Resource 2014 Flexgen Purchasing. The Basics. Purchasing Overview . Vender Menu Vendor Maintenance - Change, Delete and add a Vendor Inquiry Options Invoice Menu Add – How to add invoices for invoice payment processing Change – How to change an invoice Delete – How to delete an invoice
Established Date: Date the Vendor is Added into the system
Name - screen pop up to key desired name of Vendor Up to 30 Characters
NOTE TO REMEMBER: Many Vendors may have different addresses for Purchase orders and Mailing Remittances
Contact, Customer No., Phone No., Fax no., Email – Only needs to be entered if you keep up with that information within the software.
Tax Id Number – a W9 should be filled out from each vendor.
W9- Forms can be found at the following link .
1099 QUESTIONS: Please refer to IRS.GOV
STEPS TO DELETE
VENDOR<DELETE VENDOR<F2 LOOKUP<OPTION SCREEN TO SELECT DELETE
The system will only allow you to delete vendors with no current fiscal year activity.
Select ‘Vendor’, Maintenance ‘Vendor Archive’, ‘Archive’ and then ‘Inactivate Vendor’
This tool is helpful when a Vendor’s AR department calls wanting a payment status.
Select Vendor<Payment Verification
If Invoice Number is unknown F2 look up will bring up any paid invoices in history
Basic information about an invoice
SELECT VENDOR <VENDOR HISTORY
F2 VENDOR LOOKUP
Pop Up Box to Select Activity
Provides Purchase YTD Totals, Purchase Order Totals, and Activity
History by Invoice Date- all invoices in history by that invoice date
History by Check Date- all invoices in history by that check date
Select <Invoice>, <Add Invoices>
When Invoice is Keyed and over budget- pop up will ask user to continue or not. Y or N
Select <Invoice>, <Delete Invoice>, <F2 Lookup>,Select Invoice to Delete -<F4>, <Delete>
<Select Invoice>,<Invoice Payment Process>>
ORDER OF PROCESSING INVOICES
Print Disbursement Checks
Process Payment to GL
***Very Important to Verify this report for Errors before we go further***
Enter date desired for checks
Beginning Check Number
Is this correct Y or N
Select Printer <F4
When complete Print Check Register if needed
Select Process Payments to GL
Answer Yes or No
1. Select <Check Register> print if required
If Correct then Next
To Correct Invoices within the Payment Process: <Invoice Payment Process>, <Select Invoices>
Go back to Invoice payment process
Select Invoices to begin over
Screen Pops Up -Checkpoint for User to answer Y or N to Continue if all is complete.
<Checks>, <Void Vendor Checks>
<Fill in Criteria>Enter through to Complete
Manual checks are used to record a handwritten check. The appropriate General Ledger account numbers will need to be entered through this manual check for the handwritten check to be recorded to the general ledger