iVAS Payables Basic Training Exercises AP1

iVAS Training Payables Basic (AP1) Exercises

Exercise 1: Entering an Invoice

Navigation: N Invoices Entry Invoice Batches 1. Before starting this exercise, modify your folder views in both invoices and distributions to include Track as Asset, Pay Alone, and Inco e Tax Ty!e. 2. ou have received an invoice from "ri # Parker for !2".1#. $. %reate a batch using the standard naming convention. &. 'elect Standard as your Invoice Ty!e. ". 'elect "ri # Parker as the S$!!lier. (. %hoose a Site% ). Enter today*s date as the Invoice &ate. +. Enter yo$r initials as the Invoice '$ ber. ,. Enter !()%1* as the Invoice A o$nt. 1#. -erify the "+ &ate is the same as the Invoice &ate. 11. Note how the Ter s date is based on the Invoice .ate. 12. -erify the Pay "ro$! is correct. 1$. %lic/ on the &istrib$tion button at the bottom of the Invoices form. 1&. 0dd a distribution line for ,1)%** for sc-ool s$!!lies (.b/ect 01)11) funded by the .!erating 2$nd for Ed 3enter. Enter a descri1tion. 1". 0dd a second distribution line for ,1*%1* for Progra 3osts (.b/ect 04044) funded by the .!erating 2$nd for Ed 3enter. Enter a descri1tion. 1(. %lose the .istribution window. 1). 'elect Tools53-eck 6$nds to see if the invoice will 1ass funds reservation. Invoice -alidation will fail if there are insufficient funds. 1+. 'ave the invoice. 1,. 'elect Actions Validate 2 Initiate A!!roval. 2#. %lic/ 3456.

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iVAS Training Payables Basic (AP1) Exercises

Exercise (: Enter an Invoice 7atc-ed to a P$rc-ase .rder

Navigation: N Invoices Entry Invoice Batches 1. ou have received an invoice from 8E& 9I++ &IST8IB:T.8S, I'3 for !77777777 against 9urchase 4rder 777777777. 2. %reate a batch using the standard naming convention or add it to one you already created. $. 'elect P. &e2a$lt as your Invoice Ty!e. &. Enter your P. '$ ber. ". Note how the su11lier information defaults from the 9urchase 4rder. (. Enter today*s date as the Invoice &ate. ). Enter yo$r initials as the Invoice '$ ber. +. Enter !;;;;;;;; as the Invoice A o$nt. ,. -erify the "+ &ate is the same as the Invoice &ate. 1#. Note how the Ter s date is based on the Invoice .ate. 11. -erify the Pay "ro$! is correct. 12. %lic/ on the 7atc- button and clic/ :ind on the :ind 'creen. 1$. 'elect line 1 on the 94 to match against. 1&. %lic/ the 7atc- button at the bottom of the form. our information will be saved and you will be ta/en bac/ to the Invoices form. 1". %lic/ on the &istrib$tion button at the bottom of the Invoices form. Note how matching to the 9urchase 4rder automatically generates the account distribution. 1(. %lose the .istribution window. 1). 'elect Tools53-eck 6$nds to see if the invoice will 1ass funds reservation. Invoice -alidation will fail if there are insufficient funds. 1+. 'ave the invoice. 1,. 'elect Actions Validate 2 Initiate A!!roval. 2#. %lic/ 3456.

7777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777777 i-0' 8var8www8a11s8conversion8tm18scratch7"82#"#,1+&$.doc 182#82#1&

