Agresso Accounts Payable Reference Guide v0.2 Accounts... · Manual Payment ... Payroll: interface...

Reference Manual

Agresso AccountsPayable

Contents

Project background ...............................................................1Why Agresso? .............................................................................................1

Viewing Supplier Details........................................................2Scanning Invoices .................................................................5

Load Invoices ..............................................................................................5

Invoice Registration ..............................................................7Overview.....................................................................................................7Purchase invoice registration ........................................................................7Registering an invoice with no goods receipting line ....................................12Registering a Mis-Match .............................................................................15Registering a Supplier Invoice ....................................................................18Un-Coded Invoices.....................................................................................20Coded Invoices..........................................................................................22Registering Supplier Credit Notes................................................................23Adding Additional Invoiced Items................................................................25Sundry Supplier .........................................................................................27

Pay Runs..............................................................................29Raising a remittance proposal.....................................................................29Remittance Proposal Maintenance...............................................................31Remittance confirmation ............................................................................33Files/Forms Processing...............................................................................33Files/Forms Processing...............................................................................34Processing BACS payments ........................................................................36Payment Confirmation................................................................................38Updating the General Ledger......................................................................39Manual Payment........................................................................................40

Reversals .............................................................................42Reversal Selection......................................................................................42Reversal Proposal ......................................................................................43Reversal Confirmation ................................................................................43Reversal Maintenance ................................................................................44

Enquiries..............................................................................45Open and historical items per supplier ........................................................45Open and historical items for all suppliers ...................................................46

Help and Support.................................................................47

Agresso Accounts PayableProject Goals and Objectives

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Project Goals and Objectives

Why Agresso?

This document summarises the proposed scope of the delivery of Phase 1. Its goal is toensure that SGUL achieves some significant benefits.

The benefits targeted here are:

Availability of management information to users with financial responsibilities viaqueries and reports

Streamlined accounting processes via a better-structured representation of theUniversity

Flexibility to make changes within a logical and consistent financial framework Enable commitment accounting and budget management

Scope

Visibility of organizational spend for strategic procurement Efficient and effective purchasing processes in compliance with audit recommendations Core accounting functions: chart of accounts; general ledger; accounts payable,

accounts receivable; bank reconciliation. Sales to cash: creating sales orders, issuing invoices, taking payment, including part

payment and stage payments, aged debt reporting, customer setup and management Student debt: interface from SITS as per the current interface to Sage; reminder

letters; debt reporting; invoicing for hall fees; taking payments directly and via studentservices

Procurement: raising requisitions, external and (simplified) internal, budget, financialand technical authorisation, purchase order creation; supplier setup and management;products, product groups and preferred suppliers

Payment: goods receipt; purchase order invoice payment; non-purchase order invoicepayment;

Payroll: interface from payroll to general ledger Workflow administration and support Journals System administration: user and role setup and administration; audit trail logging and

reporting; changes to chart of accounts; management of authorisation and controls(menu and data)

Budget setup, management and reporting Management information: query creation and publication; standard enquiries for

expense/income reporting by subproject, project, cost centre and division; access fromthe desktop; access for PIs; Joint Research Office and Principle Investigators.

Statutory reporting

Agresso Accounts PayableViewing Supplier Details

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Viewing Supplier Details

Supplier records hold contact details and details relevant to the payment of invoices.Requisitions can not be raised and invoice cannot be paid on Agresso unless asupplier record exists. Supplier information is maintained by Procurement Services

Navigate to Agresso Financials Accounts Payable Supplier Master File Supplier

Enter the supplier ID or function Key F9 to open field helpThe supplier information is in 7 tabs

Supplier Tab

This tab contains basic registration information. The ‘External ref’ field holds the Sagecode for the supplier, if the supplier record was previously held on Sage. If thesupplier was not on SAGE enter .

You must enter a Short name which is the first 10 characters of the supplier name.

Address Tab

The address tab holds summary address information. Suppliers may have multipleaddresses. These are identified by address type and sequence number. – is this is thecase for AP I thought this was only AR


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Double clicking on any address line in the table opens the address details withseparate tabs for postal, telephone and e-mail contact details.

