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BirchStreet Accounts Payable User Manual

1. Page 26 Birchstreet BirchStreet Accounts Payable User Manual Modify the Vendor code as needed Supplier Site Cross Reference Cross reference ID Supplier company ID Vendor code Vendor name Click Save Hew Save Delete Cross reference ID supplier company ID Vendor code Vendor 769798377 Page 27 Birchstreet BirchStreet Accounts Payable User Manual AP INVOICE TAB KEY FEATURES ON THE AP INVOICE TAB The AP Invoice Tab is the primary tab used when working with the AP Module Clicking on the tab users will see a series of buttons which can be used to perform various functions as needed 20 Rosewood Demo v Print View Prop Summary View PDF Create Invoice Search Column PO number Search Text Page 1 of 1 Rows 0 0 of 0 found 8 AP invoice Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total Submit Submit an invoice or credit memo to an approver Print View Print or view an invoice or credit memo Notes Add notes to an invoice or credit memo Attachment Add attachments to an invoice or credit memo History Denotes the originator of the PO as well as who matched the invoice to that PO and the date time the status changed Transmit AP Transmits all matched and Invoice Complete AP documents to a back office system Checkbook Provides a view of a depa
2. 100 PO number Receiving number Dept code GL Account item item desc UOM invoiced qty invoiced price inv extended amt 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042059 3000 3m Power Sponge 20 Case it 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads CS it 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042083 404 70 To reconcile the supplier invoice to the receiving event begin by clicking the Edit line link next to the second item Reconcile teen gt 4 Search Column PO number V Search Text GO page 1 of1 Rows per page 100 PO number Receiving number Dept code GL Account Item desc Invoiced qty Invoiced price inv extended amt 000000000002485 000000000001922 10 10 90 100 Cleaning Supplies 10042059 3000 3m Power Sponge 20 Case 000000000002485 000000000001922 10 10 90 100 Cleaning Supplies 10041962 17 Red Buffing CS it 000000000002485 000000000001922 10 10 90 100 Cleaning Supplies 10042083 Page 49 Birchstreet BirchStreet Accounts Payable User Manual Once clicked the line item screen will open Dates Vendor 2111 History Exception Reconcile AP 4 Search Column number Search Text GO page 1 of1 Rows per page 100 PO number Receiving number Dept code GL Account Item desc UOM invoiced
3. Search Text DIU UN E Supplier company ID ni Q Cross ref ID Sup company ID Vendor cose l Vendor name To create new cross reference enter Vendor s Supplier company ID or select one using the lookup icon 5 to the right of the Supplier company ID field If using the lookup icon locate the supplier as needed by clicking the Select button next to the chosen supplier Note that you may also use the filter options at the top of the screen to narrow down the search if necessary Page 22 Birchstreet BirchStreet Accounts Payable User Manual Supplier Lookup Windows Internet Explorer https www birchstreetsystems com j4 zoom jsp PanelID 127838CtrIType undefined amp d 1326747200406 amp search Advanced Search Search Text Page 1 of 1 Rows 1 35 of 35 found Company ID Company Trans method Offline Address line 1 Select 41 Acklands Grainger Punchout 5ysco 3563 Box 2940 li Select 32 Albion Fisheries Yes 1077 Great North _ Biagio Artisan Meats LLC Yes P O Box 696 Select Select Birch Street Produce Online Electronic 3737 Birch Streel __ Select CLASSIC SNACKS INC Online Electronic 1050 Atlantic Ort Select 4 Cintas Corp PUNCHOUT cn n 600 West 73rd Select 12 Corporate Express PUNCHOUT NetherLand EAE Select Del Monte Meat Online Electronic 200 Napoleon St Select T Demo American Hospitality Online Electronic 12345 Main S
4. Birchstreet BirchStreet Accounts Payable User Manual Once clicked the line item screen will open Reconcile PO number Receiving number 000000000002486 000000000001917 Dept code GL Account item UOM 10 90 100 Cleaning Supplies 10042059 3000 3m Power cs Sponge 20 Case 17 Red Buffing Pads CS Item desc 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10041962 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10042083 Cancel Delete Row PO number Receiving number Receiving row number Receiving Item Information item Item description Department code Ordered UOM Received quantity PO Rec d price Received ext amt Invoice Amounts Invoiced quantity Invoiced price Inv extended amt 000000000002486 000000000001917 10042083 Red Buffing Pads S case Y Search Text GO page 1 011 Rows per page 100 Invoiced qty Invoiced price 534 94 530 1500 25 85 Reconcile row PO date Received date Substitute item GL Account invoiced Rev d qty variance Price variance Extended amt variance Invoice tax amt Invoice freight amount Invoice total Search Text GO page h of 1 PO number 000000000002486 GL Account 10 90 100 Cleaning Supplies 10042059 Item desc 3000 3m Power Sponge 20 Case 17 Red Buffing Pads CS Receiving number 000000000001917 Dept code
5. 4 First Previous Next Last Refresh Search Column Search Text GO Page 1 of 1 Rows 0 0 of 0 found The first filter menu allows users to access invoices and credit memos in various statuses New q pproval pending JDocument Complete Approval denied Not Matched 0 found Matched Hold pice Transmitted Invoices Status type Credit memo bin 29 Birchstreet BirchStreet Accounts Payable User Manual The second filter option allows users the ability to further narrow the scope of any search All Search Column Search Text AP invoice Batch number Check number Doc type Page 1 af 1 Informational gin Total Invoice date PO number Status supplier inv Supplier name Transmission date Trx current To manually narrow the scope of a search enter search text in the open field and click GO Any items matching that search criteria will appear on the screen below 20 Rosewood Demo G3 Submit Print View Notes Attachment Approval Details Transmit AP Checkbook LI Summary Delete Create invoice Search Column PO number Search Text 2506 Page 1 of 1 Rows 1 1 of 1 found Transmission Supplier Invoice Inv e AP invoice Status Doc type date Supplier name Subject PO number inv date Total 000000000000103 Auto Matched AP Invoice Unisource Worldwide 000000000002506 XY 213456
6. Invoice freight amount 50 Invoice grand total Ea Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 80 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copy of a supplier s invoice in hand and note the invoice number invoice date and whether a PO number is referenced Proceed to review the document and note the supplier s subtotal amount tax frieght and grand total Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 ba hon Ka i lii Date invo Tob er afir 4 1 6 2012 FI SS234 W Newport Beach CA 92660 Newport Beach CA 92660 3 E 1 PO Number d TUS PNN Im Wy Ae heme gt x item Codi Description 10042059 Power Sponge 100 75 129 25 10042083 20 Red Buffing Pads 25 85 Subtotal Page 81 Birchstreet BirchStreet Accounts Payable User Manual If there are receiving records on hand that match the PO number on the supplier invoice keep the paperwork grouped together In this case there are two separate receiving records that match the same PO number Below you will see Receiving Record 1904 and 1905 Both are receiving events that occurred against PO 2487 Receiving Record 000000000001904 Purchase Order 000000000002487 Received by
7. Page 132 Birchstreet BirchStreet Accounts Payable User Manual If the Invoice grand total falls within the tolerance levels that have been predefined the Status of the invoice will change to Match Override Click OK on the confirmation prompt Message from webpage E A Processing is done ENTERING A INVOICE Non PO invoices are invoices that are received for products or services where a PO was not generated Contractual arrangements such as lobby flowers waste removal and pest control are a few key examples If a PO was not originally generated within BirchStreet an invoiced can still be created in the AP Invoice Screen Gather any Non PO invoices and proceed to follow the steps below To enter a Non PO invoice in BirchStreet begin on the AP Invoice Tab and click the Create Invoice button Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column PO number vy Search Text Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv d Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Page 133 Birchstreet BirchStreet Accounts Payable User Manual An AP Invoice Screen will appear and you will begin on the Invoice Tab Note that when creating a non PO invoice there are several blue boxes with white arrows that depict required fields in the entry screen below n PO Print View AP
8. Supplier invoice number Supplier credit memo number Extended amount Discount amount Tax amount Freight amount Total amaunt Note that the Credit Memo is still in a New status Click Submit Delete AP Credit meno type Supplier company ID Batch number ero code PO reference Supplier inwoice number Supplier credit memo number Extended amount Discount amount Tax amount Freight amount Total amount AP PzoctWiewr 157 Status Hold description Transmission status Transmission date Credit memo creator AP invoice number Auto created _ Status Hold dezcription Transmission status Transmission date Credit memo creator AP inweice number Auto created 1 15th due the 25th others duc 1C Birchstreet BirchStreet Accounts Payable User Manual Click OK Message from webpage AN Processing is done If there are no approvals the Credit Memo changes to an Invoice Complete status and is ready to be transmitted to a back office system Page 158 Birchstreet BirchStreet Accounts Payable User Manual SUBMITTING CREDIT MEMOS FOR APPROVAL For customers using an approval process for Credit Memo s please note the following steps Create a Credit Memo as outlined on page Once the line items on the Detail Tab have been completed click the AP Credit Memo Tab and click the refresh cont Hold type Supplier
9. Cost center Department 10 GL Account 10 90 100 Reset Dept GL acct Source Document Customer account Tax based on Uncheck to add flat amts Tax 0 0000 HTS GL Account Freight based on Uncheck to add flat amts Freight Less Discount Amount Page 63 Birchstreet BirchStreet Accounts Payable User Manual Click OK on the following PO prompt Message from webpage E 455 Generated PO Number bz The Confirming PO will be visible in RED on the PO Tab 20 Rosewood Demo RE Catalogs Order Guide Cart PO InBox Approvals AP Invoice Submit Receive Buyer Contact Supp Contact Print View Edit Print w Details Header Update Notes Attachment History Send Message All Last Budget Impact Add to OG Add to cart Delete Receiving History Create items Approval Details Add Info Receive Confirm Change GL Acct First Previous Next Last Refresh PEE Prop Summary Change PO Type Search Column PO number 4 Search Text j000000000002520 Page 1 of 1 Rows 1 1 of 1 found PO number PO Status Confirm Subj Supplier PO date Req delivery Alloc 000000000002520 Y nuce One OS RUE 017 2012 01 17 2012 Unisource Worldwide 20 Rosewood Demo RE In Box Approvals AP Invoice Submit All Last 30 Days PO s Budget Impact Checkbook
10. Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center BirchStreet Center 3737 Birch Street 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 m D E i m 5 i On 1 Ham Code Jaeccrintian p Amo Qty ItemCode Description rice Each Amount eer i BA SN eVect STR A 10042083 20 Red Buffing Pads Page 115 Birchstreet BirchStreet Accounts Payable User Manual Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier PO reference Refers to the PO number referenced when creating a paper invoice against PO that was processed in BirchStreet The field is greyed out and m
11. found Invoice grand total 102 24 Variance 50 00 Reviewing the AP Invoice Screen note that the system automatically found the second receiving event that matched the second supplier s invoice The number of the matched receiving event will be visible in the Matched receipt numbers field AP inwoice number Supplier invoice number Invoice date PO reference PO Status Supplier company ID Supplier name Supplier contact ID Invoice Trx Total Invoice subtotal amount Inwoice tax amount Inwoice freight amount Invaice grand total Payment Payment method code Hold Attach Override Status Transmission status Tranzemiszion date Batch number Matched receipt numbers Subject Vendor code Reconcile Trx Totals Received ext amt Received tax amount Receiwed freight amt Receiving grand total Terms Hold dezcription Page 119 000000000001914 Birchstreet BirchStreet Accounts Payable User Manual MULTIPLE DISCREPENCY INVOICES OVER INVOICED IN QUANTITY OR PRICE To reconcile multiple discrepancies on a supplier s invoices against a single PO and receiving event begin on the AP Invoice Tab and click the Create Invoice button 20 BirchStreet Center Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column Y Search Text co Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv S
12. 01 15 2012 457 67 Page 30 Birchstreet BirchStreet Accounts Payable User Manual AP INVOICE SCREEN The AP Invoice Screen allows users to create review or modify invoices In the next three sections you will learn how to access the AP Invoice Screen understand the layout and review the key features ACCESSING THE AP INVOICE SCREEN The AP Invoice Screen can be accessed one of two ways via the Main Menu or via the AP Invoice Tab Main Menu Access To access the AP Invoice Screen via the Main Menu uncheck the Hide Menu Option at the top of the screen to show the menu on the left hand side of the page Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center vImide Menu Summary _ ShowLogo Home Settings Logout Search All Catalogs In Box Shopping Cart Summary Products v New 0 _ Totak Items 0 Total 0 00 AP Invoice Submit Print View Notes Attachment Transmit AP All Checkbook Prop Summary Delete Create Invoice First Previous Next Last Refresh Search Column PO number Search Text Q Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv z Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Under Procurement select Accounts Payable and then click the AP Invoice Screen Welcome Ben Coker Mktplc 483 20 20 Rosewood Demo 0 Hide Menu 7
13. First Previous Next Last Refresh Search Column PO number Search Text 000000000002520 GO Page 1 of 1 Rows 1 1 of 1 found Important Note Confirming PO s must be in a status beyond approval pending Any PO that is in an approval pending or new status will cause the invoice to error out into the invoice feed correction and could possibly cause a delay in processing Be sure to relay the message to approvers that the PO must be approved before the next automatch process runs Page 64 Birchstreet BirchStreet Accounts Payable User Manual Once the PO has been approved it will move into an Accepted status Click on the Receive Confirm button 20 Rosewood Demo RU Header Update Notes Attachment History Send Message All t PO Al Last 30 Days PO s Budgetimpact AddtoOG Addtocart Receiving History Create items Approval Details Add Adatinfo Receive Confirm Change GL Acct First Previous Next Last Refresh Prop Summary Change PO Type Search Column PO number Search Text 1 of 1 Rows 1 66 of 66 found PO number PO Status Confirm Subj Supplier PO date Req delivery Alloc Unisource Order Invoice 777 pA 000000000002520 Accepted by supplier ves lnisource Worldwide 01 17 2012 01 17 2012 5161 88 mnm Enter the Received date and click Generate Receipt Receiving Windows Internet Exp
14. Hold Home currency Grand total AP Print View Exception Notes Atta Reconcile Status Transmission status Transmission date Batch number Matched receipt numbers Subject Vendor code Exchange rate Reconcile Trx Totals Received ext amt Received tax amount Received freight amt Receiving grand total Variance Hold dezcription Close Override Select Receipts Match 000000000001922 10172011 m If the Invoice grand total falls within the tolerance levels that have been predefined the status of the invoice will change to Match Override Status Page 54 BirchStreet Accounts Payable User Manual Birchstreet Click OK on the confirmation prompt Message from webpage E Processing is done HANDLING INVOICES THAT ARE IN A NOT MATCHED STATUS Auto match invoices that match a PO that has not yet been received against will fall into a Not Matched status If the receiving for a PO has not yet been completed within BirchStreet the incoming feed file will not be able to make a match To handle invoices in the Not Matched status begin on the AP Invoice Tab To view these invoices select Not Matched in the filter menu and the documents will be visible below 20 Rosewood Demo Q AP Invoice Submit Print View Notes Attachment History Approval Details Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Not Matched First Pr
15. Receiving Notes No Notes Product Disbursement Picked up by Delivered to Department Date Location Signature Purchase orders Receiving Item SKU Line status Product Desc GL Account OrderUOM Pack Size Order Unit price Ext Amt Acpt d qty Ext Amt Rec d to date qty 10042059 Receiving Complete 3000 3m Power Sponge 20 10 90 100 CS 20 5 00 34 9400 174 70 Reason 5 00 534 9400 5174 70 5 00 10041962 Receiving Complete 17 Red Buffing Pads 5 10 90 100 CS 5 5 00 20 1500 100 75 5 00 20 1500 510025 5 00 10 90 100 CS 5 10042085 Receiving Complete 20 Red Buffing Pads 5 case 25 8500 129 25 soo 25 8500 s12925 500 Page 127 Birchstreet BirchStreet Accounts Payable User Manual Reviewing supplier invoice HH817 indicates that we ordered and received the 17 Red Buffing Pads at a price of 20 15 CS but the supplier is invoicing those at a rate of 30 15 CS We can also note that we ordered and received 5 cases of 20 Red Buffing Pads but the supplier is invoicing for 6 E b a 7 Price Amount Descr ption Price Each CE ee de d 10042059 Power Sponge 174 70 10041962 17 Red Buffing Pads 150 75 10042083420 Red Buffing Pads 155 10 Click on the Reconcile Ta
16. lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Supplier company ID Vendor code 10172011 CL Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Invoice subtotal amount 579 40 Invoice tax amount Invoice freight amount
17. 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10041962 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10042083 20 Red Buffing Pads CS Cancel Delete Row Rows per page hoo Invoiced qty Invoiced price 34 94 30 1500 25 85 PO number 000000000002486 C 000000000001917 10042083 207 Red Buffing Pads 5 case Reconcile row Receiving number PO date Receiving row number Received date Receiving Item Information tem 3 Substitute item Item description Department code GL Account Ordered UOM Received quantity PO Rec d price Received ext amt Invoice Amounts Invoiced quantity Invoiced Rev d qty variance Invoiced price Price variance Inv extended amt Extended amt variance 50 00 50 00 Invoice tax amt Invoice freight amount Invoice total Page 131 Inv extended amt Inv extended amt Birchstreet BirchStreet Accounts Payable User Manual The updated invoice quantity will immediately be updated within the line item information Vendor 0211 History Exception Reconcile gt Search Column number Search Text GO page h of1 Rows per page 100 PO number Receiving number Dept code GL Account Item desc UOM invoiced qty invoiced price inv extended amt it 000000000002486 000000000001917 10 10 90 100 Cleaning Supplies 10042059 3000 3m Power 34 94 it 000000000002486 000000000001917 10 90 100 Clean
18. Payment method code Select Entry gt Hold Hold description Page 57 Birchstreet BirchStreet Accounts Payable User Manual Click OK Message from webpage 4 AN Processing is done The status of the invoice is now Auto Matched and the document will be transmitted automatically in the next batch HANDLING INVOICES IN A NEW STATUS Non PO invoices are invoices that the auto match process could not find a corresponding PO number for in BirchStreet These non PO invoices will have a status of New When the automatic AP Process cannot find a PO to match to an invoice users will need to create submit and receive a confirming PO so that a match can occur To handle invoices in the New status begin on the AP Invoice Tab To view these invoices select New in the filter menu and the documents will be visible below 20 Rosewood Demo A uper EAD Submit Print View Notes Attachment Approval Details New Checkbook Prop Summary Delete Create Invoice First Previous Next Last Refresh Search Column PO number wv Search Text 1 of 1 Rows 1 6 of 6 found Transmission Supplier Invoice Inv i AP invoice Status Doc type date Supplier name Subject PO number inv date Total 000000000000007 New AP Invoice BirchStreet Produce 208230 03 30 2011 3 00 000000000000013 New AP Invoice BirchStreet Produce 208232 A 03 31 2011
19. Product Desc Page 12 Birchstreet BirchStreet Accounts Payable User Manual Invoices are incoming bills from suppliers for goods services rendered Invoices may be in a paper form or they may be scanned documents that arrive in a paperless format Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 Date Sas Seg TS Jr Invoic M 1 15 2012 BirchStreet Center BirchStreet Center 3737 Birch Street 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 Ham Cada Inacrrnntinn Item Code Description 10042059 Power Sponge 10042083120 Red Buffing Pads Page 13 Birchstreet BirchStreet Accounts Payable User Manual Auto Matched is a term that refers to a suppliers invoice amount falling into a customer s tolerance parameter and matching the amount of a specific receiving event s If no tolerance has been set this would indicate a direct match between a customer s receiving event and a supplier s invoice amount If tolerances have been set this term refers to the fact that the supplier s invoice amount is falling within those boundaries and not outside Not Matched refers to when a supplier s invoice amount does not match a customer s receiving event for a given purchase order Exception denotes a supplier invoice in BirchStreet that does not fall within a tolerance range and promotes the need for manual reconciliation Vendor Co
20. Reconcile Trx Totals Page 112 Received ext amt Received tax amount Received freight amt Receiving grand total Terms Hold description Birchstreet BirchStreet Accounts Payable User Manual If the Invoice finds a receiving event that matches the Invoice total amount and falls within the tolerance levels that have been predefined the Status of the invoice will change to Auto Matched Status Reload the record by clicking the Refresh icon Once the screen is refreshed note the Variance field in the logo panel indicates that no variance was found Invoice grand total 252 36 Variance 0 00 Reviewing the AP Invoice Screen note that the system automatically found the receiving event that matched the supplier s invoice The number of the matched receiving event will be visible in the Matched receipt numbers field Invoice Supplier inwaice number Invoice date PO reference PO Status Supplier company ID Supplier name Supplier contact ID Invoice Trx Total Inwoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code Hold Select Entry Page 113 status Transmission status Transmission date Batch number Matched receipt numbers Subject Vendor code 101 T2011 Reconcile Trx Totals Received ext amt Received tax amount Re amp cemed freight amt Receiving grand total Terms Hold dezcription 0000
