Process Map McIntosh and Son Administration Module Process Code: A120 Creditors General Ledger Cheque Entry
2 Contents High Level Process Definition... 3 Process Flowchart... 4 Business Policies... 5 General Ledger Cheques... 5 Procedures... 6 General Ledger Cheque Entry - Immediate Payment... 6 General Ledger Cheque Entry - Deferred Payment... 8 Statement of Work... 10 Introduction... 10 General Ledger Cheque Entry... 11 General Ledger Cheque Entry Immediate Payment... 12 (General Ledger Cheques)... 12 Print Status Print Now / Manual... 12 Recording Transaction Details... 13 Sundry Tab... 13 Machines Tab... 14 Debtors tab... 18 Complete the Transaction Print Now / Manual... 19 Recording Transaction Details... 20 Sundry Tab... 20 Machines Tab... 21 Debtors tab... 26 Program Parameters... 27 Creditors GL Cheque Entry... 27
3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer Creditors General Ledger Cheque Entry To allow the processing of all non-creditor payments. (i.e. an invoice that has not been processed via Creditor Invoice Entry). Branch Administrator Branch Administrator Administrator Requirement to process an approved invoice independent of Creditor Invoice Entry Creditor liability extinguished Creditor
4 Process Flowchart
5 Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map. Business Policy A120-01 General Ledger Cheques The General Ledger Cheque Entry program should only be utilised for Manual Cheques. Some valid Manual Cheque Entries include: - Floorplan - Payroll - Superannuation Cheque Number format should read as follows: (9) + <Branch> + <Date of Payment - DDMMYY> Example: Branch Moora Date 26/07/2012 Reference Number 902260712
6 Procedures Process Description: General Ledger Cheque Entry - Immediate Payment Process (Major) Steps 1. Identify liability as meeting criteria for GL Cheque Entry Objective: To establish the criteria that defines a GL Cheque Entry transaction and prepare for data entry 2. Print Now option Objective: To process a creditor claim for immediate payment by cheque Procedure a. Define criteria applicable to use of GL Cheque Entry b. Receive Sundry Creditor claim (Invoice or other acceptable source document) approved for payment c. Open GL Cheque Entry window, Enter / Select Doc. Branch & Bank A/C (if req d) d. Enter Creditor Invoice number, Date and Gross Value. Select / Enter GST Type e. Enter Payee Name and other payment details. NB for EFT Payment Bank A/c details are required f. Select Print Status Print Now Step 2 Manual Step 3 EFT Step 4 a. Enter the Cheque Number to be used b. Select the Transaction tab applicable Sundry Machine Debtors c. Complete payment details applicable to the selected tab i. Sundry - Enter / Select the GL Account or Sundry Code as applicable according to set up. Verify Reference details populated are accurate and complete. Enter Description and Value ii. Machines - Select Account Type and Stock iii. Number, Enter Allocated Value. Debtor Select Customer No, Enter Value and select Age. d. Click Save / Print e. Review output in the Cheque Print pop up f. Initiate Cheque and Remittance Advice printing from the Cheque Print and Cheque Remittance tabs in Cheque Print Window Internal Policy
7 3. Manual Cheque Option Objective: To record transaction details where a cheque, in settlement of a liability has been raised manually 4. EFT Payment Option Objective: To effect payment of a Creditor Liability transacted via GL Cheque Entry by Electronic Fund Transfer a. Enter the Cheque Number to be used b. Select the Transaction tab applicable to the transaction Sundry Machine Debtors c. Complete payment details applicable to the selected tab ii. Sundry - Enter / Select the GL Account or Sundry Code as applicable according to set up. Verify Reference details populated are accurate and complete. Enter Description and Value iv. Machines - Select Account Type and Stock Number, Enter Allocated Value. v. Debtor Select Customer No, Enter Value and select Age. d. Click Save / Print e. Review output (Cheque Remittance) in the Cheque Print pop up f. Initiate Remittance Advice printing from Cheque Remittance tabs in Cheque Print Window a. Enter the Transfer ID to be used for the fund transfer b. Confirm / modify Transfer Date c. Select the Transaction tab applicable to the transaction Sundry Machine Debtors c. Complete payment details applicable to the selected tab iii. Sundry - Enter / Select the GL Account or Sundry Code as applicable according to set up. Verify Reference details populated are accurate and complete. Enter Description and Value vi. Machines - Select Account Type and Stock vii. Number, Enter Allocated Value Debtor Select Customer No, Enter Value and select Age. d. Click Save / Print e. Complete the EFT Pop Up Bank & Criteria details f. Click Proceed g. Access the EFT Software (Bank) and complete the file transfer h. Distribute Remittance Advices