Address Details

The address details tab hold information on postal, telephone and e-mail contactdetails.

This information is used whenever the supplier ID is entered on a requisition.

Invoice TabContains agreed invoicing arrangements. These are used as defaults for pay runs.

If the information in the invoicing tab is marked as fixed then it cannot be amendedduring supplier invoice registration.


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Payment Tab

This tab contains details of agreed payment methods. These are used as defaultsduring pay runs.

If the information in the invoicing tab is marked as fixed then it cannot be amendedduring supplier invoice registration.

Agresso Accounts PayableScanning Invoices

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Scanning InvoicesOn receipt, all external invoices will be scanned onto the network. Once scanned, theimage is available for loading into Agresso. As the image is used as a reference bySGUL purchasers, the image quality must be checked to ensure it is legible. Each pageof an invoice is scanned as a separate image and the separate images loaded intoAgresso as a single file. You can merge multiple paged invoices once they have beenscanned.

Load Invoices

Navigate to Agresso Common Document Archive Document Load DocumentloadA blank document load screen will be displayed

Click on the toolbar button Load

The load screen is displayed.

Select New from the document load ID drop down listthis will create a new batch number.

Using the load type panel, navigate to the file holding the scanned invoice images.Images can either be uploaded as: individual files; multiple files; contents of entirefolders.

Agresso Accounts PayableScanning Invoices

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Load Options

Load options allow the selection of an indexing template for the images. The indexingtemplate is loaded in the indexes panel.

If the invoice/s to be loaded is purchase order related select Purchase Order?

If the invoice/s to be loaded is not purchase order related select Supplier Invoice

If the invoice/s to be loaded is NHS supply chain related select NHS Purchase Order

The relevant index template will be loaded allowing the entry of: Purchase order number Supplier invoice number Invoice amount

The options use OCR and Load index template are not used.

Once the indexing information has been entered click on the load button. All selectedimages will be loaded into the Agresso document archived.

Note: Agresso will only load the following image types; JPEG, TIF, BMP, GIF

The total number of images loaded will be calculated and shown alongside the Loadbutton. Once all images have been loaded the Load Screen can be closed.

Agresso Accounts PayableInvoice Registration

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Invoice Registration

Overview

All invoices received from suppliers are registered on Agresso. There are two types ofregistrations.

Purchase invoices – Invoices which relate to a purchase order

Supplier invoices – Invoices which do not relate to a purchase order

Purchase invoice registration

Registering a purchase invoice involves matching the invoice to the goods receiptingline. If there is any discrepancy in the details between the two then the invoice willenter workflow for approval by the appropriate approver. If there is no goodsreceipting line present then the invoice will enter workflow as a missing GRN task forthe approver.

Selecting the scanned Invoice to register

Before registering the invoice, the scanned image must be selected from thedocument archive. This will attach the image to the transaction and allow it to beviewed.

Navigate to AGRESSO Logistics Purchasing Invoice Registration PurchaseOrder Registration

Click on Tools Documents for Registration or click on the toolbar button Documents

for Registration

A blank document search screen will open.

Function key F7 will search for all documents awaiting registration or search on thePO number using the filter fields.

Select the image for registration


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Registering the invoice

In the Registering Purchase Invoice screen enter the purchase order number in theorder field.

Tab to view a list of receipted amounts. The amounts in this table must be matchedto the amounts on the suppliers invoice.

Order – Purchase order number

GRN – Goods receipt dispatch number

Pos – Line number

Product code, description and unit are populated from the purchase order

Inv.Qty This is the quantity on the suppliers invoice. This field must be the samequantity as shown on the supplier’s invoice.

Inv price – This is the price per unit shown on the supplier’s invoice. This field mustbe the same quantity as shown on the supplier’s invoice.

Inv.amt This is calculated from the Inv.qty and Inv price. This will be the amountshown on the supplier’s invoice.

Order qty, Order price and Order amt. are populated from the original purchaseorder.

Qty Received is the quantity marked as received during the goods receiptingprocess.

Amt. Received is the value of goods/services marked as received during the goodsreceipting process.

