ACCOUNTS PAYABLE Book Miscellaneous Invoice is the program you use to post/book all the Invoices from the Suppliers that do not have PO generated from E-hors. For example Utility expenses and etc. 1. Go to Accounting>Accounts Payable>Book Misc Invoice Select the supplier, type the PO number if there s any, type the Invoice number, select the Invoice date and the Due date. The credit side is automatically selected for you because that s the default. Type the Invoice amount then click the add button. The selections on the right will also enable. If it is a credit note, type a negative value. If the debit side belongs to a balance account there is no need to select the division and department, but if the account is a P&L account you have to select the division and department to which the expenses belong. If you do not select the division and department E-Hors will give an error message. Select the account you need, E-hors automatically select the debit side, and you just have to key in the amount. Type the memo or description. This box is a text box, so you can put any description you like for your future Reference. Then, click the add button. Repeat the previous steps if you need more than 1 account. Check first if everything is correct before clicking the save button.
2. Manage Payment- This is the program you use for payment, any Invoices booked/posted in Supplier Invoice & Book Misc. Invoice will appear in manage payment, and the payments must be done through Manage payment program. Click the tab Select Payment you can select by supplier or you can also load all the invoices by ticking the Button all Invoice you have several other options to find the invoice you wish to pay. Then click search. After clicking the search button, all invoices belonging to the selection you made will be shown. Select the Invoice number you wish to pay, type the amount in the payment column, then click the add payment button. You can handle many invoices in one time. Do not click the add payment button until you have handled all the invoices that you wish to pay or partly pay. The amount you type in does need to be the amount of the invoice or the balance, in case you wish to make partial payments, you just enter the actual amount you wish to pay.
Next, proceed to Approve Payment table, in which you need 3 approvals. In the E-Hors system settings you can define how many approvals are needed, of course the minimum is 1. Level 3 represents position level 5, level 2 represents position level 4, and then level 1 represents position level 3. Just click the square box on the right then click approve. Once it is approve, it will transfer to the select cheque payment tab. But if the system set up is 3 approvals then, it won t transfer to the next tab, until it is fully approved. Also here applies that you can approve multiple invoices before you click the approve button. Next, proceed to Select Cheque Payment, from here you can create the batch of Invoices you want to pay first, you can also see on top, if you have money enough, because you can already see the total batch amount.
3. Go to Cheque Processing Program This is where you going to process the last step of the payment. Select the batch number, select the Supplier Name and Current Asset, and then select the correct bank (the bank you use for payment). Then select the date of the cheque (payment date), type the cheque number then Click the print cheque button after clicking the print cheque button, the add button will be enable. The overview of the cheque will be shown in another browser. If everything is correct you can print the cheque and then you can click submit.
Once the payment/cheque processing is done, you will see the cheque in your bank recon report as un-presented cheque. You can find this report under Accounting>finance operation>bank reconciliation. Then select the bank. If ever you want to pay by CASH, BY BANK TRANSFER AND TT WIRE, please put a unique number example: Cash123 or BT234 or TT555 and so on, then easy for you to recognize which one is not a cheque. Because if you check your AP report, all payments have a default description cheque. So even if you pay by cash or bank it will still have a cheque description. 4. Bank Reconciliation- This will be the last step after you made the payment, if the cheque/payment already deducted in your bank account then you can perform the knock off. Go to Accounting>Ledgers> General Ledger> On the right side select Current Liability>Trade creditors>accounts Payable (selection might vary based on COA of the property) Select the supplier, then find the amount and the cheque you want to reconcile. When you click submit you will have a short message from E-Hors cheque has been reconciled. There is no entry in GL anymore as these have been done previously already.
Once you have completed these procedure, if you go and check your bank recon report, you won t find the cheque there anymore as un-presented. Modify Cheque We have two kinds of modifying the cheque. o VOID CHEQUE - is used to void the cheque, this is used when you made a mistake like for example you chose the wrong bank, supplier or wrong amount and wrong date. o UN-PRESENTED CHEQUE - you use un-presented cheque for those cheques that are already issued to the supplier but you want to hold them because you realized that you do not have enough funds or the supplier lost the cheque. We have two ways to find the cheque. Either by batches or by cheque number. If you chose to void by cheque number, make sure you keyed in the correct number. Once you keyed in the cheque number in the box, click the search button. Then select the date, the void date should be the same date as the date of the cheque you are going to void. Then click the square box on the left side, type the memo (reason of voiding the cheque) then click void button at the bottom. Procedure is the same, if you perform an un-presented cheque instead of selecting void button you select the un-presented button. The only thing you have to bear in mind, after you perform these steps, you go to the next tab which is RE-INSTATED CHEQUES (more instruction below). After you perform the voiding, there will be a reverse transaction in GL.
After voiding the cheque, it will no longer appear in the bank reconciliation report as un-presented cheque you can find the bank recon report in Accounting>finance operation report> bank reconciliation. Select the bank account. Then click print. Re-instated Cheques- is used to re process the cheque again to bring back the cheque, you can only use the re-instate program once you have done the step un-presented cheque. (See example below).
This is how you re-instate the cheque. Go to cheque processing>re-instated cheque. Type the cheque number in the box, then click search. Select the cheque you want to re-instate. Then type the memo/reason then click the reinstated button. After the cheque has been re-instated, the transaction will be back to Cheque processing program again. Then you can proceed and make a new payment. Once re-instate is done, there will be a reverse entry in GL, and the cheque that has been un-presented& re-instated won t appear in bank recon anymore. Considered as not issued. Manual Cheque Program- This program is only used for a Non- Supplier that you wished to issue a cheque. In this program you immediately booked the expenses and the payment in one time. So in most cases the entry here is debit expenses credit bank. Example, salary payments or expenses claims, re-imbursements and etc. Remarks: Manual cheque is not advisable to use if you want to post the expenses in the correct month. Because sometimes the expenses belongs to October but you are only able to pay it on November. Unless the expenses has been posted/booked in General Ledger as an Accrual. In that case you do not select an expense account but you use the proper accrued account.