8 Process Description: General Ledger Cheque Entry - Deferred Payment Process (Major) Steps 1. Identify liability as meeting criteria for GL Cheque Entry Objective: To establish the criteria that defines a GL Cheque Entry transaction and prepare for data entry 2. Print Later Option Objective: To process a creditor claim for later payment by cheque 3. EFT Later Payment Option Objective: To process a creditor claim for later settlement by Electronic Fund Procedure a. Define criteria applicable to use of GL Cheque Entry b. Receive Sundry Creditor claim (Invoice or other acceptable source document) approved for payment c. Open GL Cheque Entry window, Enter / Select Doc. Branch & Bank A/C (if required) d. Enter Creditor Invoice number, Date and Gross Value. e. Select / Enter GST Type f. Select Print Status Print Later Step 2 EFT Later Step 3 g. Enter / Select Payee Name and / or other payment details. NB for EFT Payment Bank A/c details are required b. Confirm / modify Cheque Date c. Select the Transaction tab applicable to the transaction Sundry Machine Debtors Fixed Assets d. Complete payment details applicable to the selected tab i. Sundry - Enter / Select the GL Account or Sundry Code as applicable according to set up. Verify Reference details populated are accurate and complete. Enter Description and Value viii. Machines - Select Account Type and Stock Number, Enter Allocated Value. ix. Debtor Select Customer No, Enter Value and select Age. x. Fixed Assets Select Unit ID, Enter Invoice Value as Addition and / or Expense e. Click Save / Print a. Enter the Transfer ID (numeric) to be used for the fund transfer b. Confirm / modify Transfer Date c. Select the Transaction tab applicable to the Internal Policy
9 Process Description: General Ledger Cheque Entry - Deferred Payment Transfer Process (Major) Steps Procedure transaction Sundry Machine Debtors Fixed Assets f. Complete payment details applicable to the selected tab i. Sundry - Enter / Select the GL Account or Sundry Code as applicable according to set up. Verify Reference details populated are accurate and complete. Enter Description and Value ii. Machines - Select Account Type and Stock Number, Enter Allocated Value iii. Debtor Select Customer No, Enter Value and select Age. iv. Fixed Assets Select Unit ID, Enter Invoice Value as Addition and / or Expense d. Click Save / Print Internal Policy
10 Statement of Work Introduction The General Ledger Cheque Entry program allows the processing of all non-creditor payments (i.e. an invoice that has not been processed via Creditor Invoice Entry refer Process Map A110 Creditor Invoice Entry for additional details). All Cheques are raised directly to a General Ledger account, and then apportioned to the appropriate components. Using the Print Status indicators payments may be Manual where the cheque is written manually and the cheque number is recorded against the transaction For both automatic cheque production and EFT the transaction may be flagged as immediate (e.g. Print Now or EFT) or deferred (e.g. Print Later or EFT Later). These Print Status selections are explained in more detail in the following sections. All transactions processed via the General Ledger Cheque Entry application must be supported by a suitably approved creditor invoice.
11 General Ledger Cheque Entry Open the General Ledger Cheque Entry window. Enter / Select the Doc Branch if required and the Bank Account against which the payment is to be processed. Enter the Creditor Invoice Number, Invoice Date and the Gross Value (including GST) of the invoice. Enter / Select the GST Type. If the user omits to provide a GST Type the system will generate the following warning. Click OK to return to the General Ledger Cheque Entry window to correct the omission.
12 General Ledger Cheque Entry Immediate Payment Where the invoice settlement is to occur immediately the user should select the appropriate Print Status radio button from Print Now Manual The appearance of the General Ledger Cheque Entry window will change depending on the radio button selected as depicted in the following examples. Print Status Print Now / Manual Refer Business Policy A120-01 (General Ledger Cheques) After selecting the Print Now or Manual radio button, Enter / Select / Search the Payee and, where required, complete other details such as Payee Name, Address, Reference and Description. If the Payee is recorded in the Contact Data Base data will be populated as recorded. Enter the Cheque Number to be used for the payment and confirm / modify the Cheque Date. If the user omits to provide a Cheque Number the system will generate the following warning.
13 Click OK to return to the General Ledger Cheque Entry window to correct the omission. Recording Transaction Details The user must then determine the nature of the transaction and select the appropriate tab Sundry Sundry Tab Machines Debtors Depending on the program parameter settings (refer Program Parameter section at the end of this document) the user will be presented with options to select from a drop down list of Sundry Codes or a drop down list of General Ledger Accounts. Open the drop down list and select the Sundry Code (or GL Account as applicable). Enter the transaction value and verify the Unallocated Amount is equal to $0.00.
14 Machines Tab Where the transaction relates to a Stock Unit select the Machine Tab. Select the Account Type from the drop down list attached to the field.
15 Enter / Select / Search the relevant Stock Unit Number. Enter the value for the line the system will complete the remaining fields in the line item. In the event the user has omitted to select an Account Type the system will stop the transaction from proceeding and alert the user to the omission with the following message. If the Account Type selected by the user is Accessory, Options, Paint, Trim, Charges or Aftermarket the Assign Stock Unit Value pop up will display
16 Select a Code from the drop down list attached to the Code Field and complete the Sale and Cost Adjustment fields before clicking OK. In the event that the cost adjustment has not been fully allocated the following message will alert the user to make the necessary adjustments.