Reg. qty is any qty already registered against this receipting line.


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Reg.amount is any amount already registered against this receipting line.

Compare the invoice details with the order and receipt details. The invoice may relateto more than one receipting line. If this is the case multiple lines can be selected.Select the lines that relate to the details on the supplier’s invoice.

Mark the check box of each receipting line with an X by clicking in the box.

Select Save

or F12

Matching screen will close and Agresso will return to the registration screen.Continued on next page


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The registration screen

The registration screen is completed by recording one or more expenditure line andthe balancing control account line. The expenditure line records the category of spendin the General Ledger against the appropriate account code. The control line recordsthe control account for payment purposes.

The details for the transaction line are populated from the original purchase order.

These details must be checked for accuracy.

Account Code. Should not be changed without referring to therequisitioner/approver.

Cost Centre. Should not be changed without referring to therequisitioner/approver.

Tax code. This can be changed if the account rule allows. Should not bechanged without referring to the requisitioner/approver.

Tax system. This can be changed if the account rule allows. Should not bechanged without referring to the requisitioner/approver.

To correct any line in the transaction table, select the line and click the change line

toolbar button

Once the line has been completed click the keep toolbar button to add to the

transaction table


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The control account line can now be entered.

To complete the control account line:

Once the GL line has been checked for accuracy the balancing control line iscompleted.

Check the correct control account has been populated.

Tab to the Amount Field. Click on the toolbar button 100% this willenter a negative amount to balance the GL account line.

Once the GL line has been checked the AP line can be completed. Agresso willdefault in the appropriate control account code.

Enter the descriptive text for the transaction

Enter the invoice number from the supplier’s invoice

Once the AP has been completed keep the line To correct any line in the transaction table, select the line and click the change

line toolbar button

Balance check

Within the transaction table there are two amounts. The column Posted amountrepresents the net amount. This amount will be posted to the expenditure code. Thecolumn Amount represents the gross amount. Agresso will calculate and post theinput VAT automatically. The amount will be posted to the VAT account code.In order for the transaction to be saved the Amount column must balance to zero.

When saved ( or F12) the transaction will become an open item awaiting payment.A unique transaction number is generated.


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Registering an invoice with no goods receipting line

If a purchase order has not been receipted then there will be no goods receipting lineto match with the invoice. The invoice is registered to the original purchase order line.This will generate a missing goods receipting task. The task is routed throughworkflow to the requisitioner for action.


Enter the purchase order number in the order field

An empty table will be displayed if the goods receipt has not been completed.

Alternatively, a receipting line which does not match the invoice will be displayed. Ifthe receipting line does not match the invoice then the items should not be matched.

The registration should continue as if there were no receipting line.

Click on the tool bar button

A line is displayed showing the original order line information.

Inv qty field and the Inv Price field are left blank and should be filled out from thequantities and price on the supplier’s invoice.

Enter the quantity and price from the supplier’s invoice.

Mark the matching order line with an X by clicking on the check box.

Save or F12

Matching screen will close and Agresso will return to the invoice registration screen.


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Invoice Registration Screen

When the un-matched line has been selected and saved, this will complete the GL ofthe transaction and display this line in the transaction table.

The details for the transaction line are entered from the details entered by therequisitioner on the original purchase order. These details must be checked foraccuracy.

Account Code. Should not be changed without referring to therequisitioner/approver.

Cost Centre. Should not be changed without referring to therequisitioner/approver.

Tax code. This can be changed if the account rule allows. Should not bechanged without referring to the requisitioner/approver.

Tax system. This can be changed if the account rule allows. Should not bechanged without referring to the requisitioner/approver.

The amounts will match the amounts on the supplier’s purchase invoice.To correct any line in the transaction table, select the line and click the change line

toolbar button


transaction table

Once the GL line has been checked the AP line can be completed.

Agresso will default in the appropriate control account code.

Check the cost centre matches the cost centre on the GL line


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Enter the text describing the invoice This shouldalso include any instructions for the Requisitioner.

