Ім'я файлу: 1 Bacthes, invoices, GP, Smartlist.docx
Розширення: docx
Розмір: 281кб.
Дата: 17.03.2021
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Пов'язані файли:
Курсова робота.docx
Розширення: docx
Розмір: 281кб.
Дата: 17.03.2021
скачати
Пов'язані файли:
Курсова робота.docx
Batches
Batches can come in two ways:
As PDF file in a ticket from the facility;
As TIF file through the “Workflow” folder in Outlook.
If it comes in PDF:
Look through the batch to check if it was submitted correctly (each individual invoice is preceded by a Bar-code sheet). If you see it is not reasonable to process such a batch (too many mistakes, lacking barcodes, poor quality, etc.) you should ask the Facility to resubmit batch and explain to them what the problem was. If the batch is small or there are only a few mistakes, you can manually extract some pages using Adobe Acrobat.
The file needs to be converted to TIFF format
Drag the PDF file to the appropriate subfolder in “AP invoice Approval Workflow” (The folder you should have pinned in Quick access) => “Facility folder”=> PDF .
Return to the previous folder and go to “Processing”, wait for the files to appear and count the generated files. The batch is being processed now.
While waiting for the batch to be processed you can enter date and number of pages submitted in “2020 Batch submission Tracker” Excel spreadsheet (S: Accounts Payable Facility Details)
When all the files generated during step 3) disappear, Open “PaperSave Workflow” (the one with colorful circle) . In the top left corner click on “Filter”. “Queue” (choose the facility) Workflow state “AP_Manager_Review” and click GO.
Look through invoices to check for mistakes, then select all (by a matchbox in the top), click “Approve”, then “submit”.
Create a card on “Batch Processing” Trello board: Add another card enter, the description (e.g. 315 Highland – 9 pages), in options choose “Add another member”, choose your senior, click “Add Card” Using Pencil symbol on the card Change Due date( two days after posting the card).
Say thank you and delete the email.
If it comes in TIF:
Look through the batch to check if it was submitted correctly (each individual invoice is preceded by a Bar-code sheet). If you see it is not reasonable to process such a batch (too many mistakes, lacking barcodes, poor quality, etc.) you should ask the Facility to resubmit batch and explain to them what the problem was. If the batch is small or there are only a few mistakes, you can manually extract some pages using Adobe Acrobat.
Click on the link in “Workflow” email.
Drag converted TIF file to the appropriate subfolder in “AP invoice Approval Workflow” (The folder you should have pinned in Quick access).
When the file disappears in the facility folder go to “Processing” and count the generated files. The batch is being processed now.
While waiting for the batch to be processed you can enter date and number of pages submitted in “2019 Batch submission Tracker” Excel spreadsheet (S: Accounts Payable Facility Details)
When all the files generated during step 3) disappear, Open “PaperSave Workflow” (the one with colorful circle) . In the top left corner click on “Filter”. “Queue” (choose the facility) Workflow state “AP_Manager_Review” and click GO.
Look through invoices to check for mistakes, then select all (by a matchbox in the top), click “Approve”, then “submit”.
Create a card on “Batch Processing” Trello board: Add another card enter, the description (e.g. 315 Highland – 9 pages), in options choose “Add another member”, choose your senior, click “Add Card” Using Pencil symbol on the card Change Due date( two days after posting the card).
Drag the original TIF file from “Workflow” email folder to Processed and delete the email.
GP
In GP we mostly work in Transactions by Vendor window:
Use TAB instead of ENTER when working in this Window
To work with an individual invoice/payment choose the appropriate record and click “Document Number”
Batch ID offers a lot of useful information: 315RW10219INV :
315 Facility code
RW –Initials of the person who posted the invoice/ payment (Renee Weinstock in this case)
10219 The date it was posted in GP (here it is 01/02/2019)
“Apply”: For paid invoices it shows which checks/credit memos covered the invoice. For Checks/credit memos it shows which invoices were covered.
“Distributions” Shows how this invoices was distributed between GL Codes (sometimes useful for P&Ls).
Individual invoices
Individual invoices need to be dropped into Workflow using “Workflow Entry Viewer”.
YOU CAN ONLY ACCESS IT IF YOU ARE LOGGED INTO GP.
It can be accessed via TaskBar:
Then using “Workflow Queue” in the top right corner you search for your facility and choose between “AP Invoices”(for regular) or “Urgent AP Invoices”
To put an invoice into Workflow you simply “drag and drop” it in the box “Workflow items” located in the bottom part of the Window.
If this is an Urgent Item you should make a note on your Urgent Items spreadsheet that you send your senior on a weekly basis.
Smartlist
A useful tool that we mostly use for two reasons:
Searching for the Vendor by Zip code (if we can’t find it in GP by name);
Searching through invoices and payments, creating Excel spreadsheet for remittance details instead of typing it manually, trying to locate unknown checks if we only have check numbers, etc.
You can access Smartlist through Home page in GP:
For Vendor search you go to “Purchasing” “Vendors” and press “Search” in the top right corner.
Then you click on a “magnifying glass” In “search definition 1” you choose “Zip code”, choose filter (“contains” might be the best option in this case) and then enter zip code from the invoice in “Value”.
For invoices, payments and most other needs you go to “Purchasing” ”Payables apply”, then select “*” and click on “Search” in the top right corner. Than you choose criteria for your search. Note that the more filters you input, the faster exploring is completed.(e.g. With 3 filters it might take 30 seconds, with only one it might take 20-30 minutes)
