The Ledger : Accounts Payable

Accounts Payable Roundtable Roundup

Jennifer Maroney — Thu, 19 Nov 2009 13:03:00 GMT

In case you haven't heard, our first Accounts Payable End-of-Year Support Roundtable was a great success. If you missed it, make sure you register for one of our future sessions or check out the recording and PowerPoint from our last session. Here are some of the excellent questions your fellow AP users asked:

What are the requirements for filing electronically?
- Typically you are required to e-File if you are filing more than 250 returns; however, each state has specific guidelines so we recommend checking your state's website.
Can we use the pre-printed 1096 form sent by the IRS?
- You can use the forms sent to you, but we cannot guarantee that they will be aligned properly because each manufacturer prints the form slightly different on each page. We only guarantee the alignment of forms purchased from Blackbaud Forms.
How do you know how many 1099s will print before you actually print the forms?
- You can either use the Vendor Activity Report or preview your forms prior to printing.
How does FE handle the Royalties box on the 1099?
- FE is configured to handle and report based on the different limits of each box.
If you have multiple payer tax ID's sharing a database, how do you segregate the 1099s when printing?
- You will need to create two queries with the 1099 activity for each tax ID. Then print your 1099s in two batches using the query as a filter. Make sure you change the tax ID defined in between printings.
Should the query to determine 1099 amounts be filtered by invoice date or payment date?
- Payment date.
Why can't you adjust 1099 amounts on an invoice?
- The distribution is locked down once the invoice is paid.
When you process a 1099 adjustment, why isn't it saved permanently?
- You are able to make changes to adjustments so that in the future, if a mistake is found, you have the ability to delete or modify an existing adjustment.
Is there a global change for vendors that were mistakenly brought over as 1099 vendors and now have amounts when they shouldn't?
- While there is no global change for this, you can create a query of 1099 vendors and easily open each vendor from the Results tab to make the necessary changes.
Where is this link to the 1099 wizard located in the software?
- Beginning in version 7.82, the link can be found in the Help file which can be accessed either by pressing F1 or clicking the How do I adjust Vendor 1099 box amounts in Mail, Forms.
How do you set permissions for 1099 processing?
- Give users rights to Mail and 1099s in the Personal Information Shared Component.
Are there any plans to incorporate 1099R info into Blackbaud?
- This has been filed as a suggestion and may be included in a future version of FE.
How do you export forms to file through the IRS FIRE site?
- When printing forms, you have the option to create a magnetic media file which can be uploaded using the IRS FIRE site.

Itty Bitty Timesavers

Jennifer Maroney — Tue, 17 Nov 2009 12:57:00 GMT

Hey blog readers! I found a great post on The Book Bag that I wanted to share with you. If you've liked The Ledger time savers you must check out the Itty Bitty Timesavers post. It lists some great tips and tricks to save you a few seconds here and there. Remember, a few seconds saved on each task quickly adds up to extra hours and who can't use more hours in their day ?

Talk to you soon!

AP and PY End-of-Year Support Roundtables

Jennifer Maroney — Thu, 12 Nov 2009 17:01:00 GMT

It's been a year since you last created your W-2s and 1099s. Do you need a refresher or are you new to the process? If you have any questions about end-of-year for AP or PY, make sure you attend one of our end-of-year Support Roundtable sessions.

The Accounts Payable End-of-Year Support Roundtable will provide an overview of the end-of-year process, including running end-of-year reports, setting up vendors to track 1099 activity, creating 1099 forms, making 1099 adjustments, and a question-and-answer period at the end of each section. Here are the session dates:

Thursday, December 10 from 2:00 to 3:30 p.m. ET
Wednesday, January 6 from 2:00 to 3:30 p.m. ET

There are only 150 "seats" available for each session so don't delay, register today!

The Payroll End-of-Year Support Roundtable will provide an overview of the end-of-year process, including running end-of-year reports, creating W-2 forms through Aatrix, making W-2 adjustments, and a question-and-answer period at the end of each section. Here are the session dates:

Wednesday, December 9 from 2:00 to 4:00 p.m. ET
Friday, January 8 from 2:00 to 4:00 p.m. ET

There are only 65 "seats" available for each session so so don't delay, register today!

The Great and Powerful Wizard

Jennifer Maroney — Tue, 10 Nov 2009 20:23:00 GMT

Amounts? And Information? And Tax Forms. Oh my! Don't feel like the Scarecrow when it comes to correcting your 1099s and W-2s. Go see [speaking in a booming voice into a microphone] the great and powerful Wizard of 1099s and W-2s for help.