Enter the suppliers invoice number exactly as shown on the invoice


transaction table

If the cost is to be split across more than one account code then additional lines canbe added. The total of all GL lines must balance the total in the control line.

To correct any line in the transaction table, select the line and click the change

line toolbar button

Once all transaction lines have been completed Save or F12

On saving a Missing GRN task will be generated for the original requisitioner. Oncethe requisitioner has completed the goods receipting then the transaction willautomatically become an open item awaiting payment.


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Registering a Mis-Match

A mis-match is any invoice where the amount on the suppliers invoice exceeds theamount receipted by more than the allowed tolerance. The process is to register theactual value the supplier has invoiced. Once registered an approval task will begenerated for the appropriate approver. When approved the payment willautomatically become an open item awaiting payment.



Enter the invoice number in the order number field

The receipted line for the invoice is displayed. Compare the invoice details with theorder and receipt details. This is where the mis-match will be identified. Thedifference will be in either the invoiced quantity or the invoiced price or both. Thequantity and price registered should be the actual quantity and price on the supplier’sinvoice.

In this example, the invoiced price of £580 per unit varies from the order price of£560 per unit. Therefore the Inv price field is amended to show the actual price onthe invoice.

The new invoice total will be calculated and highlighted in blue. As this variance fallsoutside the tolerance of 5% or £50 an approval task will be generated for the budgetholder

Mark the amended line with an X by clicking in the check box

Save or F12


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Matching screen will close and Agresso will return to the registration screen.

The registration screen

When the amended line has been selected and saved, this will complete the GL line ofthe transaction using the amounts from the supplier’s invoice.

Control Line

Ensure the correct control account code is displayed.

Tab to the Amount Field. Click on the toolbar button 100% this willenter a negative amount to balance the GL account line.

Enter a description of the transaction in the Text Field Enter the supplier’s invoice number in the InvoiceNo field.

Once the control line has been completed click the keep toolbar button to add

to the transaction table


line toolbar button

In order for the transaction to be saved the Amount column must balance to zero


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When saved ( or F12) the transaction will generate an approval task for theappropriate budget holder/approver. If the invoice increase is approved thetransaction will automatically become an open item waiting to be paid.


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Registering a Supplier Invoice

A supplier invoice is any invoice which does not have a purchase order. These areregistered on the system and an approval task is generated for the relevant approver.Once the transaction is approved it will become an open item awaiting payment. Thesupplier invoice will be scanned before registration. The scanned image will be viewedby the approver as part of the approval task.

Supplier invoices can be un-coded or coded. Un-coded are invoices where the financeteam cannot identify the correct account or sub-project codes to use. Coded invoicesare those where the accounts payable team is able to identify the correct codes. Bothtypes of invoices begin by selecting the scanned invoice to register and recording thecontrol account line.

Navigate to Agresso FinancialsAccounts Payable Invoice RegistrationRegistration of Supplier Invoices

Selecting the scanned Invoice to register

Before registering the invoice, the scanned image must be selected from thedocument archive. This will attach the image to the transaction and allow it to beviewed.

Click on Tools Documents for Registration or click on the toolbar button

A blank document search screen will open.

Function key F7 will search for all documents awaiting registration.

Select the image for registration by double clicking on the appropriate line.

The invoice registration screen will open with the scanned image of the supplier’sinvoice displayed. The details from the scanned image are registered in theregistration screen.


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Registration Screen

Enter the supplier ID

The registration screen will default to enter the control account line first.

Enter the Curr.amount as a negative. This should match the total gross valueof the invoice.

Enter text describing the payment

Enter the invoice number exactly as shown on the supplier’s invoice




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Un-Coded Invoices

Un-coded invoices are routed to a selected approver for coding. The transaction iscoded with account code 999 to begin this process.

Enter the account code 999

The balancing amount will be entered into the Curr.Amount field

Tab through the remainder of the screen


transaction table

Save the transaction

A unique transaction number will be issued. Click OK.

After saving, the manual distribution screen will be displayed. This allows the selectionof an individual for departmental coding and budget approval. The selected personwill receive the task to update the transaction.


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Each step must be assigned separately.

The currently selected step is shown in grey.