21. s status changed Hetan Y 4 Search Column Y Search Text GO page 1 of1 Rows per page 100 Row Changed by changed changed Before Edit App Admin 03 10 2011 13 28 37 93 Not Matched 84 Auto Matched Exception Tab When an invoice falls into an exception status the Exception Tab will become available and any tolerances that have not been met will be visible Reviewing invoice exceptions is a crucial component to correcting an invoice in order to reconcile it before transmitting it to a back office system F 4 Search Column Matched date Matching exception Exception type Row Supplier inv Item desc 03 30 2011 18 14 40 Exception Header Subtotal dollar 5 extended trx amount variance percentage variance AP 381 45 Receiving 362 6 ie variance 5 1986 allowed variance 2 0 Reconcile Tab Provides a screen in which line items details can be modified in order to reconcile an invoice to the existing receiving events thus allowing an invoice to be transmitted to a back office system Reconcile F Search Text GO page ofi Rows page number Receiving number Dept code GL Account ltem ltem desc 000000000002301 000000000001725 10 90 330 Guest Supplies Creamer 3 1 30z 000000000002301 000000000001725 10 90 330 Guest Supplies Creamer 6 1 20 000000000002301 000000000001725 10 90 330 Guest Supplies Cup 1402 00000000000
22. the subtotal on a supplier invoice for a PO as compared to the subtotal of combined receiving events for a PO Header Tax dollar amt variance Refers to the tax dollar amount variance that will be tolerated between the tax amount on a supplier invoice for a PO as compared to the tax amount on combined receiving events for a PO Header Tax dollar variance Refers to the tax dollar percent variance that will be tolerated between the tax on a supplier invoice for a PO as compared to the tax on combined receiving events for a PO Header Freight dollar amt variance Refers to the freight dollar amount variance that will be tolerated between the freight amount on a supplier invoice for a PO as compared to the freight amount on combined receiving events for a PO Page 15 Birchstreet BirchStreet Accounts Payable User Manual Header Freight dollar variance Refers to the freight dollar percent variance that will be tolerated between the freight on a supplier invoice for a PO as compared to the freight on combined receiving events for a PO Receipt Invoice supplier must match Indicates that a supplier must be set up in BirchStreet before any incoming receipts invoices will be able to be matched whether via an OCR feed or via manual entry Invoices cannot be matched to suppliers who do not exist within BirchStreet This is most commonly the first Matching type used when setting up tolerances Matching types can be compared severa
23. 2009 0180701000401 10 08 2009 MARTIN RAY LAUNDRY SYSTEMS 06 30 2009 0180701000400 i 10 08 2009 BRIDAL FESTIVALS 07 13 2009 AP Invoice Print View Gen Invoices History Approval Details Checkbook Prop Summary View PDF Payment Delete Search Column Status wv Search Text Payment complete 1 of 1 Rows 1 25 of 25 found 8 AP invoice Status Doc type Transmission date Supplier name Subject PO number Supplier inv Invoice date inv Total 0180701000401 Payment eem AP Invoice 10 08 2009 MARTIN RAY LAUNDRY SYSTEMS INC SP38877 INT99 06 30 2009 5245 72 1 000400 Payment complete AP Invoice 10 08 2009 BRDAL FESTIVALS 1356799 07 13 2009 227 50 Page 169 Birchstreet BirchStreet Accounts Payable User Manual Review the payment details print if necessary and click Close https Awww 915 birchstreetsystems com j4 APPaymentList jsp m Eg https birchskreebsysbems com Jun cose om Current Date Time 01 18 2012 09 11 AP invoice number 060701000352 Supplier name STAPLES ADVANTAGE Vendor code 00438881 PO number Supplier invoice number 854023521898 Invoice date 07 15 2008 Invoice amount 55 69 Status Payment complete Payment amount 558 69 Payment type Payment Check clear date Line Check number Check date Check amount 09 30 2009 HANDLING ACCRUALS Accruals refer to the time between when an item is exp
24. 75 5 00 520 1500 5103 40 2 00 25 8500 Rec d to date qtv 69 88 2 00 100 75 5 00 51 70 2 00 Open Can dqty Reason 1 00 0 00 2 00 Purchase Order 000000000002509 Received on 01 12 2012 Buyer s Phone 949 567 7000 PO date PO subtotal PO Freight amount PO Tax amount PO less discount amount PO Total Department Location 01 12 2012 308 97 30 90 24 72 0 00 364 59 Purchase orders GL Account Order UOM Pack Size 10 90 100 CS 5 4 00 Order Qty 10 90 100 CS 20 3 00 Unit price Ext Amt 534 9400 104 82 525 8500 103 40 Acpt dqtv Unitprice Ext Amt PO Status Receiving Complete Buyer s Dept A amp G Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount Date Signature Receiving Rec d to date Openqty Can dqty Reason 34 94 3 00 0 00 0 00 51 70 4 00 0 00 0 00 1 00 34 9400 2 00 525 8500 Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note that if a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will
25. ACCRUAL REPORT The AP Accrual Report shows charges to Department and GL Accounts for purchase orders that have been received but for which an invoice has not been transmitted to the customer s accounting system This report includes un transmitted invoices and credit memos as well as provides journal entries that can be fed into a back office system Page 177 Birchstreet BirchStreet Accounts Payable User Manual AP BATCH REPORT This AP Batch Report lists by batch number the debit and credit memo totals as well as the Batch net amount of invoices and credit memos that have been transmitted to a back office system The report contains the invoice number vendor code PO number and credit memo numbers as well as their totals BATCH ERROR LOG REPORT This Batch Error Log Report displays the documents invoices and credit memos that did not transmit to the customer s ERP system due to missing data such as a vendor code or GL Account information The report lists the document number and the reason transmission failed AP VENDORS NEEDING CROSS REFERENCE REPORT For customers sending a vendor feed file for the AP module the AP Vendors Needing Cross Reference Report displays the BirchStreet suppliers that have not been assigned a vendor code in the Supplier Site Cross Reference screen Page 178
26. AP invoice Q Page 1 of 1 Rows 1 3 of 3 found Status Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total 000000000000005 Invoice complete Memo Unisource Worldwide 000000000002340 05 31 2011 000000000000004 Invoice complete Unisource Worldwide 000000000002330 05 27 2011 01 18 2012 000000000000010 Invoice complete NEW ENGLAND LOBSTER COMPANY Page 168 000000000001328 Birchstreet BirchStreet Accounts Payable User Manual REVIEWING PAYMENT INFORMATION Invoices in a Payment Complete status indicate that they have been transmitted to a back office system and payments have been posted Reviewing the payment information may be necessary at times if any questions arise about the invoice To review the payment on an invoice begin on the AP Invoice Tab and use the filter options to filter for Payment Complete invoices z AP Invoice Print View Notes Attachment Gen Invoices History Approval Details Match Checkbook Prop Summary View PDF Payment Delete First Previous Next Last Refresh Search Column Status v Search Text Payment complete v 44 Page 1 of 1 Rows 1 25 of 25 found 8 AP invoice Status Doc type Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total 0180701000352 09 18 2009 STAPLES ADVANTAGE 07 15
27. Ben Coker BirchStreet Center Unisource Worldwide ni De App Admin Awaiting approval 000000000000014 01 18 2012 15 30 21 CLASSIC SNACKS INC Awaiting approval PO 000000000002515 01 17 2012 23 01 39 01 18 2012 Page 166 Birchstreet BirchStreet Accounts Payable User Manual HANDLING USE TAX Suppliers are generally only required to collect sales tax for taxable items when the supplier has a physical presence in the state in which the items will be used When a supplier is not required to collect sales tax it is up to the purchaser to pay the sales tax on taxable items to the tax authorities This tax is known as Use Tax With OCR Invoices BirchStreet only receives the total invoice amounts Tax Freight and Grand Total from which the merchandise Subtotal is calculated All GL Account and taxability references come from the PO and Receipt against which the invoice is matched Because there is no detail any differences between the invoice and the receiving event s against which it is matched are prorated across all GL Accounts of items received on the receiving event As these calculations occur during the invoice process the AP Invoice screen will be changed to show transmitted Use Tax data after the invoice has been transmitted Prior to transmission these fields will not be visible TRANSMITTING INVOICES AND CREDIT MEMOS TO A BACK OFFICE SYSTEM MANUALLY TRANSMITTING INVOICES To
28. Ben Coker Buyer s name Mary Sato Received on 01 01 2012 Buyer s Phone 949 567 7000 PO Status Partially received Buyer s Dept A amp G Invoice number Invoice subtotal amount 0 00 Invoice freight amount 0 00 Invoice tax amount 0 00 Invoice less discount amount 0 00 Invoice Total 549 40 PO date 01 04 2012 PO subtotal 579 40 PO Freight amount 0 00 PO Tax amount 0 00 PO less discount amount 50 00 PO Total 579 40 Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount 549 40 Receiving Notes No Notes Product Disbursement Picked up by Delivered to Item Line status SKU Product Desc Department Location Purchase orders Receiving 10042059 3000 3m Power Complete Sponge 20 Case Account UOM Qty price Amt Date Signature Receiving GL Order Unit Ext Acpt d Unit Ext Rec dto Open qty price Amt date qty qty qty 10 90 100 CS x 10 00 534 9400 349 40 10 00 534 9400 ons 1000 0 00 Record 000000000001905 Purchase Order 000000000002487 Received bv Ben Coker Buyer s name Mary Sato Invoice number Invoice subtotal amount Invoice freight amount Invoice tax amount Invoice less discount amount Invoice Total Receiving Notes No Notes Product Disbursement Picked up by Delivered to
29. Birchstreet BirchStreet Accounts Payable User Manual BirchStreet BIRCHSTREET ACCOUNTS PAYABLE USER MANUAL January 2012 BirchStreet Systems Inc 3737 Birch Street Newport Beach CA 92660 http www birchstreetsystems com Copyright 2012 BirchStreet Systems Inc All Rights Reserved Any distribution of this software by any entity other than BirchStreet Systems is strictly prohibited Page 1 Birchstreet BirchStreet Accounts Payable User Manual TABLE OF CONTENTS INTRODUCTION NUUAM Qu A UIDI AM EQUI 5 lg iE cag 5 Depende Ho isle ie sessi ni tumet cuisine 6 PDO A 6 fecondi m 7 Key Accounts Payable TEMS auod eese ___ __ 10 SETTING UP AUTO MATCHING TOLERANTCES eee eee eee ee eene rennen soe soon 15 Setting Up Auto Matching Tolerances nn nn nnn nnn 16 CROSS REFERENCING VENDOR CODES possa treo Ue u EE 20 Pe AF Modul D 21 Add a New Cross Reference ri T 21 Edit an Existing Cross Reference idas 25 AP INVOICE TAB c a o a a 28 Key Featu
30. Create Invoice All Transmit First Previous Next Last Refresh Search Column Y Search Text Page 1 of 1 Rows 1 10 of 10 found Invoice date Supplier inv Transmission e AP invoice Doc type date Supplier name Subject PO number inv Total 000000000000107 AP Invoice Unisource Worldwide 000000000002485 YY256 01 15 2012 480 55 000000000000046 AP Invoice Unisource Worldwide 000000000002336 teris test 05 27 2011 161 88 000000000000034 AP Invoice Unisource Worldwide 000000000002336 74839 05 27 2011 237 58 000000000000044 AP Invoice Unisource Worldwide 000000000002331 76590 05 27 2011 655 25 000000000000038 AP Invoice Unisource Worldwide 000000000002317 05 27 2011 404 70 000000000000020 Edward Don amp Company SOTF 000000000002310 04 18 2011 425 16 000000000000018 Edward Don amp Company SOTF 000000000002308 04 14 2011 450 00 000000000000009 Edward Don amp Company SOTF 000000000002301 03 30 2011 417 71 000000000000030 ROYAL HAWAIIAN SEAFOOD 000000000001690 05 26 2011 8 000 00 000000000000017 Supplier inwoice number Invoice date PO reference PO Status Supplier company ID Supplier name Supplier contact ID Invoice Trx Total Inwoice subtotal amount Inwoice tax amount Inwoice freight amount Inwoice grand total Payment Pay
31. Create Invoice Create CM Search Column PO number Search Text GO Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date On AP Invoice Screen use the filter options on the left side to view invoices in the New status New Advanced Search First Previous Next Last Refresh Search Column Supplier inv Search Text Page 1 of 1 Rows 1 5 of 5 found Supplier inv PO reference 12 000000000002370 2115 7 000000000002115 Page 146 Birchstreet BirchStreet Accounts Payable User Manual Select the document to review by clicking on the Supplier inv New Advanced Search First Previous Next Last Refresh Search Column Supplier search Text 50 1 of 1 Rows 1 5 of 5 found Supplier inv reference Invoice d men 08 3072 With the invoice loaded on the entry screen click Delete New Advanced Search N t A Select Receipts Watch First Previous Next Last Refresh Search Column Supplier inv viv Search Text G Page 1 of 1 Rows 1 5 of 5 found Transmission status AP invoice number Status VD Supplier invoice number Transmission date Supplier inv PO reference Invoice d PP Invoice date 03 30 2011 Batch number reference Q Matched receipt numbers
32. E Approvals Approve Disapprove Buyer Contact Print View Edit Print w Details Header Update History Budget Impact Approval Details Notes Pend roval Attachment Checkbook Prop Summary View PDF First Previous Next Last Refresh Search Column Doc number viv Search Text Go Page 1 of 1 Rows 1 2 of 2 found e Status Doc type Doc number Req deliv date Submitter Property Subj Supplier Total amount Ben Coker 000000000002515 01 17 2012 23 01 39 01 18 2012 Canior Unisource Worldwide ree Ben Coker 000000000000013 01 18 2012 15 30 38 BirchStreet Center Unisource Worldwide Page 165 Birchstreet BirchStreet Accounts Payable User Manual Click OK https flew 5 birchstreetsystems j4 MNexEApprover jsp sDackype Click OK Message from webpage E A 687 Processing Approval When the screen refreshes the approved document will no longer be visible on the Approvals Tab To review approved or disapproved documents use the filter options on the left side of the screen 20 Rosewood Demo a Approve Disapprove Buyer Contact Print View Edit Print w Details Header Update Budget Impact Approval Details Notes occa aita Attachment Checkbook Prop Summary View PDF Pending approval Disapproved Last 30 Day s Approved Documents Status Doc type Doc number Doc Date Req deliv date Submitter Property Subj Supplier Total amount
33. Hide Summary Show Home My Settings Help Logout Main Menu catalogs Ordi uide Cart X pprov AP Invoice El Procurement Approvals Submit Print View Notes All List Editors Attachment History Approval Details Receiving First Previous Next Last Refresh pl Checkbook Prop Summary Reconciliation Supplier On The Fly Search Column PO number Y Delete Create Invoice Supplier Request Form Search Text GO C Supplier Site Cross Reference Page 1 of 1 Rows 0 0 of 0 found AP Invoice AP AP Invoice Report invoice Doc Transmission Supplier Supplier inv invoice Inv AP Invoice Exception Report Status type date name Subject number E date Total AP Invoice Summary Report ___________________________________________________________________________________________ AP Credit Memo AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Supplier Site Cross Reference Supplier Cross Reference Listing AP Vendors Needing Cross Refere AP Matching Criteria Inventory Reports Administration Page 31 Birchstreet BirchStreet Accounts Payable User Manual AP Invoice Tab Access To access the AP Invoice Screen via the AP Invoice Tab begin on the AP Invoice Tab and click the Create Invoice button 20 BirchStreet Center t Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoic
34. Hold description Memo type Credit memo Transmission status Supplier company ID i Unisource Worldwide Transmission date Credit memo creator Batch number Vendor code reference 00000000000243 AP invoice number supplier invoice number Supplier credit memo number Auto created Extended amount Discount amount Tax amount Freight amount Total amaunt When the Detail Tab is displayed click Add Row to add line items 100 Line type Item number Description Quantity Unit price Extension Tax amt Frt amt Disco 50 00 50 00 Page 152 Birchstreet BirchStreet Accounts Payable User Manual The line item screen will open and there will be several required fields indicated by a blue box with a white arrow 0 4 Search Column Y Search Text GO page o of Rows per page 100 Row Line type tem number Description Quantity Unit price Extension Tax amt Frt amt Disco 50 00 50 00 Copy as New Row Delete Row Edit Alloc Row IEEE Line type tem number Description QuattyEM Unit amount Ts Extended amount 71 Tax amount 5000 Freight amount Discount amount Total amount n Department coe SSS 000000000002485 Receipt number The Item number and Descrisption fields are optional but are recommended to populate Enter the quantity and price differences from the invoice as well as the Dep
35. Item Line status SKU Product Desc Received on 01 05 2012 Buyer s Phone 949 567 7000 PO date 01 04 2012 PO subtotal 5579 10 Freight amount 50 00 PO Tax amount 0 00 PO less discount amount 0 00 PO Total 5579 10 Department Location PO Status Receiving Complete Buyer s Dept A amp G Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount Date Signature Purchase orders Receiving GL Order Order Unit Ext Account UOM Qty price Amt Acptd Unit Rec dto qty price Amt date qty Receiving 110041962 17 Red Buffing Complete Pads 5 Case 10 90 100 CS 5 00 520 1500 100 75 5 00 20 1500 100 75 5 00 Receiving 110042083 20 Red Buffing Complete Pads 5 case 10 90 100 CS 5 00 525 8500 129 2 5 00 525 8500 5129 25 5 00 Birchstreet BirchStreet Accounts Payable User Manual Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters wi
36. Patari GL Order Pack Order Unit Acpt d Unit Rec dto Open SKU Account Size Qty price Amt qtv price Amt date qtv qtv qtv Receiving 10042059 3000 3m Power 10 90 100 CS 20 5 00 34 9400 174 70 5 00 534 9400 174 70 5 00 0 00 Complete Sponge 20 Case Receiving 10041962 17 Red Buffing 10 90 100 CS 5 5 00 20 1500 100 75 5 00 520 1500 100 75 5 00 0 00 Complete Pads 5 Case Receiving 10042083 20 Red Buffing 10 90 100 CS 5 5 00 525 8500 129 2 5 00 25 8500 129 25 5 00 0 00 Complete Pads 5 Reason Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier Page 90 Birchstreet BirchStreet Accounts Payable User Manual PO reference Refers to the PO number you are referencing when creating a paper invoice against a PO that was processed in BirchStreet The f
37. Search All Catalogs In Box Shopping Cart Summary Products New 0 Total 8 1 Total 50 00 AP Invoice Submit Print View Notes Attachment Transmit AP All v Checkbook Delete Create Invoice Create CM First Previous Next Last Refresh Search Column PO number vv Search Text Q Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv E Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Contact information for the BirchStreet Customer Support team will also be available Help Category User guides BSS eProcurement Help Guide U id Ru edges Training Training FAQ Job aids Videos Tutorials Other FAQ Job aids Videos Tutorials BirchStreet Buyer Training BirchStreet Approver Training BirchStreet Advanced Buyer Training BirchStreet Receiver Training Page 9 Birchstreet BirchStreet Accounts Payable User Manual When contacting the BirchStreet Customer Support team it is helpful to provide your login ID and the two numbers located to the right of your name Wercame Ben 4905 20 20 BirchStreet Center Menu Hide Summary Hide Logo Home settings Help Logout Search All Catalogs In Box Shopping Cart Summary Products v New 0 Total8 Items 1 Total 0 00 AP Invoice Print View Attachment History Transmit AP All v C
38. Subtotal dollar 6 variance Reviewing the Matching exception for that Exception type we note that excluding tax and freight our AP invoice states that we owe only 480 55 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues on to sttae that the discrepancy between the two amounts has resulted in a 18 7496 variance One of our pre defined tolerances states that we will not allow a Subtotal dollar variance of more than 1096 and the system has now taken exception to this transcation Page 125 Birchstreet BirchStreet Accounts Payable User Manual Invoice grand total 460 55 Variance Close AP Print View Match Invoice Dates Vendor History Exception Reconcile 4 Search Column Matched date Matching exception Exception type Row Supplier inv Item Item desc Order UOM Edit 0142 2012 16 33 05 Exception Header Subtotal dollar 50 extended trx amount variance percentage variance AP 480 55 Receiving 404 7 w variance 18 7423 allowed variance 10 0 Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar amt 2 HH81T extended trx amount variance variance AP 480 55 Receiving 404 7 variance 75 85 allowed variance 50 0 The second Exception type is regard to the Subtotal dollar variance Reviewing the Matching exception field for that Exception typ
39. Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 5303 95 Heceived ext amt Invoice tax amount 524 3 Received tax amount Invoice freight amount 30 41 Received freight amt Invoice grand total Receiving grand total Page 103 Birchstreet BirchStreet Accounts Payable User Manual The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button Invoice AP invoice number Supplier invoice number Invoice date PO reference PO Status Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code Hold Exception FFESS 2 2012 HH Select Entry v Click OK on the confirmation prompt Message from webpage Eg AN Processing is done Page 104 Status
40. WINE WAREHOUSE 000000000002115 Submit Print View Notes Attachment First Previous Next Last Refresh Search Column PO number wv Search Text GO Page 1 of 1 Rows 1 6 of 6 found Transmit AP Transmission date PO number iz AP invoice Status Doc type Supplier name Subject 000000000000007 BirchStreet Produce 000000000000013 BirchStreet Produce 000000000000110 New Unisource Worldwide 2115XYZ 08 30 2011 Approval Details Supplier inv KK777 Checkbook Prop Summary Delete Create Invoice Invoice date 208230 03 30 2011 01 15 2012 Inv Total 3 00 000000000000021 New BirchStreet Produce 171712917 04 18 2011 000000000000062 New The Chefs Warehouse 000000000002370 08 03 2011 000000000000066 New WINE WAREHOUSE Page 66 08 30 2011 Birchstreet BirchStreet Accounts Payable User Manual The record will load onto the AP Invoice Screen on the Invoice Tab Note that the status is still New AP Print View Notes Submit Override History Exception HEDOHITES Transmission status Supplier invoice number Transmission date Invoice date o1 5 2012 EE Batch number PO reference Matched receipt numbers PO Status subject Vendor code 101 72011 C Supplier contact ID CL Exchange rate 1 Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice
41. a CER PAR CELSUS ELLO Project Pun eT f gt 1 1 f sw uf osa 7 ae ls aa De Ed ee 1 0 J Sio i gt 5 ES De scription MERO 10042083 20 Red Buffing Pads Page 107 Amount Birchstreet BirchStreet Accounts Payable User Manual Invoice 2 Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 E Invoice LEX Cubo ee bear m Ico As a Ra FL BA ADR Sells aE BirchStreet Center 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 Una Description 1 Price Each A ount Description ount T NES 2 Item Code ARV EL a 10042083420 Red Buffing Pads Page 108 Birchstreet BirchStreet Accounts Payable User Manual Review the Receiving Records if necessary and note that receiving records 1913 and 1914 both correspond with PO number 2509 First Receiving Record Receiving Record 000000000001913 Received by Ben Coker Buyer s name Ben Coker Invoice number Invoice subtotal amount Invoice freight amount Invoice tax amount Invoice less discount amount Invoice Total Receiving Notes No Notes Product Disbursement Picked up by Delivered to 0 00 22 24 17 79 0 00 262 36 Purchase Order 000000000002509 Receiv
42. company ID Batch number Vendor code PO reference Supplier invoice number Supplier credit memo number Extended amount Discount amount Tax amount Freight amount Total amaunt AP Print View Submit Status Hold description Transmission status Transmission date Credit memo creator AP invoice number Auto created Credit Memo Hold Memo type Supplier company IO Batch number Vendor PO reference Supplier iinwoice number Supplier credit memo number Extended amount Discount amount Tas amount Freight amount Total amount Page 159 Status Hold description Transmission Status Transmission date Credit memo creator Terma AP inwcice number Auto created 1 15th due the 25th others due 1 ru P Birchstreet BirchStreet Accounts Payable User Manual Click OK Message from webpage Processing is done The Credit Memo changes to an Approval Pending status and will go through the approval process before being transmitted to a back office system APPROVING CREDIT MEMOS To approve a Credit Memo begin on the Approvals Tab 20 Rosewood Demo RE Approve Disapprove Buyer Contact Print View Edit Print w Details Header Update History Budget Impact Approval Details Notes Pending approval ae Attachment Checkbook Prop Summary View PDF First Previous Next Last Refresh Se
43. invoice Once invoices have been fully matched and processed statuses can change as they await transmission or have completed transmission Invoice Complete The invoice has been completed recently and is awaiting the next automatic process to be transmitted to a back office system Transmitted The invoice was transmitted to a back office system but payments have not been posted yet Payment Complete The invoice has been transmitted and payments have been posted ONE INVOICE FOR ONE PO AND ONE RECEIVING EVENT To reconcile a physical copy of a supplier s invoice against a receiving event begin on the AP Invoice Tab and click the Create Invoice button Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column PO number wv Search Text Go Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc e Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Page 72 Birchstreet BirchStreet Accounts Payable User Manual An AP Invoice Screen will appear and you will begin on the Invoice Tab Note that when creating a new invoice there are several blue boxes with white arrows that depict required fields in the entry screen PO Print View AP Print View Notes Submit Override Invoice Dates Vendor Detail History Exception HEC ES AP invoice number New e y Status Transmission status Supplier invo
44. on the Invoice Tab Note that when creating a new invoice there are several blue boxes with white arrows that depict required fields in the entry screen below n AP Print View Te Submit Override RECOGE Status Transmission status Supplier invoice number Ed FT Tranzmiesion date Invoice date Batch number reference Matched receipt numbers PO Status Select Entry Subject Supplier company IDET vendorcodeM _____________ Supplier name Supplier contact ID D Exchange rate m Invoice Tr Total Invoice subtotal amount Ed Invoice tax amount Inwoice freight amount Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Die count amount Total amount Difference Page 87 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copies of the supplier s invoices in hand and note the invoice numbers invoice dates and whether a PO number is referenced Proceed to review the document and note the supplier s subtotal amount tax frieght and grand total Invoice 1 Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center 3737 Birch Street Newport Beach CA 92660 Number Rem ibe 3 p com Descr iption 10041962117 Red Buffing Pads 22654 mm 1 13 2012 EIE BirchStree
45. page h of1 Rows per page 100 PO number Receiving number Dept code GL Account Item desc invoiced qty invoiced price inv extended amt it 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042059 it 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10041962 it 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042083 5 Invoice grand total 540 Variance Note If the Variance still indicates a discrepency continue to make edits and reconcile as needed to decrease the gap Be sure to check tax and freight amounts if discrepencies persist Page 53 Birchstreet BirchStreet Accounts Payable User Manual Once the Variance has decreased to zero or within a tolerable range return to the Invoice Tab and click Override Not all members will have access to the Override button If no access has been granted click Save or Submit so that an authority can review the document before transmission to a back office system Invoice grand total 480 55 Vendor PO Print View History T Supplier invoice number frv2se Invoice date 017152012 EE reference Status Receiving Complete Supplier company ID 13 Supplier name e Wordwide Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code
46. qty invoiced price inv extended amt Edit 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042059 3000 3m Power eS Sponge 20 Case dit 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads CS S Case dit 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042083 20 Red Buffing Pads CS OK Cancel Delete Row PO number 000000000002485 C Reconcile row Receiving number 000000000001922 PO date Receiving row number Received date Receiving Item Information items 10041962 Substitute item Item description hr Red Buffing Pads 5 Department code GL Account 10 90 100 Ordered UOM Received quantity PO Rec d price Received ext amt Invoice Amounts Invoiced quantity Invoiced Rev d qty variance Invoiced price Price variance 0 0000 Inv extended amt 100 75 Extended amt variance so00 Invoice tax amt Invoice freight amount Invoice total OK Cancel Delete Row number 000000000002485 4 Reconcile row Receiving number 000000000001922 PO date Receiving row number 2 H Received date Receiving Item Information tem Substitute item tem description 17 Red Buffing Pads 5 Case Department code i 4 GL Account Ordered Recerred quantity PO Rec d price Recened ext amt Invoice Amounts Invoiced quantity Invoiced qty variance Inwoiced price Price warante Inv extended amt 2150 75
47. receipt numbers Subject Wendor code Reconcile Totals Receiwed ext amt Received tax amount Recerred freight amt Receiving grand total Hold description and click New to begin creating the second supplier Oyvernde noonooDno0001812 10172011 Birchstreet BirchStreet Accounts Payable User Manual The screen will clear out and the required fields on the Invoice Tab will be visible once again AP PrintiView Notes Submit Override History Exception Status Transmission status Supplier invoice number 13 FT Transmission date Invoice date FE Batch number PO reference EA Matched receipt numbers PO Status Select Entry Subject Supplier company 0 ________ Supplier Supplier contact ID CL Exchange rate Invoice Trx Total Invoice subtotal amount El Invoice tax amount Invoice freight amaunt Invoice grand total Totals from Detail Extended amount Tax amount Freight amaunt Discount amount Total amount Difference Page 100 Birchstreet BirchStreet Accounts Payable User Manual Review the second supplier invoice FF655 Unisource Worlwide 4232 Elm Street Suite 320 Newport Beach CA 9433 Newport Beach CA 92660 PO Numbe ber 10042083120 Red Buffing Pads Page 101 UA Sees Date Invoice 1 12 2012 012 22 222 FF655 BirchStreet Center 373
48. this case we can see that after inputting an invoice grand total amount of 118 89 we are left with a Variance of 358 66 Invoice grand total 118 89 Variance Reviewing the information on the Exception Tab we can also deduce additional information in which to figure out where the Variance amount is coming from and why we haven t fallen within our tolerance range The first Exception type is in regards to a Subtotal dollar variance Reviewing the Matching exception for that Exception type we note that excluding tax and freight our AP invoice states that we owe only 100 75 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues on to sttae that the discrepancy between the two amounts has resulted in a 75 10596 variance One of our pre defined tolerances states that we will not allow a Subtotal dollar variance of more than 1096 and the system has now taken exception to this transcation Page 94 Birchstreet BirchStreet Accounts Payable User Manual Invoice grand total 118 89 Close PO Print View AP Print View Notes Attac SUE rt Override Dates Vendor Damil History Exception Reconcile TY 34 oSesrch column Matched date F Search Text GO page 1 of1 Rows page Matched date Matching exception Exception type Row Supplier inv Item desc Order UON 01 12 2012 0
49. 0 BirchStreet Center v Hide Summary ShowLogo Home My Settings Logout Search All Catalogs In Box Shopping Cart Summary v TotakO Items 0 Total 0 00 AP Invoice Submit Print View Notes Attachment Transmit AP Al Checkbook Prop Summary Create Invoice Create First Previous Next Last Refresh Search Column PO number 5 Q Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc inv 88 Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Under Procurement select Accounts Payable and then click the Supplier Site Cross Reference Screen Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center 0 Hide Menu v Hide Summary Show Logo Home Settings Main Menu AP Invoice Procurement L 1 1 H Approvals Submit Print View Notes All List Editors Attachment History Transmit First Previous Next Last Refresh Prop Summary Reconciliation _ Supplier On The Fly Search Column number viv Create Invoice Supplier Request Form Search Text co Q Supplier Site Cross Reference Page 1 of 1 Rows 0 0 of 0 found AP Invoice AP AP Invoice Report invoice Doc Transmission Supplier Supplier inv Invoice Inv AP Invoice Exception Report Status type date name Subje
50. 00000000000106 000000000000047 000000000000033 Not Matched AP Invoice Not Matched AP Invoice Not Matched AP Invoice Not Matched AP Invoice Unisource Worldwide Unisource Worldwide Edward Don amp Company SOTF BENVIRONMENTAL 000000000002331 000000000002326 000000000002301 000000000001846 6789 07 14 2011 05 31 2011 KKJJ 7483290 01 17 2012 05 31 2011 478 05 26 2011 The record will load onto the AP Invoice Screen on the Invoice Tab Note that the status is Not Matched Birchstreet Supplier invoice number Invoice date PO reference PO Status Supplier contact ID a Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code Hold BirchStreet Accounts Payable User Manual Select Entry Subri Salari Ptereipi Match ECOTIDITE Status Transmission status Transmission date Batch number Matched receipt numbers Subject Vendor code Reconcile Trx Totals Received ext amt Received tax amount Received freight amt Receiving grand total Termas Hold description 10172011 C m m m e I Review the scanned document using the View PDF button and confirm that there is a PO in BirchStreet for the invoice and that there is at least one receiving event for the PO After locating a PO select a PO reference n
51. 00000001913 Birchstreet Click New to begin creating the second supplier invoice Supplier inwoice number Invoice date reference x BirchStreet Accounts Payable User Manual Status Transmission status Transmission date Batch number Matched receipt numbers 000000000001813 PO Status hor2031 8 Subject Supplier company ID vendor code Supplier name Supplier contact ID Invoice Trx Total Invoice subtotal amount Reconcile Trx Totals ext amt Invoice tax amount Received tax amount Invoice freight amount Received freight amt Invoice grand total Receiving grand total Payment Payment method code Select Entry w Hold Hold description The screen will clear out and the required fields on the Invoice Tab will be visible once again AP Erit wies Notes Transmission status Transmission date EE invoice date fa EI Batch number PO reference Matched receipt numbers PO Status Subject Supplier company IDET a wendor code a Supplier name m Supplier contact ID m Exchange rate Invoice Trx Total Invoice subtotal Invoice freight amount Inwoice grand total 1 Totals from Detail Extended amount Inwoice tax amount Tax amount Freight amount Discount amount Total amount Difference Page 114 Birchstreet BirchStreet Accounts Payable User Manual Review the second supplier invoice 00798
52. 2 Birchstreet BirchStreet Accounts Payable User Manual The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button AP Print View Notes Attach Submit Override Invoice Dates History Exception HECDIITE AP invoice number New Ba status Transmission status Supplier invoice number Transmission date Invoice date Batch number PO reference 000000000002507 ara Matched receipt numbers PO Status Subject vendorcode 10172011 supplier contact ID Invoice Total Reconcile Trx Totals Invoice subtotal amount 5100 75 Received ext amt Invoice tax amount 58 Received tax amount Invoice freight amount 510 0 Received freight amt Invoice grand total 5118 88 Receiving grand total Payment Terms Payment method code Select Entry v Hold Hold description Click OK on the confirmation prompt Message from webpage Processing is done Page 93 Birchstreet BirchStreet Accounts Payable User Manual If the Invoice grand total does not fall within the tolerance levels that have been predefined the status of the invoice will change to Exception Reload the record by clicking the Refresh icon Once the screen is refreshed click on the Exception Tab to view which tolerance levels were not met and why If your logo is not hidden the system will automatically provide a visible Variance amount In
53. 20 2 00 34 9400 69 88 534 9400 56988 2 00 0 00 0 00 2 00 Receiving Complete 10041962 17 Red Buffing Pads 5 10 90 100 5 200 S201500 540 30 2 00 20 1500 4030 2 00 0 00 0 00 2 00 Receiving Complete 10042083 20 Red Buffing Pads 5 10 90 100 2 00 25 8500 51 70 525 8500 51 70 2 00 0 00 0 00 BirchStreet Accounts Payable User Manual Birchstreet To match the Confirming PO to a New Non PO Invoice return to the AP Invoice Tab select New in the filter menu and the documents will be visible below 20 Rosewood Demo Catalogs Order Guide Cart PO InBox Approvals AP Invoice Inventory First Previous Next Last Refresh Search Column Y Search Text Page 1 of 1 Rows 1 6 of 6 found Print View Attachment Transmit AP Transmission date PO number e AP invoice Status Doc type Supplier name Subject 000000000000007 BirchStreet Produce Approval Details Supplier inv 208230 Checkbook Summary Delete Create Invoice Create Invoice date 03 30 2011 Inv Total 000000000000013 BirchStreet Produce 000000000000110 New Unisource Worldwide 208232 A KK777 03 31 2011 01 15 2012 000000000000021 New BirchStreet Produce 171712917 04 18 2011 000000000000062 New The Chefs Warehouse 000000000002370 1234 08 03 2011 000000000000066 New
54. 2301 000000000001725 10 80 330 Guest Supplies Cup roz 000000000002301 000000000001725 10 90 330 Guest Supplies Cup Stackable 7 1 202 000000000002301 000000000001725 10 80 330 Guest Supplies Flat Plate 11 1 4 Page 39 Birchstreet BirchStreet Accounts Payable User Manual WORKING WITH OCR FEEDS For customers using an OCR Provider to scan supplier invoices and feed the contents into BirchStreet the process of that incoming data is called an OCR Feed The scanned documents that enter BirchStreet via the feed will automatically look for PO s that match the data on the incoming invoice OCR Feeds are a fantastic way to reduce the time it takes to match and reconcile invoices as the data does not have to be manually entered into BirchStreet for every invoice HANDLING AUTO MATCHED INVOICES AUTO MATCHING OVERVIEW Once an OCR Feed is received in BirchStreet invoices that find a matching PO will be automatically matched and ready for transmission to a back office system Invoices that do not find matches will fall in to a number of other statuses which will be discussed in depth in the coming section Auto matched invoices run through a process at specific intervals depending on what has been set up by the customer Because the process timing is defined behind the scenes no manual intervention is necessary The AP auto matching process must be used in tandem with the BirchStreet e Procurement module and t
55. 399 89 000000000000110 New AP Invoice Unisource Worldwide KK777 01 15 2012 5161 88 000000000000021 New AP Invoice BirchStreet Produce 171712917 04 18 2011 S200 00 000000000000062 New AP Invoice The Chefs Warehouse 000000000002370 1234 08 03 2011 114 50 000000000000066 New AP Invoice WINE WAREHOUSE 000000000002115 2115XYZ 08 30 2011 5852 1 Page 58 Birchstreet BirchStreet Accounts Payable User Manual Select an invoice and click the Edit link to access the AP Invoice Screen 20 Rosewood Submit Print View Notes Attachment Approval Details Transmit AP Checkbook Summary Delete Create Invoice Search Column Y Search Text Page 1 of 1 Rows 1 5 of 6 found Transmission Supplier Invoice Inv e AP invoice Status Doc type date Supplier name Subject PO number inv date Total 000000000000007 New AP Invoice BirchStreet Produce 208230 03 30 2011 3 00 000000000000013 New AP Invoice BirchStreet Produce 208232 A 03 31 2011 399 89 000000000000110 New AP Invoice Unisource Worldwide KK777 01 15 2012 161 88 000000000000021 New AP Invoice BirchStreet Produce 171712917 04 18 2011 200 00 000000000000062 New AP Invoice The Chefs Warehouse 000000000002370 1234 08 03 2011 114 50 000000000000066 New AP Invoice WINE WAREHOUSE 000000000002115 2115XYZ 08 30 2011 852 15 The record will load onto t
56. 7 10 90 100 Rooms Paper Towels 2 ply 672 10 90 100 Rooms Napkins 2 ply Non catalog item PURCHASE ORDER BirchStreet Center Status Receiving Complete PO Submit Date 01 17 2012 15 34 53 Customer Account Bill To BirchStreet Center Newport Beach CA 92660 US Attn Accounts Payable Ship To BirchStreet Center Newport Beach CA 92660 US Attn Justin Davis Terms Subject Paper Products Partial Order Accepted No Ship via Best Way Payment Terms 1 15th due the 25th others due 10th of next Month Department 10 Rooms Payment Method Purchase order Price 20 0000 10 0000 Sub Total Freight Tax Amount Less Discount Total amount due Extension 60 00 Edit Line Edit Attoc 20 00 Edit Line Edit Alloc Receiving Events refer to documented transactions in BirchStreet where a receiver has updated the system with incoming and or outgoing goods services Within BirchStreet purchase orders will be created and submitted to a supplier Once the goods services are received back at the property they are noted in BirchStreet and each occurrence creates a receiving event Page 11 Birchstreet BirchStreet Accounts Payable User Manual Receiving Record is a mini report that encapsulates the activities performed in each receiving event Once goods services are received at a property and they are notated in BirchStreet each receiving event generates a document called a received record In ma
57. 7 24 06 Exception Header Subtotal dollar Te extended trx amount percentage variance 100 75 Receiving 404 7 n wariance 75 105 allowed 5 variance 10 0 01 12 2012 07 24 06 Exception Header Subtotal dollar amt extended trx amount variance variance 100 75 Recening 404 7 variance 303 85 allowed variance 50 0 The second Exception type is in regard to the Subtotal dollar variance Reviewing the Matching exception field for that Exception type we note that excluding tax and freight our AP invoice states that we owe 100 75 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues to state that the discrepancy between the two amounts has resulted in a 303 95 variance between the two subtotals One of our pre defined tolerances states that we will not allow a Subtotal dollar variance of more than 50 00 and the system has now taken exception to this transcation Invoice grand total 118 89 Variance AP Print View Notes Attac Override Select Receipts Match Dates Vendor Daizil Histone Exception Reconciles Y b 4 Search column Matched date Y Search Text GO page 1 011 Rows per page 100 Matched date Matching exception Exception type Row Supplier ltem Item desc Order Edit 01 12 2012 07 24 06 Exception Header Subtotal doll
58. 7 Birch Street Newport Beach CA 92660 Birchstreet BirchStreet Accounts Payable User Manual Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier PO reference Refers to the PO number referenced when creating a paper invoice against PO that was processed in BirchStreet The field is greyed out and must be populated using the lookup icon Blio the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow the search criteria at the top of the lookup screen Once the correct PO number has been located click Select e Purchase Order Number Lookup Windows Internet Explorer PEE https birchstreetsystenms com Advanced Search Search Column numer b search Text Page 1 of 4 Rows 1 350 of 1074 found
59. 71 Manual Invoice Creation aA ________________ 71 Manual Invoice 72 One Invoice for One PO and One Receiving Event eeeesesssssssssssssssesseseee nennen nennen 42 One Invoice for One PO and Multiple Receiving 80 Multiple Invoices for One PO and One Receiving 87 Multiple Invoices for One PO and Multiple Recevining Events 106 Multiple Discrepency Invoices Over Invoiced in Quantity or Price sees 120 Iure sin a Non o E MEM 133 DELETING MANUAL INVOICES IN A NEW 5 146 ENTERING CREDIT MEMOS MANUALLY ies ors eru pea euo epe pFSe TX ONE e e 148 Creating redit Memos Manually i 148 Submitting Credit Memos for Approval 159 Approving Credit MemIOS ioc eo mte pite bibo _______ ______ ______ ___ 160 HANDLING USE TAX q 167 TRANSMITTING INVOICES AND CREDIT MEMOS TO A BACK OFFICE SYSTEM 167 Manually Transmitting IBVOIC S is aeo rote __________________ _ _ __ 167 Birchstreet BirchStreet Accounts Payable User Manual Manually Transmitting Credit Mem