Our brand new 1099 and W-2 Wizards are easy-to-use interactive help pages to take you step-by-step through the process of correcting all information and box amounts on 1099 and W-2 forms. They even have examples and screen shots! It's almost like having a Support analyst right there in your office helping you make the correction.

To use the wizards, simply open the 1099 Wizard or W-2 Wizard, hover over the box to adjust, click, and follow the steps. It's that easy!

Have you used the 1099 or W-2 Wizard? Share your experiences and feedback by leaving a comment. Talk to you soon!

The Ledger Lowdown: Vendor Tax ID Woes

Jennifer Maroney — Wed, 04 Nov 2009 17:49:00 GMT

Hey blog readers! We are often asked why Accounts Payable users are not able to update a vendor tax ID, so I thought this would be a helpful topic to talk about today.

Beginning in The Financial Edge version 7.70 we implemented personal information security. This additional security option allows you to specify which users can view and edit information such as Social Security Number, credit card numbers, bank account numbers, and vendor tax IDs. To ensure this personal information is secure, the personal information options are not marked when you create a new security group or update from a version prior to 7.70.

To be able to update the field, adjust the Shared Component Personal Information options in the users' security group. For complete steps, take a look at Knowledgebase solution BB181316.

Make sure you only assign rights to personal information for users that need to access it in order to perform their job. If you are not sure what rights are appropriate, check out What is Blackbaud's recommendation for personal information best practices?

Talk to you soon!

Journal References Are Supposed to Mean Something?

Jennifer Maroney — Tue, 06 Oct 2009 12:11:00 GMT

Do you ever wonder what the transaction Reference column on the General Ledger Report or Post Report means? If you do, then this post is for you! The Reference, also known as journal reference, is created when you post from subsidiary ledgers (AP, AR, FA, CR, SB, and PY) or in detail from The Raiser's Edge. The journal reference defaults are defined in Configuration, can be customized for your organization's needs, and can even be defined for each transaction type.

Journal references are displayed on:

The transaction detail on an account record
The post report
The Journal Entry batch
All General Ledger reports where Reference is an available field

There are a few things to keep in mind when you set up your journal references. First, the total number of characters in a journal reference cannot exceed 50 characters. Secondly, changes to journal references are not retroactive, so the changes will only affect items that are not yet posted. Finally, when you create the references, make sure you include necessary details for an effective audit trail.

So let's get to the process...

For FE subsidiary ledgers, go to Configuration and click Posting Information. Then highlight the transaction type and select the appropriate field names and field lengths. Remember to define the journal reference for both the debit and credit side of transactions by marking the Debit or Credit option in the dark gray bar.

To define the journal reference in RE, go to Configuration, click General Ledger, and select the field names and lengths; you will see a sample of the journal reference at the bottom of the screen.

Don't see what you want? You can add custom fields to FE or RE by clicking Fields and entering the new name. Not sure how or why you would need a custom field? Try using them to emphasize specific transaction types such as INT- for Interfund entries and APPL- for Application entries.

For more information on customizing journal references or step-by-step instructions, take a look at the Posting Information section of the RE or subledger Configuration Guides.

Duplicate Vendors?

Wade Sexton — Mon, 28 Sep 2009 18:39:00 GMT

Many times vendors are entered into FE twice by accident. This is usually done because a user cannot find a vendor and then assumes that the vendor has never been entered into the system.

Fortunately this problem can be resolved easily and quickly. There is an option called Merge Vendors located in Administration. This will allow you to combine the two vendors into one, activity and all.

As you can see, there are two fields on this screen. So what's the difference? Well, Primary vendor is the record you would like to merge into or the record that will remain. Duplicate vendor is the record you would like to merge into the primary vendor or the record that will be removed.

So let's say we want to merge two vendor records.

Be sure you have a current backup.

Begin by selecting the vendor records by clicking on the binoculars and browsing for the records. Then click Merge Now to combine the two records into one: the primary record. It's as simple as that!

Oh and by the way, this same process is available in Accounts Receivable for clients.

Purging Records

Karen Badham — Thu, 24 Sep 2009 12:17:00 GMT

Have you ever wanted a record, or a group of records just gone? I mean completely gone. This is something you can do in The Financial Edge. We call it purging records.