Select departmental coding

Add a comment

Select the nominated person from the list

Click on the arrow to move them from available to selected.

Select Budget Holder approval

Add a comment

Select the nominated person from the list

Click on the arrow to move them from available to selected.

Once an individual is selected for each step the transaction can be saved.


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Coded Invoices

Where the appropriate codes have been provided to finance, the transaction can becoded at registration stage. When saved, the transaction will be routed to theappropriate budget holder for approval.

After the control line has been entered and kept:

Enter the account code and sub-project code

The Curr.amount field will default to the balancing value for the control line.

Tax will be calculated automatically based on the accounting rule for the accountcode.


transaction table


line toolbar button

When saved ( or F12) the transaction will generate an approval task for theappropriate approver. If the payment is approved the transaction will automaticallybecome an open item waiting to be paid.

If the approver rejects then the transaction should be reversed and removed from thesystem. The supplier will be required to submit an invoice for correct amount.


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Registering Supplier Credit Notes

Credit notes are recorded as supplier invoices with a negative value.Identify the original invoice if there is an open item relating to the credit noteNavigate to (AGRESSO financials – accounts payable – enquiries – open and historicalitems per supplier. This will give you the original cost center, approver andproduct/account code for the invoice.

Once the details of the original transaction have been identified these should be usedto register the credit note.



The registration screen will default to enter the control account line first.

Enter the curr. Amount as a positive. This should match the total gross value ofthe credit note.

The warning message ‘Is this a credit note’ will be displayed as a check by thesystem. Click yes.






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Entering the GL line

Enter the account code and sub-project for the original transaction.

The Curr.amount field will populate with the balancing amount as a negative.


transaction table


line toolbar button

When saved ( or F12) the transaction will generate an approval task for theappropriate approver. If the payment is approved the transaction will automaticallybecome an open item waiting to be paid.If the approver rejects the increase then the transaction should be reversed andremoved from the system. The supplier will be required to submit a credit note forcorrect amount.


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Adding Additional Invoiced Items

Additional order lines may need to be added if the suppliers invoice contains an itemnot covered by the original purchase order this may include items such as unexpecteddelivery charges. Once registered an approval task will be generated for theappropriate approver. When approved the transaction will automatically become anopen item awaiting payment.


Register the matching receipting line against the invoice as per the instructionson page 20 onwards.

Once the receipting line has been saved and populated into the transaction table addthe additional invoiced items. The registration screen will default to the controlaccount details. These are replaced by the details for the additional line/s.

Enter the appropriate account code for the extra charge. Enter the original sub-project code. Enter the net amount of the additional charge in the Curr. Amount field.


transaction table


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Complete the Control line.Once the expenditure lines have been completed the control account line is completedto balance the transaction

Enter the Account code for the control account this will default to CT1.

Enter the full amount to balance the transaction. Click on the 100% button toautomatically balance.




line toolbar button

When saved ( or F12) the transaction will generate an approval task for theappropriate approver. If the invoice increase is approved the transaction willautomatically become an open item waiting to be paid.

The Control line will now default to the full value of the transaction and this shouldmatch the full value of the invoice.

Once all lines have been completed and the transaction amount balanced save.

Save by clicking on or F12

An approval task will be generated for the appropriate approver with details of theadditional line.


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Sundry Supplier

A sundry supplier is used to make a one off payment to a supplier that is not on thesupplier database. Multiple payments can be recorded on a single transaction. Agressowill then make individual payments to the individual suppliers.


To register an invoice from a sundry supplier.

In the supplier ID field enter the supplier code for the sundry supplier 999999

Click Tab

This will open the sundry supplier details screen

Once the details are complete click on OK

The registration screen will default to the Control line

Enter the cost centre responsible for the payment.

Enter the curr. Amount as a negative. This should match the total net(previously Gross amount) value of the invoice.




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Entering the GL line

Enter the Curr. Amount to balance the control line. This should match the Netvalue of the invoice.

If the cost is to be split over multiple account codes then additional lines can beadded.