60. AP Invoice COMMERCIAL FURNITURE GROUP INC HANDLING INVOICES IN AN EXCEPTION STATUS Auto matched invoices that have not been successfully matched to a PO or corresponding receiving events nor fallen within a predefined tolerance range will fall into an Exception status Exception statuses are commonly the result of receiving events that have been tracked in one event instead of multiple receiving events when there were multiple shipments Receiving events should be tracked in BirchStreet when they occur so that each event is tracked separately Another common occurrence that will cause an invoice to go into an exception status is when a supplier has over invoiced item quantities or unit prices Exception status invoices must be reviewed and reconciled in order to continue to process the invoice and transmit it to a back office system To handle exceptions begin on the AP Invoice Tab 20 Rosewood Demo amp Submit Print View Notes Attachment History Approval Details Transmit AP Checkbook Prop Summary Delete Create Invoice Create Search Column PO number Y Search Text GO Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc e Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Page 42 Birchstreet BirchStreet Accounts Payable User Manual Use the filter options to pull up any invoices in an Exception status and click GO All Ww First Prewio
61. Batch number PO reference 000000000002438 4 Matched receipt numbers PO Status Receiving Complete Subject Vendor code 101 T2011 Supplier contact ID Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount Received ext amt Invoice tax amount Recewed tax amount Invoice freight amount Received freight amt Invoice grand total 5450 55 Receiving grand total Payment Terms Payment method code Select Entry 1 Hold Hold description Page 124 Birchstreet BirchStreet Accounts Payable User Manual Click OK on the confirmation prompt Message from webpage Eg A Processing is done If the Invoice grand total does not fall within the tolerance levels that have been predefined the Status of the invoice will change to Exception Reload the record by clicking the Refresh icon Once the screen is refreshed click on the Exception Tab to view which tolerance levels were not met and why If your logo is not hidden the system will automatically provide a Variance amount In this case we can see that after inputting an Invoice grand total amount of 480 55 we are left with a Variance of 75 85 Invoice grand total 480 55 Variance Reviewing the information on the Exception Tab we can also deduce additional information in which to figure out where the Variance amount is coming from and why we haven t fallen within our tolerance range The first Exception type is in regards to a
62. Extended amt variance Inwoice tax amt Inwnice freight amount Inwoice total Page 50 Birchstreet BirchStreet Accounts Payable User Manual The updated invoice price will immediately be updated within the line item information Reconcile PO number Search Text GO page h of1 Rows per page 100 PO number Receiving number Dept code GL Account Item Item desc Invoiced qty Invoiced price extended amt 000000000002485 000000000001922 000000000002485 000000000001922 30 1500 150 75 000000000002485 000000000001922 Invoice grand total 480 Variance Reconcile V Search Text GO page PO number Receiving number Dept code GL Account Item Item desc invoiced qty invoiced price Inv extended amt 34 94 30 1500 25 85 Page 51 Birchstreet BirchStreet Accounts Payable User Manual Once clicked the line item screen will open Invoice Dates Vendor 12 1 History Exception Reconcile V A gt 4 Search Column PO number Search Text GO 1 of 1 Rows per page 100 PO number Receiving number Dept code GL Account Item Item desc Invoiced qty Invoiced price Inv extended amt 000000000002485 000000000001922 10 90 100 Cleaning Supplies 34 94 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10041962 30 1500 000000000002485 000000000001922 10 90 100 Cleaning Supplies 10042083 25 85 454 70 Cancel Delete
63. Group Select 10 90 330 Guest Supplies 10 90 2343 Corporate Office Reimbursement 10 90 370 Laundry 4 Dry Cleaning 10 90 475 10 90 180 Dues 4 Subscriptions 10 Operating Supplies Click OK to close line item screen AP Prinuview f subst Add Row A search Column Row Search Text GO page 1 Rows page 100 Line type Detail umbe iption Quantity Unit p Extens Tax amt a a a a Row Line type tem number Description Quantity Unit price amount Extended amount Tax amount Freight amount Discount amount Total amount Department code GL Account PO reference 520 00 50 00 Free form e72 Damaged Napkins ________ x 10 90 330 J Hg z Receipt number Page 164 Total home amt 520 00 Birchstreet BirchStreet Accounts Payable User Manual Click Save New Save Delete AP Print View Submit Detail 4 Search Column Row V Search Text 1 011 Rows page 100 ow Line type Item number Quantity Unit price Extension Tax amt Frt amt Discount amt Total home amt 20 00 0 00 0 00 20 00 Click Close at the top of the screen Click OK on the following prompt Message from webpage Click Approve Welcome Ben Coker Mktpic 483 20 20 Rosewood Demo v
64. Invoice AP AP Invoice Report invoice Doc Transmission Supplier PO Supplier inv Invoice Inv AP Invoice Exception Report Status type date name Subject number date Total AP Invoice Summary Report ________________________ AP Credit Memo AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Supplier Site Cross Reference Supplier Cross Reference Listing AP Vendors Needing Cross Refere AP Matching Criteria Access the Credit Memo Screen via the AP Invoice Tab To access the AP Credit Memo Screen via the AP Invoice Tab begin on the AP Invoice Tab and click the Create CM button Welcome Ben Coker Mktplc 483 20 20 Rosewood Demo v d 7 Hide Menu v Hide Summary Show Home My Settings Help Logout AP Invoice Submit Print View Notes Attachment Approval Details All Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM First Previous Next Last Refresh Search Column PO number Search Text Q 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Note Both methods will open the AP Credit Memo Screen and the functionality will be the same regardless as to how it is chosen to be accessed Note that when the screen opens there will be severa
65. Invoice grand total Page 84 Birchstreet BirchStreet Accounts Payable User Manual The current status for this invoice is Not Matched but now that the required information has been entered click the Match button Override AP invoice number Transmission status Supplier invoice number Transmission date Invoice date Batch number PO reference 00000000002487 ari Matched receipt numbers PO Status Subject Vendor code 10172011 Supplier contact ID Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 5578 40 Received ext amt Invoice tax amount Received tax amount Invoice freight amount Received freight amt Invoice grand total 579 40 Receiving grand total Click OK on the confirmation prompt Message from webpage Eg AN Processing is done If the Invoice grand total falls within the tolerance levels that have been predefined the Status of the invoice will change to Auto Matched Page 85 Birchstreet BirchStreet Accounts Payable User Manual Reload the record by clicking the Refresh icon Once the screen is refreshed note that the system automatically retrieved the two receiving events for this PO which we see populated in the Matched receipt numbers field The receipt numbers of 1904 and 1905 last four digits match the receiving record numbers previously grouped to the supplier s invoice PrintView AP Print View Invoice AP invoice number 0000000000092 p St
66. Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Invoice subtotal amount 625 00 Invoice tax amount Invoice freight amount Invoice grand total Page 137 Birchstreet BirchStreet Accounts Payable User Manual The current status for this invoice is New and the line item data will need to be added before the Non PO invoice can be processed Status Click the Detail Tab b 4 Search Column Row Search Text GO page o 010 Rows per page 100 ROW Substitute item Line status Line type PO number item item desc Order UOM invoiced qty Inv unit price Inv extended amt 7 To add line item data click the Add Row button Detail hui AR 4 Search Column Row Search Text 010 Rows 100 Substitute item Line status Line type PO number item item desc Order UOM invoiced qty Inv unit price inv extended amt 71 Page 138 BirchStreet Accounts Payable User Manual Birchstreet A line item screen will appear below Note that when adding a new line item there are several blue boxes with white arrows that depict required fields in the entry screen n Detail A gt 4 search Column Row Row Substitute item Line status Line ty
67. P Print View Hotes Match Dates Vendor Werat Reconcile History Exception Matched date Edit 01 12 2012 16 33 05 Matching exception Exception type Row Subtotal dollar To variance Supplier inv Item Item desc Order UOM Exception Header extended trx amount percentage variance 480 55 Receiving 404 7 ta variance 18 7423 allowed 95 variance 10 0 Edit 01 12 2012 16 33 05 Subtotal dollar amt variance Exception Header extended trx amount variance AP 480 55 Receiving 404 7 variance 75 85 allowed variance 50 0 HH817 Note any discrepencies between the actual receiving record or history on the PO Print View screen Comparing the supplier invoice with the receiving record indicates discrepancies of quantity and price Receiving Record 000000000001917 Purchase Order 000000000002486 Received 01 12 2012 Buyer s Phone 949 567 7000 Received by Ben Coker Buyer s name Mary Sato PO Status Receiving Complete Buyer s Dept A amp G Invoice number Invoice subtotal amount Invoice freight amount Invoice tax amount Invoice less discount amount Invoice Total PO date PO subtotal PO Freight amount PO Tax amount PO less discount amount PO Total 01 04 2012 404 70 0 00 0 00 0 00 404 70 Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount
68. PO Print w Details PO number PO date PO Status Changed to above status on Supplier name Buyer name Required delivery date Budget date Expected delivery date Page 172 Birchstreet BirchStreet Accounts Payable User Manual Manually enter a new date or use the calendar icon to select a date in another budget period then click Adjust Budget Adjust Budget PO Print w Details PO Header PO number PO date PO Status Changed to above status on Supplier name Buyer name Required delivery date Budget date Expected delivery date 02 15 2012 8 Click OK Message from webpage AN Processing is done Page 173 Birchstreet BirchStreet Accounts Payable User Manual SEARCHING FOR INVOICES AND CREDIT MEMOS USING THE AP INVOICE TAB The AP Invoice Tab is the primary tab used when working with the AP Module Clicking on the tab users will see a selection of filter options on the on the left hand side of the screen 20 BirchStreet Center 42 Catalogs Order Guide Cart PO InBox Approvals AP Invoice Submit Print View Notes Attachment History Transmit AP All Checkbook Prop Summary Delete Create Invoice First Previous Next Last Refresh Search Column PO number wv Search Text Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date T
69. PO Status Select En 000000000002370 Subject 000000000002115 Supplier company ID BirchStreet Produce Vendor code 232352342 Q Supplier name BirchStreet Produce Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 147 Birchstreet BirchStreet Accounts Payable User Manual Click OK to confirm Message from webpage 1 135 Do you want to delete this document From Ehe database Click Close or continue to process other invoices ENTERING CREDIT MEMOS MANUALLY In the case of discrepancies between a supplier s invoice and a customer s receiving events Credit Memos Informational Credit Memos can be created in BirchStreet In most cases when a discrepancy is noted the vendor should be contacted to obtain a Credit Memo but as a reminder of an incoming memo from a vendor Credit Memo s can be created and deleted later if applicable for customer s receiving memo s via an OCR Feed CREATING CREDIT MEMOS MANUALLY To create a Credit Memo the AP Invoice number supplier company ID and PO reference are needed Upon gathering the data from the invoice the Credit Memo screen can be accessed in one of two ways Access the Credit Memo Screen via the Main Menu To access the AP Credit Memo Screen via the Main Menu unchec
70. Print View Notes Submit Override Invoice Dates Vendor Detail History Exception HEC ES AP invoice number New e y Status Transmission status Supplier invoice number 1 Transmission date Invoice ERI Batch number PO reference CL Matched receipt numbers PO Status Select Entry Subject Supplier company 10 Vendor code E g Supplier name Supplier contact ID Exch t change rate Invoice Trx Total Invoice subtotal amount Invoice tax amount O O Invoice freight amaunt Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 134 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copy of a supplier s invoice in hand and note the invoice number invoice date subtotal amount tax frieght and grand total Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center BirchStreet Center 3737 Birch Street 3737 Birch Street Newport Beach CA 92660 Newport Beach 92660 T ma E Srms Subtotal 5825 00 825 00 On AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Page 135 Birchstreet BirchStreet Accounts Payable
71. Row PO number 000000000002485 Reconcile row hoc Receiving number 000000000001922 Q date 01 04 2012 12 34 35 Receiving row number Received date 01 15 2012 Receiving Item Information Item 10042083 Substitute item Item description Red Buffing Pads S case Department code GL Account 10 90 1 00 Ordered UOM Received quantity PO Rec d price Received ext amt Invoice Amounts Invoiced quantity 3 Invoiced Rcv d qty variance ooo Invoiced price 525 8500 Price variance 0 0000 Inv extended amt 129 25 Extended amt variance 50 00 Invoice tax amt Invoice freight amount Invoice total Enter the supplier s Invoiced quantity of 6 and click OK OK Cantel Delete Row number 000000000002485 Reconcile row Receiving number 000000000001922 PO date Receiving row number J Receiwed date Receiving Item Information tem 1 0042083 Substitute item Item description Red Buffing Pade 5 case Department code GL Account Ordered UOM Received quantity PO Re amp ec d price Rieceied ext amt Invoice Amounts Inwoiced quanti Inwoiced Rcwd qty variance Invoiced price Sn Price variance Inw extended amt R55 10 Extended amt variance Invoice tax amt Invoice freight amount Inwoice total Page 52 Birchstreet BirchStreet Accounts Payable User Manual The updated invoice quantity will immediately be updated within the line item information Reconcile PO number V Search Text GO
72. Subject PO Status PO date Sup company ID Pre Unisource MINY 011 2012 AHHHHHHHHBHE c RE n 1 kT wa 000000000002508 Receiving Complete 2122 08 13 Unisource for Complete 01 11 2012 1PORRR oe Select 0000000 00002 507 24 7 534 Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Page 102 Birchstreet BirchStreet Accounts Payable User Manual Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Supplier company ID fis 9 Vendor code 0172011 CL
73. TE Page 1 of 1 Rows 1 5 of 5 found AP invoice number A Status Transmission status Supplier inv PO reference Supplier invoice numberM t lt i_O Transmission date 208230 208232 A invoice date Batch number 171712917 PO reference Matched receipt numbers 1234 00000000000237 PO Status t Ent 2115XYZ 00000000000211 e Supplier company al Vendor code Supplier name Supplier contact ID PO Exch t m xchange rate Invoice Total invoice subtotal amount 7 invoicetaxamount Invoice freight amount invoice grand tot Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Birchstreet BirchStreet Accounts Payable User Manual To view the Entry screen in its entirety select the Entry radio button at the top of the page Delete PO Print View AP Print View Notes Submit Override Select Dates Vendor Detail History Exception Recone AP invoice number New p Status Transmission status Supplier invoice number Transmission date Invoice date D NEED Batch number reference EE du Matched receipt numbers PO Status Select Entry Subject Supplier company DE Supplier LLL Supplier contact ID CL D Exchange rate Invoice Trx Total Invoice subtotal amount Ll Invoice tax amount Invoice freight a
74. Transmission status Transmission date Batch number Matched receipt numbers subject Vendor code Reconcile Trx Totals Received ext amt Received tax amaunt Received freight amt Receiving grand total Term Hold description Override 10172011 Po m m Birchstreet BirchStreet Accounts Payable User Manual If the Invoice grand total falls within the tolerance levels that have been predefined the Status of the invoice will change to Auto Matched Reload the record by clicking the Refresh icon Glancing up to the Variance field on the logo panel you may note a slight variance depending on tax or freight discrepencies but because that small amount falls within the defined tolence levels it did not result in an Exception status Variance m Dn Invoice grand total 358 51 at 50 01 Reviewing the Matched receipt numbers field we see that the system was able to automatically match this second supplier invoice to the outstanding line items from the original receiving event 1912 Supplier invoice number Invoice date PO reference x PO Status Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Inwoice freight amount Invoice grand total Payment Payment method code Hold AP Print View Notes Attach History Exception Reconcile H m 303 95 24 32 30 40 Select Entry E Status Transmission
75. User Manual Note that if a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace To select a Supplier company ID click the lookup icon to the right of the field The Supplier company ID can manually be typed in if it is known Note Optionally narrow the search criteria at the top of the lookup screen Once the correct Company ID has been located click Select e Supplier Lookup Windows Internet Explorer C https birchsktreeEsvsEems com Advanced Search First Previous Next Last Refresh search Text junisource B0 Page 1 of 1 Rows 1 2 of 2 found Company ID RHR code Early pmt terms Payment terms Trans method un Online Electronic 1 15th due the 25th 13 Worldwide others due 10th of next Month Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier
76. act if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Page 91 Birchstreet BirchStreet Accounts Payable User Manual Supplier company ID fis QQ Vendor code 0172011 Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Reconcile Trx Totals Invaice subtotal amount 5100 Received ext amt Invoice tax amount 55 06 Received tax amount Invoice freight amount 510 Received freight amt Invoice grand total 5 Receiving grand total Page 9
77. al Once the item is found click the Select button e Catalog Lookup Windows Internet Explorer https birchstreetsystems com Advanced Search First Previous Next Last Refresh Search Column tem Search Text 100221573 Page 1 of 1 7 Rows 1 1 of 1 found Lambswool Duster 26 Impact 3103 Each 10042177 12 Broome Brushes Dusters Internet The Item and the Item description will automatically be popluated when selected an item from a catalog Copy as New Row Edit Alloc Line type Catalog item tem 10042177 Item description Lambswool Duster 28 Impact 3103 Each Page 141 Birchstreet BirchStreet Accounts Payable User Manual To add a Free form item to an invoice follow these steps Using the drop down menu in the Line type field select Free form Select Entry Catalog tem Refer to the invoice and type in the supplier s Item and Item description Copy as New Row Allo Line type Catalog item tems Item description January 2012 Waste Removal For both Catalog item and Free form entries continue to complete the remaining required fields on the screen Department Refers to the Department that is going to be charged for this line item on the invoice GL Account Refers to the GL Account that this line item is going to be coded to Department GL Account PO Po Manually type in the Department and GL Account or use the lo
78. amt Invoice grand total 10 Receiving grand total Page 117 Birchstreet BirchStreet Accounts Payable User Manual The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button AP Print View Attach Submit Ovenide Select Receipts Match History Supplier invoice number 00798 Invaice date 01 12 2012 a reference 000000000002509 PO Status Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code Select Entry v Hold Click OK on the confirmation prompt Message from webpage Eg AN Processing is done Exception ifzeogcila Status Transmission status Transmission date Batch number Matched receipt numbers Subject Vendor code 101 T2011 Reconcile Trx Totals Received ext amt Received tax amount Received freight amt Receiving grand total Terms Hold description Page 118 Birchstreet BirchStreet Accounts Payable User Manual If the invoice finds a receiving event that matches the Invoice total amount and falls within the tolerance levels that have been predefined the status of the invoice will change to Auto Matched Status Reload the record by clicking the Refresh icon Once the screen is refreshed note the Variance field in the logo panel indicates that no variance was
79. anager will work with each property to import a template that will allow for an automatic mass upload of all existing Vendor Codes A Vendor Code template will be provided to the property they will export the Vendor Codes from their back office system and the template will then be returned to the BirchStreet Project Manager for import This process is designed to minimize the effort involved in populating a BirchStreet marketplace with functional Vendor Codes prior to utilizing the BirchStreet AP Module After implementation new vendor codes can be added on an individual basis by following the steps in the next section ADD A NEW CROSS REFERENCE CODE To add a new cross reference code between a suppliers BirchStreet ID and their unique vendor code proceed by following the steps below Uncheck the Hide Menu Option at the top of the screen to show the menu on the left hand side of the page 20 B irch Street Center Search All ing Cart Summa Ee Total 0 Items 0 Total 00 Attachment Transmit Search Column PO number wv Search Text 1 of 1 Rows 0 0 of 0 found Page 21 Birchstreet BirchStreet Accounts Payable User Manual Under Procurement select Accounts Payable and then click the Supplier Site Cross Reference Screen Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center Hide Menu Hide Summary Sho
80. anuary 2012 Waste 5825 0000 5825 00 50 00 Removal 825 00 0 00 0 00 On the Invoice Tab review the information if necessary and then click Submit PO Print View AP Print Vievr t Attach Submit TER elect pere Invoice Dates Vendor Detail AP invoice number New Status Tranemieion status Supplier invoice number Transmission date Invoice date 0112 2012 Batch number PO reference 4 Matched receipt numberz PO Status Subject Supplier company ID 4 Unizaurce Wordwide vendor code 101 72011 Supplier name Supplier contact ID Exchange rate 1 Invoice Trx Total Invoice subtotal amount Invoice tax amount Inwaice freight amount Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Payment Payment method code Select Entry wt Hold Hold de cription Home currency Page 145 Birchstreet BirchStreet Accounts Payable User Manual After submitting the invoice the status of the invoice will be changed to Invoice Complete DELETING MANUAL INVOICES IN A NEW STATUS If it is discovered that items on an invoice in a New status were not ordered or received the invoice can be deleted as shown below Begin on the AP Invoice Tab and click the Create Invoice button to be routed to the AP Invoice Screen Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete
