Prior fiscal month Journal Period Validated user entry Current fiscal year Prior fiscal year The year and period for the APP journal entry. The default is Within Year/Period. Permissions dictate the ability to change the Fiscal Year and period from the default. 33
Field Drop Down Selection Description Effective Date Reference Selection Enter Effective Date End of current month End of prior month Effective Date Validated user entry End of current fiscal month End of prior fiscal month The effective date becomes the GL effective date on the APP journal entry. This date must fall within the Fiscal Year and period in which it is posted. Permissions dictate where this date can be changed outside the default year and period. The reference information entered here will be recorded as reference 1 of the APP journal. The character limit is 6 characters. Enter the journal year and period, GL Effective date and journal reference and click continue. A progress indicator will appear and when the post process is complete. The process will update the check(s) to voided and will continue to indicate the invoices that had been with that check and the total amount. However, all invoices associated with the voided check will be available in other check runs. The process will post an APP journal which will debit cash and credit accounts payable. A copy of the journal report will be in the Munis spool directory. A notification will also display indicating the name and the location of the journal report as shown below. The journal report can also be accessed through the My Reports program. The process will also create another positive pay file with the updated voided check. 34