Why would you want to purge records? There are a variety of reasons. You may need to purge records to make corrections, such as needing to reprint a check using the same check number. Purging records may also improve database performance. For example, if your vendor Activity tabs take a long time to load, it may be beneficial to purge old vendor activity. Purging records to help with performance issues should be a last resort after trying the steps in How to troubleshoot performance issues.

But wait! Before you continue, understand that purging records removes them permanently from the database and they can never be recovered. We always recommend creating a backup of your database before completing a purge process. This way if you need to review the purged information, you can use the back up.

Here are the records that can be purged in The Financial Edge:

Need to Record Handwritten Checks?

Jennifer Maroney — Tue, 22 Sep 2009 13:13:00 GMT

If you handwrite a check to a vendor, how do you record the payment and reflect the invoice as paid? Record a manual check. The manual check allows you to enter the payment and select the invoice(s) paid by the handwritten check.

Before you can record a manual check, you need to make sure your bank is configured to allow them. In Banks, click Edit account details under General tasks. On the Bank Account screen, select the Payments tab. In the Transaction Type column, locate Manual Check for AP. Mark the Allow? checkbox and select the appropriate Numbering option from the drop-down list. Depending on the Numbering option selected, you may also need to enter a Next Number, which is the starting number. Click Save and Close and you're ready to enter your handwritten check.

To record the check:

In Banks, select the appropriate bank.
Under Payment Tasks, click Create a manual Accounts Payable check.
Select the vendor name.
Enter the invoice and check information.
Select the Invoices tab.
Mark the Pay? checkbox for the invoice(s) paid by the manual check.
Select File, Record and Close from the menu bar.

That's it you're done. Happy check writing! Talk to you soon.

An Easy Way to Open a Group of Records

Karen Badham — Fri, 28 Aug 2009 17:51:00 GMT

Have you ever had a situation where you need to edit a whole list of records? There are many ways you can do this, from editing each record individually, to global change, to import. But what if what you are trying to accomplish can't be done with global change or import and the task seems too daunting to hunt and peck for each record? Don't despair; there is a tool you can use. I call it Open Query as a List.

Create a query with the proper criteria that fits the list of records you want to edit. On the Results tab double click the top row to open the first record. Once the record is open, make the necessary edits and click Save and Continue. Then use the blue arrows at the top to scroll through each record in the query. This is much easier than searching for each record!

Take a look at the solution, How to scroll through records, for step-by-step instructions.

The Ledger Lowdown: Invoice Errors....No Problem

Jennifer Maroney — Wed, 19 Aug 2009 14:57:00 GMT

What do you do if you realize an invoice has the incorrect amount or distribution? Don't worry; you can fix it even if it's posted. The way you correct the issue depends on whether the invoice is posted, unposted, paid, or unpaid. Here are the steps broken out by scenario:

The invoice is unpaid and not yet posted:

In Records, Invoices, open the invoice record.
Select the Invoice tab and verify the status is Pending. If the status is Approved, change it to Pending and click Save.
Make the appropriate changes and save the invoice.

The invoice is unpaid and posted:
1. In Records, Invoices, open the invoice record.
2. Select the Invoice tab and verify the status is Pending. If the status is Approved, change it to Pending and click Save.
3. Select Invoice, New Adjustment from the menu bar.
4. Enter the adjustment date, new transaction amount (this can be the same), adjustment post date, reason, and any applicable notes.
5. Select the GL Distribution tab and update the distribution, if appropriate.
6. Click OK and then save and close the invoice.
Note: The next time you post, four adjusting transactions are created: two reversing the original entries and two posting the adjusted entries.
The invoice is paid and not yet posted:

Void and purge the check.
In Records, Invoices, open the invoice record.
Select the Invoice tab and verify the status is Pending. If the status is Approved, change it to Pending and click Save.
Make the appropriate changes and save the invoice.
Print the check to blank paper using the same check number.

The invoice is paid and posted:

Void and purge the check.
Note: If you do not void the check, only the invoice distribution will be updated. This will result in the check distribution being different than the invoice.
In Records, Invoices, open the invoice record.
Select Invoice, New Adjustment from the menu bar.
Enter the adjustment date, new transaction amount (this can be the same), adjustment post date, reason, and any applicable notes.
Select the GL Distribution tab and update the distribution, if appropriate.
Click OK and then save and close the invoice.
Print the check using the same check number to blank paper.