81. ar 5 1 FF654 extended trx amount percentage variance 100 75 Receiving 404 7 variance 75 105 allowed variance 10 0 Edit 01 12 2012 07 24 06 Exception Header Subtotal dollar amt 2 FF854 extended trx amount wariance variance 100 75 Receiving 404 7 variance 303 95 allowed variance 50 0 Page 95 Birchstreet BirchStreet Accounts Payable User Manual Return to the Invoice Tab and note that the Matched receipt numbers field has been populated with a receiving event record F Invoice Status Transmission status Supplier invaice number FFese Trangemission date Invoice date uL 0 Batch number PO reference 2507 Matched receipt numbers 000000000001912 PO Status Click on the Reconcile Tab and note that three line items were affected in this single receiving event PO number Receiving number Dept code GL Account Item Item desc Invoiced qty Invoiced price Inv extended amt Reviewing supplier invoice FF654 shows that the invoice includes only one if these line item transactions which is the 17 Red 215 Pads 10041962117 Red Buffing Pads Page 96 Birchstreet BirchStreet Accounts Payable User Manual Remove the two un invoiced items from the receiving event by clicking on the Red X s to the right of each line Vendor 21 11 History Exception Reconcile Search Column PO number viv Search Text GO page 1 of 1 Rows pe
82. arch Column Doc number Search Text Page 1 of 1 Rows 1 2 of 2 found e Status Doc type Doc number Doc Date Reg deliv date Submitter Property Subj Supplier Total amount 000000000002515 01 17 2012 23 01 39 01 18 2012 BirchStreet Center Unisource Worldwide Ap Ben Coker 000000000000013 01 18 2012 15 30 38 BirchStreet Center Unisource Worldwide History Budget Impact Approval Details Notes Pending approval First Previous Next Last Refresh Search Column Doc number Search Text 1 of 1 Rows 1 2 of 2 found Req deliv date Submitter Property Subj Supplier Total amount e Status Doc type Doc number Doc Date re Ben Coker 000000000002515 01 17 2012 23 01 39 01 18 2012 BirchStreet Center Unisource Worldwide Ans Ben Coker 000000000000013 01 18 2012 15 30 38 BirchStreet Center Unisource Worldwide Page 160 Birchstreet BirchStreet Accounts Payable User Manual Print add Notes or add Attchments if applicable Credit Memo BirchStreet Center Rosewood Hotels amp Resorts Memo 000000000000015 Terms Entry date 01 18 2012 Payment Terms 1 15th due the 25th others due 10th of next Month Memo Trx Total 20 00 GL Account Status Approval pending Supplier Remit To Unisource Worldwide Vendor Code 10172011 File 57006 File 57006 Los Angeles CA 90074 US Los Angeles CA 90074 US Attn Ste
83. artment and GL Account information Once completed click OK Page 153 Birchstreet BirchStreet Accounts Payable User Manual Cancel Copy as New Row Delete Row Edit Alloc Line type Item number 00419582 Description ua OQ Quantity OS Unit price amount O Extended amount Tax amount Freight amount Discount amount Total amount Department code GL Account PO reference Continue to use the Add Row button to add additional line items if necessary In this example we accounted for a price discrepancy in the added line above and now will add an additional line to account for a quantity discrepancy If an additional line is added click OK Page 154 Birchstreet BirchStreet Accounts Payable User Manual Cancel Copy as New Row Delete Row Edit Alloc Row B Line type Item number i0ga2083 7 Description 20 Red Buffing Pads 7 UOM Quantity 6665 Unit price amount Extended amount Tax amount Freight amount Discount amount Total amount Department code GL Account 10 90 1 00 Cleaning Supplies PO reference x Note the line items will now be visible on the Detail Tab and the amount of the Credit Memo is visible at 75 85 When done adding line items click Save Delete AP Print View Submit Dates Vendor Detail History ee M 4 Search Column Y Search Text GO page ofi Rows per page 100 Line type Item number Description Quanti
84. ases not all AP members will have access to process and transmit all invoices without first submitting those to an approver Override Once invoices in an exception status are reviewed and modified this button is used to finalize an invoice and changes the status into one that is acceptable for transmission to a back office system In some cases not all AP members will have access to the Override button and therefore must use the Save or Submit buttons instead Saved or submitted documents will then be reviewed by an authority and will be overridden at that time Select Receipts Used when the system does not find a specific matching receiving event for an invoice Users can use this button to review all receiving events for a PO and select the one that matches the invoice Match When entering new invoices manually this button is used to match a PO and receiving events with a new invoice If the PO receiving events and invoice do not match the status of an invoice will change to exception and will need to be modified Page 36 Birchstreet BirchStreet Accounts Payable User Manual AP Invoice Screen Tabs Invoice Tab Provides a screen where new invoices are entered or existing invoices reviewed F Invoice Supplier invoice number ni Invoice date B reference PO Status Select Supplier company SOTF SuppierD Supplier name Supplier contact ID m Invoice Trx Total In
85. atalog item to an invoice follow these steps Using the drop down menu in the Line type field select Catalog item Line ype lom Select Ent Catalog item tem description Click on the lookup icon to the right of the Item field Line type Catalog Item Item description Ed If desired narrow down the search for the item using the search filters Catalog Lookup Windows Internet Explorer cv07 BbirchskEreebeysbems com 14 2 Adwanced Search First Previouz Next Last Refresh date unt Moms per keywa Internal tem Flock Lined Latex Gloves 64405 Small PK 12 Gloves and Safety Supplies tem d tems per UOM Flock Lined Latex 000 Long desc Gloves g440M Medium Glowes and Safety Supplies lead time Mig name nnn part Min order qty Model Pack dimensions Heaywy Duty Latex 000 Product class Gloves 34305 Small 2 Glowe and Safety Supplies Quality rating Single order Flock Lined Latex Gloves B440x L X 2 Glowee and Safety Supplies Heavy Duty Latex Gloves G430M Medium and Safety Supplies Heawy Duty Latex Houzekeeping Glowes 2430L Large Glowes and Safety Supplies Da zen Orange z8 Mil Heawy Duty Latex Housekeeping Gloves 300091 X Gloves and Safety Supplies Ep Internet Page 140 Birchstreet BirchStreet Accounts Payable User Manu
86. atching sequence 15 Apply when PO amt is zero Filter records to match Buyer company ID o Supplier company ID SOTF Supplier ID Supplier type Purchase type enter database value Note Tolerances can be created using any number of Matching types and comparative values and once created they can be modified at a later date Determine what business processes are currently in place or which processes need to be put in place before creating tolerances Keep in mind that the tolerances defined by each property will be the first line of defense when reconciling supplier invoices for PO s against receiving events for the same PO Any invoice that does not fall within the tolerance levels will fall into an Exception status and will need to be manually reconciled at a later time 55 VENDOR CODES Vendor Codes unique codes assigned to supplier by a customer property corporation must be cross referenced to all suppliers in a BirchStreet marketplace in order for invoice data to flow from BirchStreet to a back office system During the initial AP Module implementation period vendor codes can be incorporated into BirchStreet via a template format After implementation vendor codes can be added on an individual basis as more suppliers are added to a marketplace Page 20 Birchstreet BirchStreet Accounts Payable User Manual PRE AP MODULE SETUP During the initial AP Module setup process a BirchStreet Project M
87. atus Tranamission status Supplier invoice number 232p Transmission date Invoice date ow06 2012 Batch number PO reference 0000000002481 Matched receipt numbers 000000000001904H0000000000 PO Status Subject Vendor code 10172011 Supplier contact ID Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount Received ext amt Invoice tax amount Received tax amount Invoice freight amount Received freight amt Invoice grand total 579 40 Receiving grand total Note that while the invoice has been reconciled it has not yet been transmitted Depending on the business process at the property invoices can be submitted to an approver using the Submit button or they can be transmitted to a back office system from the AP Invoice Tab as discussed on page 167 Page 86 Birchstreet BirchStreet Accounts Payable User Manual MULTIPLE INVOICES FOR ONE PO AND ONE RECEIVING EVENT To reconcile multiple supplier invoices against a single PO and receiving event begin on the AP Invoice Tab and click the Create Invoice button 20 BirchStreet Center Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column Y Search Text co Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total An AP Invoice Screen will appear and you will begin
88. b to reconcile differences between the receiving event and the supplier invoice Reconcile A gt 4 Search Column PO number Y Search Text page 1 of1 Rows page 100 Detail ye PO number Receiving number Dept code GL Account item Item desc UOM invoiced qty invoiced price Inv extended amt it 000000000002486 000000000001917 10 10 90 100 Cleaning Supplies 10042059 3000 3m Power 34 94 Sponge 20 Case it 000000000002486 000000000001917 10 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads CS 20 15 000000000002486 000000000001917 10 10 90 100 Cleaning Supplies 10042083 25 85 To reconcile the supplier invoice to the receiving event begin by clicking the Edit line link next to the second item or 7 7 Hi Reconcile gt 4 Search Column number V Search Text page 1 of1 Rows page 100 PO number Receiving number Dept code GL Account Item desc UOM Invoiced qty Invoiced price Inv extended amt it 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10042059 3000 3m Power Sponge 20 Case Edit 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads CS it 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10042083 20 Red Buffing Pads CS Page 128 Birchstreet BirchStreet Accounts Payable User Manual Once cl
89. cable e Reports Included are full complement of accounts payable based reports Page 5 Birchstreet BirchStreet Accounts Payable User Manual SYSTEM DEPENDENCIES The BirchStreet AP Module must be used in tandem with the BirchStreet e Procurement module and the following details will be pertinent to success e Requires full use of e Procurement Module must be in either an Accepted by Supplier or Received status for AP functionality to begin AP Invoices for PO s in an Accepted by Supplier status will remain a Not Matched status until receiving is done Invoices for PO s a Received status will be automatically matched against the receiving events for properties using an EDI feed For properties using Manual Invoice Entry the invoices must be enetered before automatching can commence e Receiving events should be completed per each individual delivery i e do not combine multiple deliveries into one receiving record SUPPORT Page 6 Birchstreet BirchStreet Accounts Payable User Manual Support Hours USA M F 0500 1600 PST International 2200 0700 GMT 0800 1700 CET M F 0900 1800 IST Support Phone Numbers USA 1 949 567 7030 International 44 203 051 6818 Support Email Support Email support birchstreet net LOGGING IN Page 7 Birchstreet BirchStreet Accounts Payable User Manual To log in to BirchStreet use the customize
90. ception Reconcile AF invoice number 3 eh Status Transmission status Supplier invoice number Transmission date Invoice date 01 13 2012 Batch number reference 2 Matched receipt numbers 000000000001912 7 CL PO Status Subject Vendor code 101 72011 Supplier contact ID Ch m Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 5100 75 Received ext amt Invoice tax amount 6 1 Received tax amount Invoice freight amount 10 0 Received freight amt Invoice grand total 118 88 Receiving grand total Variance Payment Payment method code Select Entry Hold Hold description Page 98 Birchstreet BirchStreet Accounts Payable User Manual Click OK on the confirmation prompt Message from webpage Eg A Processing is done If the invoice grand total falls within the tolerance levels that have been predefined the status of the invoice will change to Match Override Reload the record by clicking the Refresh icon invoice AP invoice number Supplier inwoice number Inwoice date PO reference PO Status Supplier company ID Supplier name Supplier contact ID Invoice Trx Total Invoice Subtotal amount Invoice tax amount Inwoice freight amount Inwoice grand total Payment Payment method code Hold AP Print Viewr 5100 75 55 06 10 08 Select Entry gt Page 99 Status Transmission status Transmission date Batch number latched
91. ch CA 92660 Newport Beach CA 92660 nom ber 1 Shi nip rm PO Numbi Tei n me ii Item Code escription er ae Power Sponge 10042083 20 Red Buffing Pads Page 121 Birchstreet BirchStreet Accounts Payable User Manual Review the Receiving Record if necessary and note the receiving record number of 1917 that corresponds with the PO number of 2486 Receiving Record 000000000001917 Received by Ben Coker Buyer s name Mary Sato Invoice number Invoice subtotal amount Invoice freight amount Invoice tax amount Invoice less discount amount Invoice Total Receiving Notes No Notes Product Disbursement Picked up by Delivered to Line status Item SKU Product Desc Receiving Complete 10042059 3000 3m Power Sponge 20 Case Receiving Complete 10041962 17 Red Buffing Pads 5 Case Receiving Complete 10042083 20 Red Buffing Pads 5 GL Account OrderUOM Pack Size 10 90 100 cs 20 5 00 34 9400 10 90 100 CS 5 5 00 520 1500 10 90 100 CS 5 5 00 525 8500 Purchase Order 000000000002486 Received on 01 12 2012 Buyer s Phone 949 567 7000 PO date PO subtotal PO Freight amount PO Tax amount PO less discount amount PO Total Department Location Purchase orders Order Qty Unit price Date Signature Acpt d qtv 5 00 5 00 5 00 Receiving Unit price 531 9100 820 1500 825 8500 PO Status Rece
92. ct number date Total AP Invoice Summary Report Credit Memo AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Supplier Site Cross Reference Supplier Cross Reference Listing AP Vendors Needing Cross Refere AP Matching Criteria Inventory Reports Administration Page 25 Birchstreet BirchStreet Accounts Payable User Manual When the screen appears note that any previously referenced codes will be in a list of the left and the main entry screen will be visble on the right Advanced Search First Previous Next Last Refresh co Supplier Site Cross Reference Search Text Cross reference D 7 x Page 1 of 1 Rows 1 6 of 6 found Sod spes DD Cross ref ID Sup company ID Vendor Vendor name o Advanced Search First Previous Next Last Refresh Search Column Supplier Site Cross Reference Search Text GO Cross reference ID fo A Page 1 of 1 Rows 1 6 of 6 found EU E oo Cross ref ID Sup company ID Vendor code Vendor name The record will load onto the entry screen on the right hand side Adwanced Search New Save Delete Print First Previous Next Last Refresh Search Column Supplier Site Cross Reference Search Text co Cross reference ID Page 1 of 1 Rows 1 8 of 6 found Supplier company ID p CLASSIC SN Cross ref ID Sup company ID Vendor code 789798379 Vendor name
93. d URL provided to you For example http customername birchstreet net Support Hours M F 5 00AM 4 00PM PST PDT Support Phone 949 567 7030 Support support amp birchstreet net Login to Birchstreet Birchstreot EJ Enter your login ID and password which are case sensitive then click the Login button Language English Forgot Password If you ve forgotten your password or locked out your account and have a valid customer email address use the Forgot Password link Enter your Login ID and Email address A temporary password will be emailed to you Enter your login name and e mail address and we will e mail you a new password You should receive your new password in 5 to 10 minutes Login ID BSSBUY1 Email training birchstreet net Request Password You can also change your language to localize your login page Page 8 Birchstreet BirchStreet Accounts Payable User Manual Language Deutsch v Kennwort Vergessen Anmelde ID HNLRWPD Kennwort Note You may be prompted to change your password the first time you log in Follow the prompts to change your password based on your hotel s password security standards Once you are logged in Help resources customized for your marketplace are located in the upper right corner in the Help link Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center gt Hide Menu Hide Summary Hide Logo My Settings Logout
94. der Procurement select Accounts Payable then click the AP Matching Criteria Screen Welcome Ben Coker Mktplc 483 20 Main Menu Procurement Approvals List Editors Receiving Reconciliation Supplier On The Fly Supplier Request Form Supplier Site Cross Reference AP Invoice AP Invoice Report AP Invoice Exception Report AP Invoice Summary Report AP Credit Memo AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Supplier Site Cross Reference Supplier Cross Reference Listing AP Vendors Needing Cross Refere AP Matching Criteria Inventory Reports Administration 20 BirchStreet Center d Hide Menu Search All Catalogs In Box Products New 0 z Checkbook Search Column PO number Search Text co Page 1 of 1 Rows 0 0 of 0 found AP invoice Status type Transmission date name C Hide Summary Total 0 Submit Attachment Create Invoice Supplier Show Home My Settings Help Logout ing Cart Summa Items 0 Total 0 00 AP Invoice Print View Notes History Transmit Prop Summary Delete Inv Total Invoice date PO Supplier inv Subject number E With the AP Matching Screen open users will see a Navigation List on the left hand side and any tolerance levels that have been predetermined will be visible in the list available On the righ
95. des are a unique code assigned to a supplier by a customer property corporation These unique codes must be cross referenced to all suppliers in a BirchStreet marketplace in order for invoice data to flow from BirchStreet to a back office system Reconcile refers to the act of reconciling supplier invoices to BirchStreet receiving events in order to create a match between a purchase order the receiving events for that order and the amount that a supplier is billing based on their delivery records Credit Memos is the abbreviation for Credit Memorandum and is a document issued by a buyer to a supplier that references items quantities and agreed upon prices for products services that the buyer requested from the supplier but the buyer returned or did not receive Credit Memos may also be issued in the case of errors or allowances A Credit Memo can reduce or eliminate the amount that the buyer has to pay the seller in respect to the original supplier invoice Credit Memos are issued from suppliers to buyers but within BirchStreet the credit memos discussed will be those created as reminders for customers using OCR Feeds and manually created memos for customers inputting a supplier document A Credit Memo usually contains PO Date Billing Address Shipping Address Terms of Payment as well as a list of goods services including quantities and prices Typically the Credit Memo will reference the original supplier invoice and may state the reason for i
96. disallow this invoice from accidentally or purposely being reprocessed at a later date Page 109 Birchstreet BirchStreet Accounts Payable User Manual Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier PO reference Refers to the PO number referenced when creating a paper invoice against a PO that was processed in BirchStreet The field is greyed out and must be populated using the lookup icon Blt the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow your search criteria at the top of the lookup screen Once the correct PO number has been located click Select Purchase Order Number Lookup Windows Internet Explorer olx https birchstreetsystems com B Advanced Search Search Column number W lt Search Text Page 1 of 4 Rows 1 350 of 1076 found Subject PO Status PO date Sup company ID Pro MERETUR Unisource MINV for T 012 2012 187 i c L 7 80 000000000002510 1PORMER Receiving Complete 13 13 49 13 Unisource for E 01 12 2013 IH HHHMHMHHHHHE E 5 wa 000000000002509 1 Receiving Complete 13 11 01 13 01 11 2012 012117201 13 21 28 08 Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a B
97. e 7 Invoice tax amount Invoice freight amount Invoice grand Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 32 Birchstreet BirchStreet Accounts Payable User Manual To view the Navigation List in full screen mode select the List view radio button at the top of the screen The List view allows users to see the full line of data otherwise covered by the main entry screen First Previous Next Last Refresh Search Column Supplier inv Y Search Text Page 1 of 1 Rows 1 5 of 5 found Supplier inv PO reference Invoice date Status Supplier name D SOTF Supplier ID 03 30 2011 BirchStreet Produce 03 31 2011 BirchStreet Produce 000000000000013 171712917 04 18 2011 BirchStreet Produce 000000000000021 1234 000000000002370 08 03 2011 The Chefs Warehouse 000000000000062 2115XYZ 000000000002115 08 30 2011 WINE WAREHOUSE WA 000000000000066 The right hand side of the AP Invoice Screen is called an Entry screen The Entry screen houses a series of buttons with which to enter and reconcile invoices Note that several buttons may be grayed out during the invoice entry process as not all buttons are functional in every stage New Advanced Search N Submit First Previous Next Last Refresh Search Column Supplier inv wv SechTet RACE MR i du HECOTDI
98. e Status Doc type date Supplier name Subject PO number inv date Total 000000000000103 Auto Matched AP Invoice Unisource Worldwide 000000000002506 XY 213456 01 15 2012 457 67 Page 175 Birchstreet BirchStreet Accounts Payable User Manual RUN AP REPORTS The BirchStreet AP Module includes a host of AP reports designed to capture information with regard to invoices credit memos accruals and transmission errors RUN ACCOUNTS PAYABLE REPORTS To access the AP Module report selection begin by unchecking the Hide Menu Option at the top of the screen to show the Main Menu on the left hand side of the page Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center QQ Summary _ ShowLogo Home Settings Search All Catalogs In Box Shopping Cart Summary Products Items 0 Total 50 00 AP Invoice Submit Print View Notes Attachment History Transmit AP All Checkbook Prop Summary Delete Create Invoice Create PO number Search Text Q Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Under Procurement select Accounts Payable All reports referenced will be listed below Main Menu Procurement Approwals List Editors Receiving Reconciliation Suppiter On The Fly Suppite
