Invoice Approval

The operator authorized to approve invoices should complete the following procedure for those invoices ready for the approval process. If the invoice is not ready for approval, adjustments should be made accordingly.

• In Invoice Approval, select an invoice that is ready to be processed by highlighting the entry date.

• On the Reports menu, run the Approval Performance Report.

• Return to the Invoice Approval screen and approve the unapproved invoice.

Invoice Entry

• Enter invoices, credit memos, and prepaids using subcontracts using Vendor Invoice Entry.

• Print the A/P Transaction Register, check for accuracy, and update. Print this report sorted by (J)ob; summary totals will print by general ledger account and job number. This is the audit trail and should be stored permanently. If the report is correct, continue with the update; the general ledger, equipment control, and job cost files will automatically be updated. If there are errors, do not continue with the update; return to invoice entry to change or delete any errors. (The A/P Transaction Register can also be printed by vendor or by general ledger account, which would aid in finding any problems.)

Invoice Payment

• Manual Checks

• Enter manual checks using Manual Check Entry. Always enter the total amount of the invoice or credit as the amount paid, unless there is a discount or a partial payment.

• Print the Manual Check Register, check for accuracy, and update. This register prints a listing of all checks that have been entered, along with the corresponding manual check numbers. If everything has printed correctly, continue with the update. The vendor and subcontract files will be updated.

• Print the Payments G/L Detail Report, check for accuracy, and update. This G/L report prints the check payments sorted by general ledger number. This is the audit trail for cash payments and should be saved permanently. If it everything has printed correctly, continue with the update. The general ledger will be updated.

• Computer Generated Checks

• Determine the invoices that are due. This information may be obtained from either the Cash Requirements Report or the Aged Payables Report. If using the Cash Requirements Report, enter the dates for the aging categories (for example, weekly); if using the Aged Payables Report, the software will automatically use current, 30, 60, 90, and 91+ days as the aging categories.

• Select invoices for payment using Payment Selection.

• Enter alternate payees, as necessary, using Alternate Payee Entry.

• Print the Pre-Payment Register. This report prints all the invoices that have been selected for payment. If there are any errors, return to Payment Selection and make the necessary corrections. Print a final Pre-Payment Register after any changes before moving to the next step of printing checks.

• Print the checks using A/P Check Print.

• Print the A/P Check Register, check for accuracy, and update.

• Print the Payments G/L Detail Report, check for accuracy, and update. The Payment G/L Detail Report prints all the check payments by general ledger number. This is the audit trail for cash payments and should be saved permanently.

• MAKE A DAILY BACKUP.