The total of all GL lines must balance the total of the control line.


transaction table


line toolbar button

When saved ( or F12) the transaction will generate an approval task for theappropriate approver. If the payment is approved the transaction will automaticallybecome an open item waiting to be paid.

If the approver rejects the increase then the transaction should be reversed andremoved from the system. The supplier will be required to submit an invoice forcorrect amount.

Agresso Accounts PayablePay Runs

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Pay RunsA pay run is used to generate payments to suppliers. When a pay run is initiated it willpick up all items awaiting payment and process them. These are referred to as openitems.Pay runs consist of a series of ordered reports. Each report is run in sequence. Oncean open item has been picked up by a pay run it will not be picked up by subsequentpay runs.Any ordered report can be viewed using the View Ordered Reports function.

Raising a remittance proposal

A remittance proposal raised an ordered report which lists all items awaiting paymentfor the selected payment type. Remittance proposals can be raised for either BACS orCheque payment types.

Navigate to Agresso financials Accounts Payable Payments Remittance Remittance Proposal

Select either Weekly BACS payment, Cheque Payments, Euro payment run orUS Dollar payment run

Agresso will open the appropriate SU07 ordered report for the payment type selected.

The majority of fields in the SU07 report are left as the standard default.

Remittance Proposal ID – Auto generated by Agresso and will remain the ID for allpayments up to full completion. Any ordered report relating to this pay run will usethis remittance ID.


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Due Date – All open items due for paying on or before the due date will be included.This can be extended to include items not yet due for payment.

Supplier ID from and Supplier ID to – Can be used to restrict the proposal to asingle supplier if required. This is commonly used to generate a single cheque for asingle supplier.

Save the remittance proposal or F12

Saving any remittance proposal will produce an SU07 report listing all

payments included. This can be viewed in the ordered reports listing.

Viewing Ordered Reports

Double clicking on the report will open the report dialogue box. This will have up tothree reports

SU07A – Items not included in the proposal.SU07B – Details of items included in the proposalSU07C – Summary of the payment proposal

File Not Found

If Agresso has been un-successful in raising a report then the report File Not Found inArchive will be displayed.

Agresso will produce a log file which can be viewed either as a report or the full logfile.

To view the log file report on the tool bar click


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The message ‘No Items found’ means there are no items awaiting payment whichmatch the details of the remittance proposal.

Clicking on will open the full log file. This may contain additionalinformation on any data errors Agresso has encountered.

Refer to Agresso Support Desk if the reasons for failure cannot be resolved.

Remittance Proposal Maintenance

This step allows the removal of individual items from the pay run.

Navigate to Agresso financials Accounts Payable Payments Remittance Maintenance of Remittance Proposal

Select the remittance proposal ID from the drop down list. The drop down list willcontain all currently open remittance proposals.

View the proposal by Pressing F7 or clicking on the find icon

A list of all payments will be displayed

Remove an item by selecting the line number to highlight the whole row andclicking on Tools Delete Row

A dialogue box will ask if the transaction will be parked.

Clicking yes will park the transaction and prevent itbeing picked up in future pay runs until it is un-parked

Clicking no will remove the transaction from this payrun and allow it to be picked up by the next pay run

Any payments selected for removal will be marked with a hyphen replacing the rownumber


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Marking all payments for deletion will delete the remittance proposal entirely. Theremittance ID will be re-issued on the next proposal.

Click on save

Remittance Proposal re-run

To remove marked payments the remittance proposal must be re-run. This will causethe proposal to be updated.

Navigate to Agresso financials Accounts Payable Payments Remittance Rerun of Updated Remittance Proposal

Click on save

Re-running the remittance proposal will produce a proposal with the updated paymentdetails under the same remittance ID.

Making Partial payments

The remittance proposal maintenance screen allows the adjustment of amounts to bepaid.

Select the item to be reduced.

Select the proposal IDfrom the drop down list


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Click on the toolbar button to display the change amount pop upbox

Enter the actual amount to be paid

Click OK

Click on save

Re-Run the remittance proposal

The remaining balance will be included in the next remittance proposal to begenerated.