99. e we note that excluding tax and freight our AP invoice states that we owe 480 55 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues to state that the discrepancy between the two amounts has resulted in a 75 85 variance between the two subtotals One of our pre defined tolerances states that we will not allow a Subtotal dollar variance of more than 50 00 and the system has now taken exception to this transcation Invoice grand total 430 55 Variance Close Submit Override Select Receipts Match P 4 Search Column Matched date F Search Text GO page 1 of1 Rows per page 100 Matched date Matching exception Exception type Row Supplier inv ff item Item desc Order Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar 55 1 extended trx amount variance percentage variance 480 55 Receiving 404 7 variance 18 7423 allowed variance 10 0 Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar amt HH817 extended trx amount variance variance AP 480 55 Receiving 404 7 variance 75 85 allowed variance 50 0 Page 126 Birchstreet BirchStreet Accounts Payable User Manual Compare the receiving record with the supplier invoice and if necessary click PO Print View to review the initial PO as well as the receiving history V ariance Close A
100. e Create CM Search Column Y Search Text Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total Note Both methods will open the AP Invoice Screen and the functionality will be the same regardless as to how it is accessed UNDERSTANDING THE LAYOUT OF THE AP INVOICE SCREEN There are several components to the AP Invoice Screen When the screen opens in a Vertical view note that there is a Navigation List on the left hand side of the page Search filters are available to narrow the scope of any search and any invoices that fall within the selected search criteria will be visible Advanced Searc Delete PO Print View AP Print View Submit First Previous Next Last Refresh 5 1015 Watch Search Column Supplier inv E eee invoice Dates Vendor Detail History Exception ai rie s Page 1 of 1 Rows 1 5 of 5 found AP invoice number 1207 Status _______ _6_________________ eL Supplier inv PO reference Supplier invoice number Transmission date 208230 2082324 invoice date Ea Batch number 171712917 PO reference Matched receipt numbers 1234 000000000002371 PO Status ect Ent 2115 2 0000000000021 1 Subject Supplier company n E Vendor Supplier name Supplier contact ID change rate J Invoice Trx Total Invoic
101. e name of the supplier as found on the PO that was selected using the PO reference number lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Supplier company ID fis 9 Vendor code 0172011 CL Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 556 Heceived ext amt Invoice tax amount J Received tax amount Invoice freight amount 3 66 Received freight
102. ected to be paid for and the time when it actually does get paid In BirchStreet once items are received a customer expects to receive an invoice soon thereafter in order to pay for the goods services received The time between receiving goods services and actually paying for those goods services categorizes the expected amount due as an accrual until it is paid Within BirchStreet it is possible for un received PO amounts to be adjusted to a new budget period After adjusting the un received PO amounts an AP Accrual Report can be run which will include all journal entries that can be fed into a back office system see Run AP Reports section on page 176 Page 170 Birchstreet BirchStreet Accounts Payable User Manual ADJUSTING UN RECEIVED PO AMOUNTS TO A NEW BUDGET PERIOD To adjust un received PO amounts to a new budget period begin by unchecking the Hide Menu option at the top of the screen to bring up the Main Menu Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center QQ Hide Summary _ ShowLogo Home Settings Help Logout Search All In Ee Shopping Cart Summary Products Ee 0 Total 0 Items 0 Total 0 00 AP Invoice Submit Print View Notes Attachment History Transmit AP All Checkbook Prop Summary Delete Create Invoice Create First Previous Next Last Refresh Click Administration click Declining Checkbook Maintenance and then click the Udjus
103. ed on 01 12 2012 Buyer s Phone 949 567 7000 PO date PO subtotal PO Freight amount PO Tax amount PO less discount amount PO Total Department Location 01 12 2012 308 97 30 90 24 72 0 00 364 59 Purchase orders PO Status Partially received Buyer s Dept A amp G Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount 222 33 Date Signature Receiving Line status Item SKU 10042059 10041962 10042083 Product Desc 3000 3m Power Sponge 20 Case 17 Red Buffing Pads 5 20 Red Buffing Pads 5 Partially received Receiving Complete Partially received Second Receiving Record Receiving Record 000000000001914 Received by Ben Coker Buyer s name Ben Coker Invoice number Invoice subtotal amount Invoice freight amount Invoice tax amount Invoice less discount amount Invoice Total Receiving Notes No Notes Product Disbursement Picked up by Delivered to Line status Item SKU 10042059 10042083 Receiving Complete Receiving Complete Product Desc 3000 3m Power Sponge 20 Case 20 Red Buffing Pads 5 case GL Account OrderUOM Pack Size 10 90 100 Order Qty 10 90 100 CS 20 3 00 CS 5 5 00 10 90 100 CS 5 1 00 Unit price 834 9100 20 1500 25 8500 Ext Acpt dqty Unitprice Ext Amt 104 82 2 00 34 9400 100
104. eived date Order rder Qty Received quantity Order unit price Extended amount Once all required fields have been completed and any optional fields filled out click OK OK Cancel Copy as New Row Delete Row Edit Alloc Line type Row Item WR Substitute item tem description January 2012 Waste Removal Line status Department 64 GL Account 64 90125 Invoice Amounts Inwoiced quantiby Inwoiced Rcv d qty variance 40000 Invoice unit price i price Sga Inw extended amt Tax amount Freight amount Dizcount amount Total line amount 2825 00 Wariance subtotal Order Information PO number 3 PO date Receiving number Received date Order Order Oty Received quantity Order unit price Extended amount Page 144 Birchstreet BirchStreet Accounts Payable User Manual The new line item has now been added to the Detail Tab ow Substitute item Line status Line type PO number Item Item desc Order UOM Invoiced qty Inv unit price Inv extended amt Tax amt Frt amt 825 00 0 00 0 00 Click Add Row to add any additional line items or click on the Invoice Tab to return to the invoice screen Detail A gt 4 Search Column V Search Text GO page 1 of1 Rows page 100 ow Substitute Line status Line type PO number Item desc Order invoiced ue Inv unit price Inv extended amt Tax amt Frt amt Edit Free form J
105. ers Subject Wendor code Reconcile Trx Totals Received ext amt Receiwed tax amount Received freight amt Receiving grand total Hold dezcription If the Invoice grand total falls within the tolerance levels that have been predefined the status of the invoice will change to Auto Matched Birchstreet BirchStreet Accounts Payable User Manual Reload the record by clicking the Refresh icon Once the screen is refreshed note that the system automatically retrieved the single receiving event for this PO which we see populated in the Matched receipt numbers field The receipt number of 1903 last four digits matches the receiving record number you had previously matched to the supplier s invoice Submit Status Transmission status Supplier invoice number o Transmission date Invoice date 01 06 2012 Batch number PO reference 000000000002484 Matched receipt numbers PO Status Subject Wendor code 10172011 Supplier contact ID m Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 5404 70 Received ext amt Invoice tax amount Received tax amount Invoice freight amaunt Received freight amt Invoice grand total 5404 70 Receiving grand total Payment Payment method code Select Entry Hold Hold description Note that while the invoice has been reconciled it has not yet been transmitted Depending on the business process at the p
106. es and credit memos into an OCR program and convert those into paperless invoices memos that can be electronically viewed and reconciled within an Accounts Payable system OCR Feeds are the way that scanned documents are electronically transported from an OCR Provider to customer s Accounts Payable platform Also called EDI Feeds Page 10 Birchstreet BirchStreet Accounts Payable User Manual Tolerances refer to the permissible limit s of percentage or monetary variation between a supplier invoice and a specific purchase order s receiving event s Purchase Orders s is a legal document generated within BirchStreet from a buyer to a seller This document includes supplier item data quantities and pricing A supplier will deliver goods services based on what is requested on a BirchStreet PO PO NUMBER 000000000002514 Required Delivery Date 01 15 2012 Source Document Internal PO No PO Type Standard Purchase type General Supplier Unisource Worldwide File 57006 Los Angeles CA 90074 US Attn Cami Smith Title Customer Service Ambassador Phone 800 767 5677 Fax 877 765 6946 Email cami smith Zunisourcelink com DBA Unisource Sent From BirchStreet Center Name Ben Coker Title Assistant Controller Phone 949 567 7000 Fax tvaldez birchstreet net Cost Center Origin Notes and Attachments Header Notes No Notes This Purchase Order has 0 Attachments Item SKU Product Desc 63
107. evious Next Last Refresh Search Text Q Page 1 of 1 Rows 1 6 of 6 found e AP invoice Status Doc type Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total 000000000000067 Unisource Worldwide 000000000002396 XY 10 16 2011 000000000000054 Unisource Worldwide 000000000002342 07 14 2011 000000000000050 Unisource Worldwide 000000000002331 05 31 2011 000000000000106 Unisource Worldwide 000000000002326 01 17 2012 000000000000047 Edward Don amp Company SOTF 000000000002301 05 31 2011 BENVIRONMENTAL 000000000000033 000000000001846 05 26 2011 Select an invoice and click the Edit link to access the AP Invoice Screen 20 Rosewood Demo RE AP Invoice Submit Print View Notes Attachment History Approval Details Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column PO number Search Text Q Page 1 of 1 Rows 1 7 of 7 found e AP invoice Status Doc type Transmission date Supplier name Subject PO number Supplier inv Invoice date inv Total 000000000000108 Not Matched AP Invoice Unisource Worldwide JJ452 01 17 2012 000000000000067 Not Matched AP Invoice Unisource Worldwide 000000000002396 XY1243 10 16 2011 000000000000054 Not Matched AP Invoice Unisource Worldwide 000000000002342 87GH 000000000000050 0
108. grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 67 Birchstreet BirchStreet Accounts Payable User Manual Enter the PO reference of the Confirming PO Once the correct PO is selected proceed by clicking the Save button to route the invoice through approvals if applicable Status Transmission status Supplier invoice number Transmission date Invoice date Batch number PO reference 000000000002520 Matched receipt numbers PO Status Subject Vendercode 10172011 Supplier contact ID Invoice Trx Total Reconcile Trx Totals Inwoice subtotal amount Received ext amt Inwoice tax amount Received tax amount Invoice freight amount Received freight amt Invoice grand total 2151 88 Receiving grand total Payment Payment method code Select Entry Hold Hold description Click OK Message from webpage Ed AN Processing is done The status of the invoice is now Approval Pending Status Approval Pending Page 68 Birchstreet BirchStreet Accounts Payable User Manual DELETING AUTO MATCHED INVOICES IN A NEW STATUS If it is discovered that items on an invoice in a New status were not ordered or received the invoice can be deleted as shown below Begin on the AP Invoice Tab and click the Create Invoice button to be routed to the AP Invoice Screen Submit Print View Notes Attachment History Transmit AP Chec
109. he AP Invoice Screen on the Invoice Tab Note that the status is New AP Print View Owverride History Exception Fi e Status Transmission status Supplier inwaice number Transmission date Invoice date Batch number PO reference A Matched receipt numbers PO Status Subject Supplier company ID 4 Durce Worldwide Vendor code 10172011 Supplier name Supplier contact ID Exchange rate 1 Invoice Trx Total Invoice subtotal amount Inwoice tax amount Inwoice freight amount Inwoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 59 Birchstreet BirchStreet Accounts Payable User Manual Review the scanned document using the View PDF button and confirm that there is not a PO in BirchStreet for the invoice Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 M lec gt Ea ach i mount IE cs scription AITIOUI 69 88 40 30 10042083 20 Red Buffing Pads 161 88 161 88 Page 60 Birchstreet BirchStreet Accounts Payable User Manual If there is not a PO in BirchStreet a Confirming PO must be created submit for approval and received against before it can be matched to the invoice To create a Confirming PO for use with a New Non PO invo
110. he Detail tab will appear unrecognized Invoice Amounts Invoiced quantity Invoiced Rewd qty variance Invoice unit price 5525 000 Variance price Inv extended amt Tax amount Freight amount Discount amount Total line amount Variance subtotal PO number An optional field that can be populated using the lookup item if this item is to be added to an existing PO Receiving number Link This link will route the user back to the receiving screen if necessary Order UOM An optional field that refers to the unit of measure in which the product or service was ordered Order Qty An optional field that refers to the quantity of products or services ordered Order unit price An optional field that refers to the unit price in which the product or service was ordered Page 143 Birchstreet BirchStreet Accounts Payable User Manual Extended amount Represents the sum total of the Order Information data entered in the lines above PO date An optional field that refers to the date the items were ordered outside of BirchStreet or if the items are to be added to an existing PO it refers to the date in which the PO was generated in BirchStreet Received date An optional field that refers to the date the item s were received Received quantity An optional field that refers to the quantity received as compared to the quantity requested Order Information PO number 4 PO date FE Receiving number Hec
111. he first step in setting up an Accounts Payable platform within BirchStreet begins with deciding whether or not a property is planning to reconcile supplier invoices against receiving events to the penny or if allowing a slight variance between the two would be more efficient As stated above tolerances refer to the permissible limit s of percentage or monetary variation between a supplier invoice and a specific purchase order s receiving event s BirchStreet offers several Matching rules and comparative measures to allow users the option of creating tolerances that fit best within their business processes Matching rules also known as Matching type are described below Grand total dollar amt variance Refers to the total dollar amount variance that will be tolerated between the grand total on a supplier invoice for a PO as compared to the grand total of combined receiving events for a PO Grand total dollar variance Refers to the total dollar percent variance that will be tolerated between the grand total on a supplier invoice for a PO as compared to the grand total of combined receiving events for a PO Subtotal dollar amt variance Refers to the subtotal dollar amount variance that will be tolerated between the subtotal on a supplier invoice for a PO as compared to the grand total of combined receiving events for a PO Subtotal dollar variance Refers to the subtotal dollar percent variance that will be tolerated between
112. he following details will be pertinent to successful auto matching transactions PO smust be in either an Accepted by Supplier or Received status for AP functionality to begin e Invoices for PO s in an Accepted by Supplier status will remain in a Not Matched status until receiving is done e Invoices for PO s in a Received status will be automatically matched against the receiving events for properties using an EDI feed e Receiving events should be completed per each individual delivery i e do not combine multiple deliveries into one receiving record Page 40 Birchstreet BirchStreet Accounts Payable User Manual AUTO MATCHED INVOICE STATUSES Incoming supplier invoices will fall into one of several statuses Auto Matched The invoice matched the PO s receiving event s within the predefined tolerance range and is ready to be transmitted Exception The invoice has been automatically compared to the PO s receiving events and the totals do not fall within the predefined tolerance range Not Matched The auto matching process found a PO that matched an invoice but the receiving was not complete New The system has identified this as a non PO invoice Once auto matched invoices have been fully matched and processed statuses can change as they await transmission or have completed transmission Invoice Complete The invoice has been completed recently and is awaiting the next automat
113. heckbook Prop Summary Delete Create Invoice Create First Previous Next Last Refresh Search Column PO number v y Search Text GO Q 1 of 1 Rows 0 0 of 0 found AP invoice Doc Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date As you start to navigate through the system please note that all features including but not limited to other BirchStreet applications hotel properties tabs buttons screens reports and declining checkbook accounts is driven by the security assigned to you This can be changed as needed If any of the following Accounts Payable functionality described is unavailable to you contact your BirchStreet Marketplace Administrator KEY ACCOUNTS PAYABLE TERMS Within the BirchStreet Accounts Payable AP module inventory items are comprised of many key terms The most important core terms are OCR OCR Provider OCR Feeds Tolerances Purchase Order s Receiving Event s Invoices Auto Matched Not Matched Exception Reconcile Credit Memos Transmit Batch and Accruals OCR stands for Optical Character Recognition OCR technology allows for a page of text to be scanned into a computer and an OCR program converts the characters into a text document that can be read by a word processing system OCR Provider refers to a third party company hired by an organization to scan documents in this case the documents are supplier invoic
114. ially received pid 13 Select 000000000002480 Example 4 Second Partially received siqui 13 Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel which will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference amp lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Page 76 Birchstreet BirchStreet Accounts Payable User Manual Supplier company ID fis QQ Vendor code 0172011 Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any fr
115. ic process to be transmitted to a back office system Transmitted The invoice was transmitted to a back office system but payments have not been posted yet Payment Complete The invoice has been transmitted and payments have been posted Page 41 Birchstreet BirchStreet Accounts Payable User Manual HANDLING INVOICES THAT ARE IN A MATCHED STATUS Auto matched invoices that fall into a Matched status do not need to be reviewed or reconciled as they have already passed through the predefined tolerance ranges Matched invoices are accessible on the AP Invoice Tab and are ready for transmission to a back office system To view these invoices go to the AP Invoice Tab select Matched in the filter menu and the documents will be visible below 20 Rosewood Demo amp Catalogs Order Guide Cart PO In Box Approvals AP Invoice Submit Print View Notes Attachment History Approval Details Matched Transmit Checkbook Prop Summary Delete Create Invoice Create First Previous Next Last Refresh Search Column PO number wv Search Text Q 1 of 1 Rows 1 3 of 3 found Transmission Supplier Invoice Inv e AP invoice Status Doc type date Supplier name Subject PO number inv date Total 000000000000103 Auto Matched AP Invoice Unisource Worldwide 000000000000016 Auto Matched AP Invoice Edward Don amp Company Punchout 000000000000001 Auto Matched
116. ice go to the Catalog Tab or Order Guide Tab to create or add items to a PO In this example we will go to the Order Guide Tab Select the Order Guide from the drop down menu and enter the desired quantities Unisource Purple Non catalog item Red Discontinued First Previous Next Last Search Refresh Fi Sort Par values Prod Supplier Pack Size Order UOM 10042059 More Product Info 3000 3m Power Sponge 20 Case Unisource Worldwide Order Qty Copy item Trsfer Owner Price Extension GL Account Dept 69 88 10 90 100 10041962 More Product Info 17 Red Buffing Pads 5 Case Unisource Worldwide 40 30 10 90 100 10042083 More Product Info 20 Red Buffing Pads 5 case Unisource Worldwide Click Create PO Unisource Purple Non catalog item Red Discontinued First Previous Next Last Search Refresh sot Par values Pack Size Prod Supplier Order UOM 51 70 10 90 100 Copy item Trsfer Owner Update Extension GL Account Dept 10042059 More Product Info 3000 3m Power Sponge 20 Case Unisource Worldwide 69 83 10 90 100 10041962 More Product Info 10042083 More Product info 17 Red Buffing Pads 5 Case Unisource Worldwide 20 Red Buffing Pads 5 case Unisource Worldwide Page 61 540 30 10 90 100 551 70 10 90 100 Birchstreet BirchStreet Accounts Pa
117. ice number Transmission date Invoice Batch number reference CL Matched receipt numbers PO Status Select Entry Subject Supplier company 10 Vendor code E g Supplier name Supplier contact ID Exch t change rate Invoice Trx Total Invoice subtotal amount Invoice tax amount O O Invoice freight amaunt Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 73 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copy of a supplier s invoice in hand and note the invoice number invoice date and whether a PO number is referenced Proceed to review the document and note the supplier s subtotal amount tax frieght and grand total Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 3737 Birch Street Newport Beach CA 92660 RE ees 10042083 20 Red Buffing Pads Page 74 Date JAS e Newport Beach 92660 Birchstreet BirchStreet Accounts Payable User Manual Review the Receiving Record if necessary and note the receiving record number of 1903 that corresponds with the PO number of 2484 Receiving Record 000000000001903 Purchase Order 000000000002484 Received by Ben Coker Received on 01 06 2012 PO Status Rece
118. icked the line item screen will open PO number 000000000002486 000000000001917 10 000000000002486 000000000001917 10 OK Cancel Receiving number 000000000002486 000000000001917 10 PO number Dept code Delete Row GL Account 10 90 100 Cleaning Supplies 10042059 Reconcile V Search Text GO page 1 of1 Rows per page 100 10 90 100 Cleaning Supplies 10041962 10 90 100 Cleaning Supplies 10042083 Item Item desc UOM 3000 3m Power cs Sponge 20 Case 17 Red Buffing Pads CS S Case 20 Red Buffing Pads CS Invoiced qty PO number Receiving number Receiving row number Receiving Item Information 000000000002486 Q 000000000001917 Item 10041962 Item description hr Red Buffing Pads 5 Department code Ordered UOM Received quantity PO Rec d price Received ext amt Invoice Amounts Invoiced quantity Invoiced price Inv extended amt Invoice tax amt Invoice freight amount Invoice total 520 1500 50 00 50 00 Reconcile row PO date Received date Substitute item GL Account Invoiced Rcv d qty variance Price variance Extended amt variance 10 90 100 Q invoiced price extended amt 404 70 Enter the supplier s invoice price of 30 15 into the Invoiced price field and click OK Cancel PO number Receiving number Recering row number Delete Row 000000000002486 000000000001817 Receiving I