17 Where the selected Stock Unit has been Sold or Swapped the user will be presented with the following warning message. Clicking OK will allow the transaction to proceed. If the user enters a Stock Unit Number that does not already exist in the system and the user is not authorised to create Pending Stock Units the following message will be displayed. Clicking OK will return the user to the Creditor Invoice Entry window ready for input of a valid Stock Unit Number. If, on the other hand, the user is authorised to create new Pending Stock Units the following message will display. If the user clicks No the system will return them to the Creditor Invoice Entry window for input of a valid Stock Unit Number otherwise clicking Yes will open the Stock Unit Maintenance window to which the user is able to enter appropriate data to create a Stock Unit with a Pending Status (refer Process Map V020 Stock Unit Maintenance for additional information regarding this application). The user must complete this pop up and click OK.
18 Debtors tab Where payment is in favour of a Debtor select the Debtor tab. Enter / Select the Customer Number, enter the value and select the Age from the drop down list attached to the Age field.
19 Complete the Transaction Print Now / Manual Click Save / Print. If the Print Now radio button is selected the preprinted cheque form must be loaded to the relevant device for printing by the system. If required the Remittance Advice can also be printed from the Cheque Print window. If the Manual radio button is selected, indicating that the cheque has already been prepared manually, clicking the Save / Print button will generate the Cheque Remittance documentation only. The Cheque Print tab (shown above) will be inactive in this case.
20 Recording Transaction Details The user must then determine the nature of the transaction and select the appropriate tab Sundry Sundry Tab Machines Debtors Depending on the program parameter settings (refer Program Parameter section at the end of this document) the user will be presented with options to select from a drop down list of Sundry Codes or a drop down list of General Ledger Accounts. Open the drop down list and select the Sundry Code (or GL Account as applicable). Enter the transaction value and verify the Unallocated Amount is equal to $0.00.
21 Machines Tab Where the transaction relates to a Stock Unit select the Machine Tab. Select the Account Type from the drop down list attached to the field.
22 Enter / Select / Search the relevant Stock Unit Number. Enter the value for the line the system will complete the remaining fields in the line item. In the event the user has omitted to select an Account Type the system will stop the transaction from proceeding and alert the user to the omission with the following message.
23 If the Account Type selected by the user is Accessory, Options, Paint, Trim, Charges or Aftermarket the Assign Stock Unit Value pop up will display Select a Code from the drop down list attached to the Code Field and complete the Sale and Cost Adjustment fields before clicking OK.
24 In the event that the cost adjustment has not been fully allocated the following message will alert the user to make the necessary adjustments.
25 Where the selected Stock Unit has been Sold or Swapped the user will be presented with the following warning message. Clicking OK will allow the transaction to proceed. If the user enters a Stock Unit Number that does not already exist in the system and the user is not authorised to create Pending Stock Units the following message will be displayed. Clicking OK will return the user to the Creditor Invoice Entry window ready for input of a valid Stock Unit Number. If, on the other hand, the user is authorised to create new Pending Stock Units the following message will display. If the user clicks No the system will return them to the Creditor Invoice Entry window for input of a valid Stock Unit Number otherwise clicking Yes will open the Stock Unit Maintenance window to which the user is able to enter appropriate data to create a Stock Unit with a Pending Status (refer Process Map V020 Stock Unit Maintenance for additional information regarding this application). The user must complete this pop up and click OK.
26 Debtors tab Where payment is in favour of a Debtor select the Debtor tab. Enter / Select the Customer Number, enter the value and select the Age from the drop down list attached to the Age field.
27 Program Parameters The following notes define the parameters applicable to the application described in this Process Map. Creditors GL Cheque Entry Parameter Name AllowNewStock AuthorityGroup BankAccount DocBranch EnforceValidMake OptionsAllowed Payee Parameter Function Allows user to create a new stock unit from these programs Valid Values: Y/N Default Value: N To show only, and allow use of, the accounts or codes attached to the Authority Group specified Valid Values: A valid Authority Group Default Value: Blank To specify a default Bank Account Valid Values: A valid Bank Account Default Value: Blank To specify the default Branch for the Doc Branch dropdown Valid Values: A valid Branch Default Value: Blank If Yes, the Make entered must be a valid value in the dropdown before saving or processing. If No, the Make entered is not validated Values: Y/N Default Value: N To specify the available user options Valid Values: C = Debtor Cash, S = Sundry, V = Vehicle Debtors, F = Floorplan Default Value: Blank If Y, entry in the 'Payee' field is mandatory. If N entry in the 'Payee' field is optional Valid Values: Y/N Default Value: N
28 Parameter Name RentalAuthorityGroup RestrictGLAccounts ZAPayment Parameter Function To identify the rental sundry items associated with the Authority Group specified Valid Values: A valid Rental Authority Group Default Value: Blank To determine if the GL dropdown list is restricted to a single company or for multiple companies Valid Values: Y/N Default Value: Blank For South Africa users to set up Payment Type Valid Values: N (Normal) or U (Urgent) Default Value: Blank