Remittance confirmation

This step confirms the remittance proposal and makes it available for forms or fileprocessing. A Remittance proposal should not be confirmed by the same person thatcreated it.Before confirming the remittance proposal can be checked either in proposalmaintenance or by printing of the SU07 proposal.

Navigate to Agresso financials Accounts Payable Payments Remittance Remittance Confirmation

Select the remittance ID from the drop down list. The drop down list willcontain a list of all remittance proposals currently awaiting confirmation.

Save the remittance confirmation or F12

This produces a report output SU08. This report can be printed and signed to say thepayments are approved.


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Files/Forms Processing

This step involves the production of an electronic BACS file (file processing) or theproduction of printed cheques (Forms processing). If automatic cheque printing isused the cheques will be produced once the report is run. The printer should bechecked to ensure it is set up to receive the cheques.

Processing Cheque payments

Navigate to Agresso financials Accounts Payable Payments Remittance Payment forms processing Cheque Cheque run

The SU11C Cheque report ordering screen will open

Transfer bank. Select the transferbank From the drop down list

Remittance Proposal ID. Selectthe remittance proposal ID from thedrop down list

Bank. Select the payment bank

Cheque Series. Select the chequeseries

Printout. If the cheques are to beprinted when the report is run checkthe check box

Post. Select posting options

Save by clicking save icon orpressing function key F12


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3 – Payments marked for posting and automatically posted to GL with the date on theposting file entered at payment date

Viewing the Report Output

Processing the report produces the SU11C report which can be accessed throughtoolbar button maintenance of ordered reports.

Open the report from the table to view the files produced.

There are two printouts produced:

SU11C – Remittance advice.SU11CA – List of payments included in the pay run


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Processing BACS payments

The BACS files processing produces an electronic payment for transfer to the BACSsystem. This is in the form a text file which is saved onto the network. This file is thenuploaded into the BACS payment system.

Navigate to Agresso financials Accounts Payable Payments Remittance Payment files processing Domestic Payments BACS

Transfer Bank - Select the bank usedfor the payment from the drop downlist.

Remittance Proposal ID – Selectthe remittance proposal ID from thedrop down list.

Regenerate batchID – if a BACSbatch ID is to be used to identify theremittance proposal this is selected.This batch ID will then replace theremittance ID – AC

Output treatment – select fileoutput type. AC check

Save the remittance confirmationor F12


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Viewing the Report Output

Processing produces the SU11A report which can be accessed through ordered

reports.

There are two printouts produced.

PG1A01 – Remittance adviceSU11A – List of payments included in the pay run

Once the BACS file processing has been run the BACS file is available for upload to theBACS payment system.


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Payment Confirmation

This step is confirming that the forms and files processing has been successful andpayment has been tendered i.e. Cheques have been sent to suppliers and BACS filehas been transferred to the bank. The payment confirmation screen allowstransactions to be marked as paid.

Navigate to Agresso financials Accounts Payable Payments Remittance Payment forms processing Cheque Payment Confirmation PaymentMaintenance.

Select the line or lines to confirm

Click the Post toolbar button

This will mark all lines for confirmation with an X. Only transaction marked will beposted to the General Ledger as paid.

Click on save or or press F12

There is no output for this report, however, the report log file will list the number oftransactions posted.


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Updating the General Ledger

This step will update all lines marked for posting in the payment maintenance screento the General Ledger. This process must be run to make the items in the cashbookfor bank reconciliation and also updates the Accounts Payable module to show theitem as closed.

Navigate to Agresso financials Accounts Payable Payments Remittance Update General Ledger with Payments SGUL Standard Variant

Only the remittance proposal ID needs to be entered in this report.

Enter the remittance proposal ID. This report does not have a drop down listand the Remittance Proposal ID must be typed in manually.

Click save or press F12

Note:In order to identify any confirmed payments that are awaiting update to the GL, runthe Open items for all suppliers report. Items currently in a Remittance Proposal areshown as status I. The remittance proposal ID can be added in the enquiry setupscreen. If the remittance proposal has been through payment confirmation but thepayment is not shown in the general ledger, then the remittance proposal requiresPayment Update GL.


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Manual Payment

The manual payments process is used to record payments that are made to suppliersoutside of the remittance proposal process.