119. ield is greyed out and must be populated using the lookup icon to the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow the search criteria at the top of the lookup screen Once the correct PO number has been located click Select E Purchase Order Number Lookup Windows Internet Explorer Sele https birchstreetsystenms com Advanced Search First Previous Next Last Refresh Search Column b search Text Page 1 of 4 Rows 1 350 of 1074 found T rommer 000000000002508 dept sd ia penny Compete 21 26 06 Unisource for 01 1 2012 ananas nin kT waM 000000000002507 1POSRR Receiving Complete 212734 13 Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference number lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a cont
120. ing Supplies 10041962 830 1500 it 000000000002486 000000000001917 10 90 100 Cleaning Supplies 10042083 25 8500 Reveiwing the Variance data in the logo panel you can see that our Variance is now down to 50 00 Invoice grand total 5460 55 Variance Note If the Variance still indicates a discrepency continue to make edits and reconcile as needed to decrease the gap Be sure to check tax and freight amounts if discrepencies persist Once the Variance has decreased to zero or within a tolerable range return to the Invoice Tab and click Override Not all members will have access to the Override button If no access has been granted click Save or Submit so that an authority can review the document before transmission to a back office system Notes SUE Status Transmission status Supplier inwoice number Transmission date Invoice date uam Emm Batch number PO reference O Matched receipt numbers PO Status Receiving Complete Subject Supplier company ID Unisource Wordwide Wendor code Supplier name Supplier contact ID Exchange rate Inwoice Trx Total Reconcile Trx Totals Inwoice Subtotal amount ext amt Inwoice tax amount Recemed tax amount Inwoice freight amount freight amt Inwoice grand total S430 55 Recering grand total variance Payment Terms Payment method code Hold Hold description Home currency Grand total
121. irchStreet marketplace Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference number lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Page 110 Birchstreet BirchStreet Accounts Payable User Manual Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Supplier company ID fis QQ Vendor code 0172011 Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note tha
122. iving Complete Buyer s Dept A amp G Supplier Unisource Worldwide Source document number Tracking number Bill of lading number Delivery note number Direct total amount Rec d to date qty Open Reason 0 00 0 00 0 00 Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice number includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Supplier invoice number 8 n het Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier PO reference Refers to the PO number referenced when creating a paper invoice against a PO that was processed in BirchStreet The field is greyed out and must be populated using the lookup icon the right of the field To select a PO reference 4 click the lookup icon Note that you may optionally narrow your search criteria at the top of the lookup screen Once the correct PO number is located click Select Page 122 Birchstreet BirchStreet Accounts Payable User Manua
123. iving Complete Buyer s name Mary Sato Buyer s Phone 949 567 7000 Buyer s Dept A amp G Invoice number PO date 01 05 2012 Supplier Unisource Worldwide Invoice subtotal amount PO subtotal 404 70 Source document number Invoice freight amount PO Freight amount 0 00 Tracking number Invoice tax amount PO Tax amount 0 00 Bill of lading number Invoice less discount amount PO less discount amount 50 00 Deliverv note number Invoice Total PO Total 404 70 Direct total amount Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location Signature Purchase orders Receiving Item GL Order Order Unit Ext Acpt d Unit Rec dto Open an SKU Ce Account Qty price Amt qtv price Amt date qtv qtv tv Receiving 10042059 3000 5m Power 10 90 100 CS 5 00 534 9400 174 70 5 00 534 9400 174 70 5 00 Complete Sponge 20 Case Receiving 10041962 17 Red Buffing 10 90 100 CS 5 5 00 20 1500 100 75 5 00 520 1500 100 75 Complete Pads 5 Case Receiving 10042083 20 Red Buffing 10 90 100 CS 5 5 00 525 8500 129 2 5 00 25 8500 129 25 Complete Pads 5 case Turning back to the AP Invoice Screen enter the required informtaion from the supplier invoice Supplier invoice number This is a unique number provided by a supplier that serves as a key identifier for every invoice they generate Note If a supplier s invoice numbe
124. k the Hide Menu option at the top of the screen to show the menu on the left hand side of the page E 20 BirchStreet Center B L Hide ummar pre Welcome Ben Coker Mktpic 483 20 LIM nide menu O Search All Catalogs In Box Shopping Cat Summary Products New 0 Total 0 Items 0 Total 0 00 AP invoice Submit Print View History Transmit AP Prop Summary Delete Create Invoice Search Column PO number 44 Search Text C3 Page 1 of 1 Rows 0 0 of 0 found AP invoice inv Status type Transmssion date Supplier name Subject PO number Supplier inv Invoice date Total Page 148 Birchstreet BirchStreet Accounts Payable User Manual Under Procurement select Accounts Payable then click the AP Credit Memo Screen Welcome Ben Coker 483 20 20 Rosewood Demo 0 Hide Menu v Hide Summary Home Settings Logout Main Menu AP Invoice 5 Procurement Approvals Submit Print View Notes i All List Editors Attachment History Approval Details Receiving First Previous Next Last Refresh T AD Chackbook Prop Summary Reconciliation Supplier On The Fly Search Column number v Delete Create Invoice Supplier Request Form Search Text co Supplier Site Cross Reference 1 of 1 Rows 0 0 of 0 found AP
125. kbook Prop Summary Delete Create Invoice Create CM Search Column PO number Search Text Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total On AP Invoice Screen use the filter options on the left side to view invoices in the New status New Advanced Search First Previous Next Last Refresh Search Column Supplier inv search Text GO Page 1 of 1 Rows 1 5 of 5 found Supplier inv PO reference 03 30 2 nena __ _______ _ 2115XY Z 000000000002115 08 302 Page 69 Birchstreet BirchStreet Accounts Payable User Manual Select the document to review by clicking on the Supplier inv New Advanced Search First Previous Next Last Refresh Search Column Supplier search Text 50 1 of 1 Rows 1 5 of 5 found Supplier inv reference Invoice d men 08 3072 With the invoice loaded on the entry screen click Delete New Advanced Search N t A Select Receipts Watch First Previous Next Last Refresh Search Column Supplier inv viv Search Text G Page 1 of 1 Rows 1 5 of 5 found Transmission status AP invoice number Status VD Supplier invoice number Transmission date Supplier inv PO reference Invoice d PP I
126. l Purchase Order Number Lookup Windows Internet Explorer EE https birchskreebeysbems com Advanced Search First Previous Next Last Refresh Search Column PO ___ lt GO Search Text 2406 Page 1 af 1 7 Rows 1 1 of 1 found Subject PO Status PO date Sup company ID Proxy supplier LT 01 04 201 000000000002488 Unisource E1 Receiving Complete 12 24 58 Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference number lookup icon Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Once a PO reference has been selected the Supplier company ID Vendor code and Supplier name fields will automatically become populated if the supplier has been fully set up in BirchStreet and a vendor code has already been assigned to the supplier by the Finance team If a Vendor code is missing refer to page 21 to see how a ne
127. l buttons and tabs to work with On the AP Credit Memo Tab there will be several required fields indicated by a blue box with a white arrow n Page 149 Birchstreet New v Advanced Search New Save Delete AP Print View Submit BirchStreet Accounts Payable User Manual First Previous Next Last Refresh Search Column Memo Search Text AP Credit uc A 2 Page 1 of 1 Rows 0 0 of 0 found F Memo type Credit memo Supplier company DE Batch number Status Hold Description Vendor code PO reference Supplier invoice number Supplier credit memo number Extended amount Discount amount Tax amount Freight amount Total amount Status Hold description Transmission status Transmission date Credit memo creator AP invcice number Auto created Extended home amount Discount home amount Tax home amount Freight home amount Total amount Enter a Vendor s Supplier company ID or select one using the lookup icon Qh to the right of the Supplier company ID field If using the lookup icon select the supplier as needed by clicking the Select button next to the chosen supplier Note that you may also use the filter options at the top of the screen to narrow down the search if necessary Supplier Lookup Windows Internet Explorer C https birchstreetsysktems com isp Advanced Search Search Column Search Te
128. l ways and comparative values offered are Equal Not Equal Less Than Less Than or Equal or From Through These values can be combined in numerous ways with the Matching types listed above in order to fit a current business process or determine a new workflow Once a Matching type and comparative value have been selected percentage or flat dollar values can be added to the equation to complete a tolerance If the decision to set up tolerance levels has been made proceed to the steps below to begin the setup process SETTING UP AUTO MATCHING TOLERANCES Note This step is only available to those with administrative access and can only be done using the BirchStreet Screens If you do not have the necessary rights please work with your BirchStreet Project Manager to set up your desired tolerance levels Uncheck the Hide Menu Option at the top of the screen to show the menu on the left hand side of the page Welcome Ben Coker Mktplc 483 20 20 BirchStreet Center v Search All Catalogs In Box Shopping Cart Summary Products New 0 _ Items 0 Total 0 00 AP Invoice Print View Attachment Transmit AP Al ER Checkbook Prop Summary Create Invoice Create First Previous Next Last Refresh Search Column PO number wv Search Text Q 1 of 1 Rows 0 0 of 0 found Page 16 Birchstreet BirchStreet Accounts Payable User Manual Un
129. ll disallow this invoice from accidentally or purposely being reprocessed at a later date Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier PO reference Refers to the PO number being referenced when creating a paper invoice against a PO that was processed in BirchStreet The field is greyed out and must be populated using the lookup icon to the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow the search criteria at the top of the lookup screen Once the correct PO number has been located click Select Purchase Order Number Lookup Windows Internet Explorer Siz E https birchstreetsystems cam Advanced Search search Text 2457 1 of 1 Rows 1 1 of 1 found Select 000000000002487 Unisource EZ Receiving Complete 113 USO Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Page 83 Birchstreet BirchStreet Accounts Payable User Manual Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference
130. lorer https wad birchstreetsystems com j4 PopupFrame jsp panelURL Popup10458enz0 benerate Receipt Cancel Receiving Received date Invoice number Invoice amount Invoice date The system will generate a receiving record This receiving record number and Confirming PO number will be matched against the invoice Receiving Record 000000000001925 Purchase Order 000000000002520 Confirming Purchase Order Received bv Ben Coker Received on 01 17 2012 PO Status Receiving Complete Buyer s name Ben Coker Buyer s Phone 949 567 7000 Buyer s Dept A amp G Invoice number PO 01 17 2012 Supplier Unisource Worldwide Invoice subtotal amount 0 00 PO subtotal 161 88 Source document number Invoice freight amount 0 00 PO Freight amount 0 00 Tracking number Invoice tax amount 0 00 amount 0 00 Bill of lading number Invoice less discount amount 0 00 PO less discount amount 0 00 Delivery note number Invoice Total 5161 55 PO Total 161 88 Directtotal amount 5161 88 Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location Signature Purchase orders Receiving status Item SKU Product Desc IGL Account Order Size Order Unitprice Ext Amt Acpt dqtv Unit price Ext Amt Rec d to date qtv Open Can d qty Reason Receiving Complete 10042059 3000 3m Power Sponge 20 Case 10 90 100
131. low n MEN VFWernrdor gree E AP number Me Status Transmission Status Supplier inwoice number C Transmission date In woice date Jj HE Batch number PO reference Matched receipt numbers PO Status Select Entry Subject Supplier company DAL Wendor ________________ Supplier name Supplier contact ID Exchange rate Inworce Total Inwoice Subtotal amount Inwoice tas amount Inwoice freight amount Inwoice grand total zi Totals from Detail Extended amount Tax amount Freight amount Die count amount Total amount Difference Page 106 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copies of the supplier s invoices in hand and note the invoice numbers invoice dates and whether a PO number is referenced Proceed to review the document and note the supplier s subtotal amount tax frieght and grand total Invoice 1 Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center 3737 Birch Street Newport Beach CA 92660 Ran Chin Rep ship PO Number Terms Rep ee pep TU TL Net 21 e 1 12 2012 BirchStreet Center 3737 Birch Street Newport Beach CA 92660 E CDT a seems TDEGOGIIM DTIEC EIE Come ge
132. ment method code Hold Home currency Grand total Select Entry LAROCCA SKINCARE 000000000000738 Statuz Transmission status Transmission date Batch number Matched receipt numbers Subject Wendor code Exchange rate Reconcile Trx Totals Recened ext amt tax amount Recermed freight amt Receiving grand total v ariance Hold description Page 44 noo00000000018922 04 11 2011 Select Receipts m 10172011 520 00 Match Birchstreet BirchStreet Accounts Payable User Manual If your logo is not hidden the system will automatically provide you with a Variance amount In this case we can see that due to an invoice grand total amount of 480 55 we are left with a Variance of 75 85 variance Reviewing the information on the Exception Tab we can also deduce additional information in which to figure out where the Variance amount is coming from and why we haven t fallen within our tolerance range The first Exception type is in regards to a Subtotal dollar 95 variance Reviewing the Matching exception field for that Exception type we note that excluding tax and freight our AP invoice states that we owe 480 55 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues to state that the discrepancy between the two amounts has resulted in a 18 7496 varia
133. mount Invoice grand total E Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference In addition to the Vertical view List view and Entry view users can also select to view the AP Invoice Screen horizontally by clicking the radio button next to Horizontal at the top of the page Unlike the vertical view the horizontal view shows the Navigation List at the top of the page and the entry screen on the lower half Page 34 Birchstreet BirchStreet Accounts Payable User Manual First Previous Next Last Refresh Search Column Supplier inv w Y Search Text Page 1 of 1 Rows 1 5 of 5 found Supplier inv PO reference Invoice date Status Supplier name Vendor code AP invoice Sup company ID SOTF Supplier ID 03 30 2011 BirchStreet Produce 232352342 000000000000007 03 31 2011 BirchStreet Produce 232352342 000000000000013 171712917 04 18 2011 BirchStreet Produce 232352342 000000000000021 1234 08 03 2011 The Chefs Warehouse 202302 000000000000062 2115XYZ 08 30 2001 WINE WAREHOUSE WINWAR1 000000000000066 000000001283 AP Print View Subinit Invoice Dates Vendor Detail History Exception AP invoice number Status Transmission status Supplier invoice Transmission date Invoice 4 Batch number PO reference Matched receipt numbers PO Status Subject Supplier company Ve
134. nce One of our pre defined tolerances states that we will not allow a Subtotal dollar 95 variance of more than 1096 and the system has now taken exception to this transaction Invoice grand total 480 55 Variance Close PO Print View AP Print View Notes Submit Override Select Receipts Match Vendor Hei History Exception Reconcile Y P Column Matched date Y Search Text GO page 011 Rows per page 100 Matched date Matching exception Exception type Row Supplier inv item Item desc Order UOM Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar 90 1 HH81T extended trx amount variance percentage variance 480 55 Receiving 404 7 variance 18 7423 allowed variance 10 0 Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar amt HH81T extended trx amount variance variance AP 480 55 Receiving 304 7 variance 75 85 allowed variance 50 0 Page 45 Birchstreet BirchStreet Accounts Payable User Manual The second Exception type is in regard to the Subtotal dollar variance Reviewing the Matching exception field for that Exception type we note that excluding tax and freight our AP invoice states that we owe 480 55 whereas the receiving event that was previously processed in BirchStreet indicates that we owe 404 70 excluding tax and freight The Matching exception field continues to state that the discrepancy between the two amounts has resul
135. ndor Supplier name Supplier contact ID PO Exch t m change rate NEN Invoice Trx Total KEY FEATURES ON THE AP INVOICE SCREEN In addition to the Navigation List and Entry Screen as previously discussed the AP Invoice Screen is comprised of several buttons and tabs that will prove useful when creating new invoices or reviewing and modifying existing invoices AP Invoice Screen Buttons PO Print View AP Print View Override Select Recel pts Matc 1 Page 35 Birchstreet BirchStreet Accounts Payable User Manual New Click to clear the screen in order to create a new invoice Save Used to save a document that is currently in process but not completed The save button will not process or transmit an invoice during manual invoice entry but it will save the work that has been done on it Delete Used to delete a document in the New status that was accidentally generated or is no longer needed PO Print View Opens the orginial PO tied to an invoice In addition to the original PO the budget impact and receiving history are visible in this screen AP Print View Opens the invoice that has been created in alignment with a PO View PDF Opens scanned copies of supplier invoices Only available for those receiving invoices via an OCR Feed Notes Add notes to an invoice Attach Add or review attachments to an invoice Submit Submit an invoice to an approver if necessary In some c
136. ntities received Receiving History Order Rec d to Can d Status Last receipt date Item SKU Description Order date qty Open qty qty Reason Qty Receiving Complete 01 17 2012 12 32 24 10042059 3000 3m Power Sponge 20 Case cs 0 Receiving Complete 01 17 2012 12 32 24 10041962 17 Red Buffing Pads S Case cs 0 Receiving Complete 01 17 2012 12 32 24 10042083 20 Red Buffing Pads S case cs 0 Page 48 Birchstreet BirchStreet Accounts Payable User Manual Note any discrepencies between the supplier invoice and the PO actual receiving record or the receiving history on the PO Print View screen Reviewing supplier invoice YY256 indicates that we ordered and received the 17 Red Buffing Pads ata price of 20 15 CS but the supplier is invoicing those at a rate of 30 15 CS We can also note that we ordered and received 5 cases of 20 Red Buffing Pads but the supplier is invoicing for 6 PriceEach Amount 10042059 Power Sponge 34 94 174 70 10041962117 Red Buffing Pads 30 1 150 75 10042083420 Red Buffing Pads 25 85 155 10 Note If a discrepency is noticed follow normal business processes and follow up with the buyer receiver if necessary To reconcile click on the Reconcile Tab and note the line item differences between the receiving event and the supplier invoice a era Reconcile 4 Search Column number Search Text 1 of1 Rows
137. nvoice date 03 30 2011 Batch number reference Q Matched receipt numbers PO Status Select En 000000000002370 Subject 000000000002115 Supplier company ID BirchStreet Produce Vendor code 232352342 Q Supplier name BirchStreet Produce Supplier contact ID Invoice Trx Total Invoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 70 Birchstreet BirchStreet Accounts Payable User Manual Click OK to confirm Message from webpage 1 2 135 Do you want to delete this document From Ehe database ENTERING INVOICES MANUALLY PAPER INVOICE ENTRY For properties that are not receiving scanned supplier invoices via an OCR feed physical paper invoices that arrive can be used to manually create a system copy of each supplier invoice System copies are then used to reconcile between a supplier s invoice amount and the receiving event s for a purchase order The AP Invoice Entry process must be used in tandem with the BirchStreet e Procurement module and the following details will be pertinent to success e PO s must be in either an Accepted by Supplier or Received status for AP functionality to begin e Invoices for PO s in an Accepted by Supplier status will remain a Not Matched status until receiving is done e Invoice Entry mus
138. ny cases receiving records are printed and turned into the AP team to aid in reconciliation practices Each receiving record contains a unique receiving record number for easy identification Receiving Record 000000000001903 Purchase Order 000000000002484 Received by Ben Coker Received 01 06 2012 PO Status Receiving Complete Buyer s name Mary Sato Buyer s Phone 949 567 7000 Buyer s Dept A amp G Invoice number PO date 01 04 2012 Supplier Unisource Worldwide Invoice subtotal amount PO subtotal 5404 70 Source document number Invoice freight amount PO Freight amount 50 00 Tracking number Invoice tax amount PO Tax amount 50 00 Bill of lading number Invoice less discount amount PO less discount amount 0 00 Delivery note number Invoice Total PO Total 404 70 Direct total amount 404 70 Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location Signature Purchase orders Receiving Pack Order Unit Ext Acpt d Unit Ext Rec dto Open Nos Size Qty price Amt qty price Amt date qty qty ty 10042059 3000 3m Power 10 90 100 5 00 34 9400 174 70 34 9400 174 70 5 00 0 00 Sponge 20 Case 10041962 17 Red Buffing 10 90 100 C 5 5 00 520 1500 100 75 5 00 20 1500 100 75 5 00 000 Pads 5 10042083 20 Red Buffing 10 90 100 j 5 00 525 8500 129 25 5 25 8500 12925 5 00 0 00 Pads 5 Line status