iVAS Training Payables Basic (AP1) Exercises

Exercise 4: Enter a 3redit 7e o # 7atc- it to an Invoice

Navigation: N Invoices Entry Invoice Batches 1. ou received invoice <;;;;;;;;; from "ri # Parker and entered the invoice into the system matching it to 94 ;7777777777777. 4ne of the items received and billed on the invoice was defective and was returned. <he su11lier has issued a credit memo for !1.## and you need to enter the credit memo into the system and match it to the original invoice. 2. %reate a batch using the standard naming convention or add it to one you already created. $. 'elect 3redit 7e o as your Invoice Ty!e. &. 'elect +ang$age +ine Services as your S$!!lier. ". Enter today*s date as the Invoice &ate. (. Enter 37 = yo$r initials as the Invoice '$ ber. ). Enter >1%** as the Invoice A o$nt. +. -erify the "+ &ate is the same as the Invoice &ate. ,. Note how the Ter s date is based on the Invoice .ate. 1#. -erify the Pay "ro$! is correct. 11. %hange the =4- for the button reading P$rc-ase .rder >next to the 3?atch6 button@ to read Invoice. 12. %lic/ on 7atc-. 1$. Enter invoice ;>user in exercise 2@ in the Invoice '$ ber field in the 6ind Invoices 2or 7atc-ing box% 1&. %lic/ on 6ind. 1". 0 screen comes u1 with line information. %lic/ on the 3?atch6 button beside the line item. 1(. Enter >1%** as the 3redit A o$nt. 1). %lic/ on the 7atc- buttonA you are returned to the Invoice Beader. 1+. %lic/ on the &istrib$tions button. 1,. -erify the account coding, credit amount, and that the Invoice <otal and .istribution <otal are the same. 2#. %lose the .istributions window. 21. 'ave the Invoice. 22. 'elect Actions Validate 2 Initiate A!!roval. 2$. %lic/ 3456.
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iVAS Training Payables Basic (AP1) Exercises

Exercise 0: Enter an Invoice Against a 7iscellaneo$s S$!!lier

Navigation: N Invoices Entry Invoice Batches 1. 2. $. &. ". (. ). +. ou need to 1rocess a refund for !"".##. %reate a batch using the standard naming convention or add it to one you already created. 'elect Standard as your Invoice Ty!e. 'elect 7iscellaneo$s Vendor as the S$!!lier. Enter today*s date as the Invoice &ate. Enter yo$r initials as the Invoice '$ ber. Enter ,)%** as the Invoice A o$nt. %lic/ on the descri1tive flexfield and enter the following information: a. Payee: Creg =ondon b. Address: 1(## 9ennsylvania 0ve c. 3ity: Dashington d. State: .% e. ?i!: 222#2 ,. -erify the "+ &ate is the same as the Invoice &ate. 1#. Note how the Pay Alone chec/ box is automatically chec/ed. 11. Note how the Ter s date is based on the Invoice .ate. 12. -erify the Pay "ro$! is correct. 1$. %lic/ on the &istrib$tion button at the bottom of the Invoices form. 1&. 0dd a distribution line for ,)%** to the same account used in Exercise 1. 1". %lose the .istribution window. 1(. 'ave the invoice. 1). 'elect Actions Validate 2 Initiate A!!roval. 1+. %lic/ 3456.

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iVAS Training Payables Basic (AP1) Exercises

Exercise ): Ad/$st an Invoice 7atc-ed to a P$rc-ase .rder

Navigation: N Invoices Entry Invoices 1. ou received invoice ; 77777777777 from 8E& 9I++ &IST8IB:T.8S, I'3 for 77777777 and matched it against 9urchase 4rder 777777777. ou matched to the wrong 'hi1ment =ine. 2. :sing t-e 2las-lig-t icon, search for your invoice by entering the 94 number in the 94 Num field, the invoice number in the invoice number field, or the su11lier in the 'u11lier Name field. $. Dhen your invoice is selected, go to &istrib$tions. &. -erify your cursor is in the line to be reversed then clic/ on 8everse. %lic/ on .@ to com1lete the reversal. <he system adds a new negative line reversing the original entry. ". %lose the &istrib$tion window. Note how the Invoice .istribution <otal is now #. (. %lic/ on the 7atc- button and clic/ :ind on the :ind 'creen. ). 7atc- to the :ountain 9ens line by chec/ing the box to the left of the a11ro1riate 'hi1ment =ine. +. 3-ange the A$antity Invoiced to (. ,. 3-ange the :nit Price to ,(see ste! one) to reflect the 1rice decrease 1er unit. 1#. %lic/ the 7atc- button at the bottom of the form. our information will be saved and you will be ta/en bac/ to the Invoices form. 11. %lic/ on the &istrib$tion button at the bottom of the Invoices form. Note how matching to the 9urchase 4rder automatically generates the account distribution. 12. %lose the .istribution window. 1$. 'elect Tools53-eck 6$nds to see if the invoice will 1ass funds reservation. Invoice -alidation will fail if there are insufficient funds. 1&. 'ave the invoice. 1". 'elect 0ctionsE-alidate 2 Initiate 011roval. 1(. %lic/ 3456.

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