Navigate to Agresso financials Accounts Payable Payments Manual PaymentThis will open the posting cycle screen

Select manual cheques

The VP10 screen will open

On the toolbar click the payment button


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The payment search screen will open. This screen searches for open items forsuppliers and allows them to be marked for payment

Enter the Payment Reference

Enter descriptive text identifying the nature and reason for the manualpayment.

Click F7 or the find icon

Field help allows filtering of results.

Mark the item against which the payment is to be recorded

If the full amount has not been paid amend the curr.payment field

Click Save or press F12

The information from the payment screen will be entered in the VP10 screen as thecontrol line of the transaction.

Enter the GL balancing line

Enter the account code for the payment bank

Enter a description for the transaction

Enter the supplier’s invoice number exactly as it appears on the supplier’sinvoice

Click on keep


Agresso Accounts PayableReversals

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ReversalsReversals are used to make corrections. Items are not removed from the system. Anequal and opposite transaction is created which results in a net zero. Bothtransactions can be viewed in the General Ledger.

Reverse invoice matching – Removes an open item which has been created bymatching a supplier purchase invoice with a purchase order receipt line.

Reverse open item - used to reverse any open item.

Reverse paym. transaction row – used to reverse an entire payment. All itemsselected will be returned to open item status.The reversal process for all types of reversal follows the same process.

Reverse payment transaction) - Used to reverse open items awaiting payment. Allitems selected will be returned to open item status

Reversal Selection

Navigate to Agresso financials Accounts Payable Reversal Reversal Selection

Select reverse open item

In the enquiry screen enter the search term for the transaction. Searching onthe supplier ID will return all transactions for that supplier. Leaving the searchfields blank will search for all open items

Mark the items for reversal by clicking in the cheque box at the end of the line.It is recommended that transactions are reversed one at a time.



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The items marked for reversal can now be included in the reversal proposal

Reversal Proposal

Navigate to Agresso financials Accounts Payable Reversal Reversal proposal

Select the BatchID


Reversal Confirmation

Reversal confirmation will finalise the posting of the reversal to the General Ledger.

Navigate to Agresso financials Accounts Payable Reversal ReversalConfirmation

Select the BatchID



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Reversal Maintenance

Once a reversal proposal has been created, reversal maintenance can be used toremove items from the proposal. If all transaction lines are removed the proposal willbe deleted completely.

Navigate to Agresso financials Accounts Payable Reversal ReversalMaintenance

Select the batch ID

Select the lines to be removed

Click Edit Delete row

Save

If a proposal has been amended but not deleted then the proposal must be re-runbefore confirmation

Navigate to Agresso financials Accounts Payable Reversal ReversalConfirmation

Select the batch ID

Select the Proposal ID


Agresso Accounts PayableEnquiries

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Enquiries

Open and historical items per supplier

This enquiry will list all the transaction relating to a single supplier.

Navigate to Agresso financials Accounts Payable Enquiries Open andHistorical items per supplier

Filtering

Results can be filtered using the dark grey filter fields at the top of each columnTo filter on partial search terms use wild cards *part* to enclose the search termRight Click on a column heading to sort on that column


Remove the filterfrom the T columnto view closed andopen

Filter on any item inthe table.

Agresso Accounts PayableEnquiries

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Open and historical items for all suppliers

This enquiry is used to search on transactions for multiple suppliers.

Navigate to Agresso financials Accounts Payable Enquiries Open andHistorical items for all suppliers

For further information on running set up reports see the Agresso reports andenquiries manual.

Select the status of items

Run the report or save

Build the report usingcolumn headings

Filter the report on anyincluded column

Agresso Accounts PayableHelp and Support

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Help and Support

Should you have any requirements for additional support you have a number ofoptions.

For additional training support contact Abigail Carberry [email protected]

For technical Support contact Sanjiv Patel [email protected], Addy [email protected] or Errol Elliott [email protected]

Agresso Accounts PayableHelp and Support

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Agresso Accounts Payable Reference Guide v0.2 Accounts... · Manual Payment ... Payroll: interface...

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