Note: The next time you post, four adjusting transactions are created: two reversing the original entries and two posting the adjusted entries.

Talk to you soon!

The Best Button Ever

Karen Badham — Thu, 13 Aug 2009 14:25:00 GMT

I am going to share with you one of my favorite tips for importing. It’s called the browse button. This button will give you examples of what the import will take for a particular field. On the Fields tab of the import parameter, highlight an import field line and then click the Browse button. It’s in white text on the dark gray bar towards the bottom right. A Browse box will pop up with examples of what can be imported for that field.

I hope this helps your import process!

Vendor Address Accuracy

Geoff Sharbrough — Fri, 07 Aug 2009 13:42:00 GMT

Do you have a vendor that does business under one name but wants their checks made out to a different name or a vendor that has multiple addresses? Track addresses and additional pieces of information on the often overlooked Addresses tab on the vendor record.

You can update an existing address or click on New Address if a vendor wants a different address to print on the check. Enter a description that you can recognize on the General tab, as this will show on the remit to field for an invoice or any record that has a vendor address field. Then enter the address that you would like to print on checks or mailings to the vendor.

Moving on to the Options tab, specify the vendor’s requested name for payments. If this field is left blank, the vendor name will default to what is on the Vendor tab. You can also check the boxes to make this the default address for invoices, purchase orders, as well as the primary address for the vendor. On this tab, you can also enter an alternate name for 1099 forms.

The Contacts tab allows a specific contact for the vendor. Contact information that is added here will then show on the Vendor tab of the vendor record. Finally, click OK and save the vendor record.

Now your vendors can be happy to have their checks written to their desired contact.

To Void or Purge...That is the Question

Jennifer Maroney — Wed, 05 Aug 2009 14:33:00 GMT

It's inevitable, no matter how careful you are, at some point you'll have to correct a check. The question is should you void or purge. What's the difference? Well, voiding cancels the check, leaving it available to view in the bank register. Purging, on the other hand, removes the check from the system as if it was never entered. Now that you understand the differences, check out these guidelines to help you determine which course of action to take:

Void a check when:
- The physical check is ruined.
- The physical check is not ruined, but is incorrect and needs to be reprinted. For example, the check was written to the wrong vendor or for the wrong amount, or it was returned by the vendor to request a replacement check.
- You don't want to use the actual check, but you want to show the check as used in the check register. For example, if the check number is out of range and will not be used, or if your internal policies and procedures mandate it.
Do not void a check when:
- The address is incorrect or did not print. The check can still be used without a window envelope.
- The check is recorded as the wrong number in the register, but the check is not ruined. In this case, renumber the checks.
- Only the post date or post status is incorrect, and the check is unposted, change the post status or post date.
Purge a check when:
- The check is recorded in the register and you need to reuse the check number. For example, you printed the check to blank paper. In this instance you should void and purge the check.
- Only the post date is incorrect and the check is posted. Void and purge the check and enter it again with the correct post date.
- You need to remove the check number from the register.
Do not purge a check when:
- You want the check to show as used in the check register.
- Your internal policies and procedures forbid purging checks.

Talk to you soon!

Five Step Method for Creating the Perfect Query

Kellie Wingfield — Thu, 23 Jul 2009 14:01:00 GMT

Ever wonder, "How am I going to get a list of this information?" Oftentimes, you need to pull data from our system, but how can you? These are the times to look to a query. What is a query? Queries retrieve raw data and present it in a list format. It is a grouping tool, not a reporting tool. A query can also be used in dashboards, exports, searches, global changes; basically in every module of The Financial Edge. I have a five step method for creating the perfect query. These questions help resolve most issues surrounding queries. So what are these magical steps? I am glad you asked!

What kind of records do I need to group together?
This will determine the query TYPE. For example, you can choose Vendor, Invoice, Transaction, or Employee.
Do I want the list to be updated?
This is the format selection between STATIC and DYNAMIC. More information can be found in the Static vs. Dynamic post.
What do my desired records have in common?
This selection is made on the Criteria Tab. Are they Vendors that are all marked 1099? Are they transactions entered on the same date?
What do I want to know about the results?
The answers can be used to determine the fields on the Output Tab. Do I need to see the Vendor name or ID? Do I need to only see the post date or the transaction date?
What order do I need to see the result (or what order do the columns need to be in?)
The answers can be used to determine the fields on the Sort Tab. Do I need Employee Name before Hire date?

Use these five steps as a guide to make the perfect query every time!