If you made a mistake using manual cheque, the only way to correct it, is to void the cheque (modify cheque) and do it again. Go to Manual cheque program, (I am giving you the example of posting & paying the expenses claim). Select the Division & Department, Select the P&L Account, then select the date of the payment. You can only select one date which is the date of the payment. Type the amount and the Journal memo/description. Then, click the add button. Now, you can type the cheque number, Payment reference, double check the date if it is correct. Select the Correct bank, then type the PAYEE name. Payee name will appear on the cheque printing as well as the date that you selected & the amount you keyed in. Double check first, before clicking the add button. After adding the transaction, you can click the print cheque button.
The overview of the cheque will be shown in another browser. You can continue printing the cheque when everything is correct. Important note: Be sure that when you print the cheque, the selection pdf source in the printer box is selected, else your printing format might go wrong. Then close the browser (overview of the cheque) then go back to the other browser. Click the Save button.
After clicking the save button, the print voucher will be enabled, you can print it and give it to the supplier together with the cheque, or just print it for your own reference. (We do not really advise to print, because you can always find this back in the print batches program. EXAMPLE OF PAYMENT VOUCHER PRINT BATCHES This is where you can find back all the payment vouchers and re print if you want to. Because sometimes you forgot to print the voucher after completing the cheque processing or manual cheque procedure, or your supplier might ask for a copy. You have several ways to retrieve the payment voucher, you can search by date with a certain date range or just search by batch. Then click the button get batch(s) Then all the batches related to the date you selected will appear in the dropdown. Select the batch number. Select the supplier you like, if there are more than one supplier in one batch. Then you can choose if you want to print total batch, Print supplier batch or just print all.
AP Reports- This is where you can find all the historical data, payments and outstanding related to all the Book Misc Invoices, Supplier Invoice and Manual cheque. You can choose all supplier, or a particular supplier. o Detail Outstanding- shows the detailed overview of the outstanding invoices. o Detail Historical - shows the detailed overview of the outstanding as well as payments. o Summary Outstanding - shows the aging of the outstanding invoices. o Summary Historical shows the aging of the historical outstanding and the payments SUPPLIER INVOICE Supplier Invoice Is used to book all the invoices for which the PO (MARKET LIST PO & NORMAL PURCHASING) has been issued using E-hors. Go to Purchasing>Supplier Invoice- 1.1 Select the Supplier and the PO number. Only suppliers that have outstanding PO s will be listed.
2.2 Enter Supplier Invoice number, and enter Invoice Date. Put the Invoice amount. Put Invoice due date. E-Hors will calculate the due date automatically, but you can overwrite the due date by selecting another date. Purchase tax box, will only enable if the item has purchase tax you can always overwrite and put the correct figure (tax) by clicking the box under New tax (disregard if the taxes doesn t apply to you). Click Final Invoice button Yes before clicking the submit button. You will no longer find the Invoice Supplier when you tick Final Invoice Yes if the invoice you are entering into the system is the final invoice and the PO can be closed. If you tick No then the Invoice will remain open after you submit it. The Invoice will still appear in Supplier Invoice program. In case of multiple invoices for one PO you need to be sure when you click final invoice yes. PURCHASE TAX BOX
Only Applies for COD: If it s Cash on Delivery (COD) tick the button YES. 3.3 Select the correct Cash Account. Make sure you selected the correct account, where the money came from. 4.4 Enter the Cash amount Tick the button Final Invoice Yes if it s final or No if it s not. Then Click submit. After submitting, your Official Receipt will be generated. (Only applies in COD). 5.5 Take Note: Once you selected No that particular Invoice will still appear in Supplier Invoice program. It will only be closed if you selected Yes. 6.6 Click print OR. Official receipt overview will appear in another browser. RE-OPEN PO Used to re-open the PO that has been closed. The PO is automatically closed once the button Final Invoice Yes has been selected. Reasons why re-open a PO: Sometimes we keyed in the wrong invoice number, wrong date or the amount we keyed in is not correct. So the only way to correct the Invoice is, to re- open the PO. Once the PO is re-opened, it will appear again in Supplier Invoice program and then you can start correcting it. This is how you edit/correct the invoice, for example you made a mistake with the Invoice number. Re- open the PO first, then go to the Supplier Invoice program, and select the supplier and the Po number. Click the line with the Invoice number then type the correct invoice number. Click final invoice yes then click the edit button. If it happens that you posted the invoice in a wrong supplier. The only way to correct it is, re open the PO if the PO is already closed.
Then go to supplier invoice program, click the line with the old invoice. Then click the delete button. The invoice will no longer appear in your AP report after you deleted the invoice. HOW TO CORRECT IF YOU MADE A MISTAKE IN BOOK MISC INVOICE. Remarks: In E-hors, you always have to go back to the source to correct the mistake. For example, I posted the electricity expenses for Dept. admin & gen with the amount of 500 and the date is Nov. 13, 2013. Then after clicking save, you realized that the amount is wrong. It should be 600. This is how you are going correct it, do exactly the same thing as what the mistake is, the only difference is put a negative amount instead of plus.
After doing this, your AP will show the plus and the negative transaction. Then you can continue doing the correct invoice.