139. okup icons next to each field to select from a list of choices Once entered the description of the Department and GL Accounts will be visible on the screen Department GL Account 64 90 125 Property Maintenance _____ Page 142 Birchstreet BirchStreet Accounts Payable User Manual Invoiced quantity Refers to the quantity received according to the invoice If you are entering a service fee simply use a quantity of one Invoice unit price Refers to the supplier s unit price for the product or service on the invoice Inv extended amount Indicates the extended amount by multiplying the Invoiced quantity by the Invoice unit price This field is greyed out and will prepopulate based on the data in the fields above Tax amount Refers to the supplier s tax as shown on the invoice Freight amount Refers to the freight charges as shown on the invoice Discount amount Refers to any applicable discount as reflected on the invoice Total line amount Represents the sum total of all invoice amounts This field is grayed out and will prepopulate based on the data in the fields above Continue to manually enter the information as shown on the invoice Note The Invoiced Rcv d qty variance Variance price and Variance subtotal fields are grayed out but indicate that according to the invoice we are receiving an item that the system is unaware of Because this invoice is not linked to a BirchStreet PO all items added on t
140. om the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 5404 70 Received ext amt Invoice tax amount Heceiyed tax amount Invoice freight amount Received freight amt Invoice grand total Receiving grand total Page 77 Birchstreet BirchStreet Accounts Payable User Manual The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button Supplier inwoice number Invaice date PO reference PO Status Supplier company ID Supplier name Supplier contact 10 Invoice Trx Total Inwoice subtotal amount Invoice tax amount Invoice freight amount Invoice grand total Payment Payment method code Hold 01 06 2012 Select Entry Click OK on the confirmation prompt Message from webpage Eg A Processing is done Status Transmission status Transmission dats Batch number Matched receipt numb
141. on amp Company Punchout 000000000001065 04 12 2011 000000000000001 Auto Matched AP Invoice COMMERCIAL FURNITURE GROUP INC 000000000000756 03 09 2011 MANUALLY TRANSMITTING CREDIT MEMOS To transmit credit memos begin on the AP Invoice Tab and use the filter options to filter for documents in a Document Complete status 20 Rosewood Demo Ay rop See AP Invoice Print View Attachment History Approval Details Transmit AP Checkbook Prop Summary nt Com Create Invoice First Previous Next Last Refresh Search Column PO number Search Text Page 1 of 1 Rows 1 3 of 3 found e AP invoice Q Status Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total 000000000000005 Invoice complete Unisource Worldwide 000000000002340 05 31 2011 000000000000004 Invoice complete Unisource Workiwide 000000000002330 05 27 2011 000000000000010 Click Transmit AP Invoice complete Memo NEW ENGLAND LOBSTER COMPANY 000000000001328 01 18 2012 20 Rosewood Demo AP Invoice Print View Attachment Approval Details Transmit AP Checkbook Prop Summary Create Invoice Create Document Complete v First Previous Next Last Refresh Search Column PO number Search Text e
142. os 168 REVIEWING PAYMENT INFORMATION scscscsccccscscscsccscscsccscscscsccscscscsscscscscsecs 169 HANDLUNG ACCRUALS Las Er quao ER E 170 Adjusting Un Received PO Amounts to a New Budget 1 171 SEARCHING FOR INVOICES AND CREDIT MEMOS USING THE AP INVOICE TAB 174 id 20 m 176 Run Accounts Payable Reports 176 AAT __ ________ _______ _ 177 AP Invoice Exception _ _________________ _ ____ 177 AP Inyoice Summary IRC 5 3 177 AP Credit NT _ 177 AF CC TAL IR CD ONE _______________ _ __ 177 PO 178 Batch Error Log 178 AP Vendors Needing Cross Reference 178 Page 4 Birchstreet BirchStreet Accounts Payable User Manual INTRODUCTION BirchStreet s Accounts Payable AP module provides the structure for three way auto matching between a PO receiving event s and a supplier s invoice s In addition to a three way auto matching this comprehensive module allows for Credit Memo generation and approvals on all invoices and Credit Memos in relation to each customer s business p
143. otal To use the filter options when searching for invoices or credit memos click the drop down menu next to each option in order to narrow the search criteria 4 First Previous Next Last Refresh Search Column Search Text Page 1 of 1 Rows 0 0 of 0 found The first filter menu allows users to access invoices and credit memos in various statuses l Document Complete Approval denied Not Matched D found Matched Hold Doc Transmitted Invoices Status type Credit memo Recycle bin Page 174 Birchstreet BirchStreet Accounts Payable User Manual The second filter option allows users the ability to further narrow the scope of any search All Search Column Search Text AP invoice Batch number Check number Doc type Page 1 af 1 Informational gin Total Invoice date PO number Status supplier inv Supplier name Transmission date Trx current To manually narrow the scope of a search enter search text in the open field and click GO Any items matching that search criteria will appear on the screen below 20 Rosewood Demo G3 Submit Print View Notes Attachment Approval Details Transmit AP Checkbook LI Summary Delete Create invoice Search Column PO number Search Text 2506 Page 1 of 1 Rows 1 1 of 1 found Transmission Supplier Invoice Inv e AP invoic
144. pe PO number Item desc Order Invoiced qty Inv unit price extended amt LLL 890 V Search Text GO page o 010 Rows per page 100 Copy as New Row Edit Alloc Substitute tem Line type Free form Row Q tem Invoice Amounts Inv extended amt Tax amount Freight amount Discount amount Total line amount Order Information PO number Receiving number Order UOM Order Qty Order unit price Extended amount 50 00 Line status Invoiced Rcv d qty variance Variance price Variance subtotal PO date Received date Received quantity S Account m m Line type Use the drop down menu to choose whether the item being added is a Free form item or a Catalog item A free form item is an item that is not contained in any supplier s BirchStreet catalogs and will not be searchable in the next step A Catalog item is an item that is contained in a BirchStreet catalog and can easily be found and selected in the next step Item Refers to the supplier s SKU or item number for any given product or service Item description Refers to the supplier s description of a product or service however if using the Free form Line type the user entering the data will be able to enter their own description if desired Page 139 Birchstreet BirchStreet Accounts Payable User Manual To add a C
145. r Request Form Suppliers Site Cross Reference AP Invoice AP Invoice Report AP Invoice Exception Report Invoice Summary Report AP Credit AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Suppher Site Cross Reference Supplier Cross Reference Lizting AP Vendors Needing Cross Reference Report AP Matching Criteria Page 176 Birchstreet BirchStreet Accounts Payable User Manual Note All reports are provided based on your security access If you do not see a report listed contact your BirchStreet Administrator For an in depth tutorial on running reports please see the Using BirchStreet Report Filters user guide AP INVOICE REPORT This detailed AP Invoice Report includes line item information vendor codes transmission date PO and Receiving numbers as well as notes which have been attached to the invoice AP INVOICE EXCEPTION REPORT For customers using AP Auto Matching this AP Invoice Exception Report lists invoices that contain Auto Matching Exceptions between the receiving and the invoice totals AP INVOICE SUMMARY REPORT This AP Invoice Summary Report shows header level data including invoices in all statuses vendor data PO number transmission date and whether the invoice is on hold AP CREDIT MEMO REPORT This detailed AP Credit Memo Report includes line item information vendor codes transmission date as well as shows any attached notes on a credit memo AP
146. r date need to be sequenced in between previously created tolerance rules Once a tolerance has been created click Save Page 18 Birchstreet BirchStreet Accounts Payable User Manual New Save Save As Set Defaults AP Matching Passing Criteria Matching D Disabled Matching Criteria Matching type Receipt Invoice supplier must mat Apply when invoice higher Compare using Apply when invoice lower Compare to this value Determines if rule is an AND OR see field help Apply when PO amt is zero Filter records to match Buyer company ID Supplier company ID SOTF Supplier ID Supplier type Purchase type enter database Another very common tolerance is the Subtotal dollar 95 variance Using a comparative rule of Less Than or Equal To and entering a comparative value of 10 this tolerence states that if the subtotal dollar percentage of an invoice for a PO is less than or equal to 1096 of the receiving events for that same PO the invoice will be automatically matched and fall into an Auto Matched status Conversely if the subtotal dollar percentage of an invoice for a PO is not less than or equal to 1096 of the receiving events for that same PO the invoice will fail upon entry and fall into an Exception status Invoices that fall into an Exception status will be reviewed and manually reconciled at a later time Set Defaults AP Matching Passing Criteria MatchngD Matching Criteria Matching type S
147. r includes any letters they MUST be capitalized or the system will indicate an error using a yellow box with an exclamation mark as depicted below Mandatorily capitalizing all letters will disallow this invoice from accidentally or purposely being reprocessed at a later date Supplier invoice number 234 Invoice date Refers to the date on the physical invoice and indicates when the invoice was generated by the supplier Page 75 Birchstreet BirchStreet Accounts Payable User Manual PO reference Refers to the PO number being referenced when creating a paper invoice against a PO that was processed in BirchStreet The field is greyed out and must be populated using the lookup icon to the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow your search criteria at the top of the lookup screen Once the correct PO number has been located click Select 7 Purchase Order Number Lookup Windows Internet Explorer Sel C https hirchstreeEsvsbems com Advanced Search First Previous Next Last Refresh Search Column numer 4 Search Text Page 1 of 4 Rows 1 350 of 1069 found PO number Subject PO Status date Sup company 10 Select 000000000002484 Unisource E1 Receiving Complete 13 000000000002482 Example 4 Second accepted pigri 13 000000000002481 Example 4 Second Part
148. r page 100 PO number Receiving number Dept code GL Account Item Item desc UOM invoiced qty invoiced price extended amt Edit 000000000002507 000000000001912 10 90 100 Cleaning Supplies 10042059 3 3000 3m Power Sponge 20 Case CS dit 000000000002507 000000000001912 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads S Case vu JOJ A ve Once the un invoiced items have been removed the Variance data at the top of the screen reflects that the Variance has decreased to 0 00 AP Print View Notes Override Select Receipts Match Vendor 12111 History Exception Reconcile LUE gt 4 search Column PO number Search Text GO page 1 of1 Rows per page 100 Dept code GL Account Item Item desc Invoiced qty Invoiced price extended amt 000000000002507 000000000001912 10 90 100 Cleaning Supplies 10041962 17 Red Buffing Pads S Case 100 75 100 75 Page 97 Birchstreet BirchStreet Accounts Payable User Manual Return to the Invoice Tab and click Override Not all members will have access to the Override button If no access has been granted click Save or Submit so that an authority can review the document before transmission to a back office system POPrint View AP Print View Notes Submit Override Select Receipts Match Invoice Eas Vendor petan History Ex
149. res on the AP Invoice 28 AP INVOICE SCREEN Pc 31 Accessing the AP Inyoice Screen een 31 Understanding the Layout of AP Invoice nemen eene enne nnn nnn nnn 22 Key Features on the AP Invoice ET 35 WORKING WITH OCR FEEDS 2 ERUFCU TU EUER un 40 HANDLING AUTO MATCHED INVOICES rreowsvsersst o vERRYNE VEO Esa DE FERYE VESTRE PNE rv ERES 40 Auto Matchina OV EI VIC W 40 Page 2 Birchstreet BirchStreet Accounts Payable User Manual Auto Matched Invoice Statuses ssasinsinsusasesiusweussntesaneastedsieweslnsudasjeadtnedawsalsdeadijeaidlsaieviedlosesanieniddevevsainacgaeadeiwendindesensans 41 Handling Invoices that are in a Matched Status nennen eene nnne 42 Handling Invoices in an Exception Status 42 Handling Invoices that are in a Not Matched Status essen eene nnn 55 Invoices in a New Status SE ASET E S URN FUN E a 58 DELETING AUTO MATCHED INVOICES IN A NEW STATUS 69 ENTERING INVOICES MANUALLY PAPER INVOICE
150. rocess FEATURE OVERVIEW e AP Auto Matching via Feed AP Auto Matching is completed by allowing a feed file of scanned supplier invoices to seamlessly populate within the BirchStreet AP Module Invoices will automatically search for their PO counterparts and if receiving has been done and the invoices fall within designated tolerance ranges the invoice will match and be ready for transmission to a back office system Invoices that do not match will be manually reconciled Matching via Manual Invoice Entry AP Auto Matching is completed by allowing users to physically create system copies of supplier invoices within the BirchStreet AP Module If designated tolerances are met invoices will match against their PO counterparts and corresponding receiving events and be ready for transmission to a back office system Invoices that do not match will be manually reconciled e Credit Memos Credit Memos can be generated within the BirchStreet AP Module for transmission to a back office system or as Informational Credit Memo Reminders for customers waiting on a supplier s copy to come in via a feed file For customers receiving supplier Credit Memos via a feed file the BirchStreet copy can be deleted e Approvals All invoices that do not immediately match designated tolerances can be reconciled and sent through an approval process before transmission to a back office system Credit Memos can also be sent through an n approval is appli
151. roperty invoices can be submitted to an approver using the Submit button or they can be transmitted to a back office system from the AP Invoice Tab as discussed on page 167 Page 79 Birchstreet BirchStreet Accounts Payable User Manual ONE INVOICE FOR ONE PO AND MULTIPLE RECEIVING EVENTS To reconcile a physical copy of a supplier s invoice against several receiving events begin on the AP Invoice Tab and click the Create Invoice button 20 BirchStreet Center t Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create CM Search Column Y Search Text Page 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total An AP Invoice Screen will appear and you will begin on the Invoice Tab Note that when creating a new invoice there are several blue boxes with white arrows that depict required fields in the entry screen below n AP Print View Attach Submit uui ug Vendor History Exception AP invoice number Hew 2 Statuz Transmission status Supplier invoice number Transmission date Invoice date Batch number PO reference Matched receipt numbers PO Status Subject Supplier name Exchange rate Supplier contact iD Invoice Trx Total Invoice subtotal amount Invoice tax amount
152. rtmental checkbook Only available for those using the checkbook drilldown features within BirchStreet Prop Summary Provides a dashboard view of the property checkbook includes all departments Only available for those using the checkbook drilldown features within BirchStreet View PDF View scanned copies of supplier invoices and credit memos Only available for those receiving invoices and credit memos via an OCR Feed Delete Allows an invoice or credit memo in the New status to be deleted Deleted documents will move to the Recycle bin Create Invoice Routes users to the AP Invoice Screen Create Credit Memo Routes users to the Credit Memo Screen Page 28 Birchstreet BirchStreet Accounts Payable User Manual On the left hand side of the AP Invoice Screen users will see a selection of filter options 20 BirchStreet Center Py vV H Catalogs Order Guide Cart PO InBox Approvals AP Invoice Submit Print View Attachment History Transmit AP All Checkbook Prop Summary Delete Create Invoice Create First Previous Next Last Refresh Search Column PO number v Search Text Page 1 of 1 Rows 0 0 of 0 found Inv AP invoice Doc F Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total To use the filter options click the drop down menu next to each option in order to narrow the search criteria
153. s information in a back office system Page 136 Birchstreet BirchStreet Accounts Payable User Manual Note If a Supplier company ID has already been cross referenced with a Vendor code the field will automatically populate when the Supplier company ID is selected in the step above If it does not populate refer to page 21 to learn how to add a new vendor code Supplier name Indicates the name of the supplier as found on the PO that was selected using the PO reference number lookup icon In the case of Non PO invoices this references the supplier s name on the invoice in hand Note The Supplier name will automatically be populated once a Supplier company ID has been selected Supplier contact ID This optional field allows a user to select a specific supplier contact to attach to a system copy of a supplier invoice The lookup icon can be used to select a contact if necessary Supplier company ID Vendor code 10172011 Supplier contact ID CL Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Total Refers to the grand total as indicated on the 5 physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the
154. ssue Transmit refers to passing something from one person or place to another Within BirchStreet this refers to passing system generated copies of supplier invoices and or credit memos to a customer s back office system for processing and or payment Batch denotes a group like items such as BirchStreet invoices that are assembled and processed together BirchStreet offers the capability to transmit system generated invoices to a customer s back office system on an individual basis or in a batch format For customers using an OCR Feed invoices and memos will transmit on a scheduled process and need no manual intervention to transmit Back Office System applies to a behind the scenes business tool that can help a company streamline its entire business operations and process Examples of back office systems might include but are not limited to Sun Integration Great Plains Oracle JDE etc Page 14 Birchstreet BirchStreet Accounts Payable User Manual Accruals are an accounting term that refers to the time between when an item is expected to be paid for and the time when it actually does get paid In BirchStreet once items are received a customer expects to receive an invoice soon thereafter in order to pay for the goods services received The time between receiving goods services and actually paying for those goods services categorizes the expected amount due as an accrual until it is paid SETTING UP AUTO MATCHING TOLERANCES T
155. status Transmission date Batch number Matched receipt numbers Subject Vendor code Reconcile Trx Totals Received ext amt Received tax amount Received freight amt Receiving grand total Hold dezcription Page 105 Override 000000000001912 10172011 Birchstreet BirchStreet Accounts Payable User Manual Note that while the invoice has been reconciled it has not yet been transmitted Depending on the business process at the property invoices can be submitted to an approver using the Submit button or they can be transmitted to a back office system from the AP Invoice Tab as discussed on 167 MULTIPLE INVOICES FOR ONE AND MULTIPLE RECEVINING EVENTS To reconcile multiple copies of a supplier s invoices against a single PO with multiple receiving events begin on the AP Invoice Tab and click the Create Invoice button 20 BirchStreet Center Submit Print View Notes Attachment History Transmit AP Checkbook Prop Summary Delete Create Invoice Create Search Column PO number Search Text 1 of 1 Rows 0 0 of 0 found AP invoice Doc Inv e F Status type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total An AP Invoice Screen will appear and you will begin on the Invoice Tab Note that when creating a new invoice there are several blue boxes with white arrows that depict required fields in the entry screen be
156. t Internal PO No Customer Account PO Type Standard Purchase type General Supplier Unisource Worldwide Bill To BirchStreet Center File 57006 3737 Birch Street Los Angeles CA 90074 US Newport Beach CA 92660 US Attn Cami Smith Attn Accounts Payable Title Customer Service Ambassador Phone 800 767 5677 Fax 877 765 6946 Email cami smith unisourcelink com DBA Unisource Ship To BirchStreet Center 3737 Birch Street Newport Beach CA 92660 US Attn Justin Davis Sent From BirchStreet Center Terms Name Sato Subject Unisource El Title Hotel Admin Partial Order Accepted No Phone 949 567 7000 Ship via Best Way Fax Payment Terms 1 15 due the 25th others due 10th of next Month Department 10 Rooms Cost Center Payment Method Purchase order Origin Notes and Attachments Header Notes No Notes This Purchase Order has 0 Attachments Item SKU Product Desc Y Price 10042059 10 90 100 Rooms 3000 3m Power 1 34 9400 Sponge 20 Case 10041962 10 90 100 Rooms 17 Red Buffing 5 00 20 1500 Pads 5 10042083 10 90 100 Rooms 20 Red Buffing 00 25 8500 Pads 5 Extension 174 70 Edit Line Edit Alloc 100 75 Edit Line Edit Alloc 129 25 EditLins Edit Alloc Sub Total Freight Tax Amount Less Discount Total amount due Scroll down to reveiw the receiving history at the bottom of the PO Print View screen and note the items and qua
157. t Center 3737 Birch Street Newport Beach CA 92660 Page 88 Birchstreet BirchStreet Accounts Payable User Manual Invoice 2 Unisource Worlwide 4232 Elm Street Suite 320 Newport Beach CA 9433 Dx invoice Dete mezo Fress TTD ee MET eMe mem E 1 BirchStreet Center 3737 Birch Street 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 10042083120 Red Buffing Pads Page 89 Birchstreet BirchStreet Accounts Payable User Manual Review the Receiving Record if necessary and note the receiving record number of 1912 that corresponds with PO number 2507 Receiving Record 000000000001912 Purchase Order 000000000002507 Received by Ben Coker Received on 01 11 2012 PO Status Receiving Complete Buyer s name Ben Coker Buyer s Phone 949 567 7000 Buyer s Dept A amp G Invoice number PO date 01 11 2012 Supplier Unisource Worldwide Invoice subtotal amount PO subtotal 5404 70 Source document number Invoice freight amount PO Freight amount 540 47 Tracking number Invoice tax amount 532 PO Tax amount 32 38 Bill of lading number Invoice less discount amount PO less discount amount 50 00 Deliverv note number Invoice Total 39 Total 477 55 Direct total amount 404 70 Receiving Notes No Notes Product Disbursement Picked up by Department Date Delivered to Location Signature Purchase orders Receiving
158. t Unreceived PO Budgets Screen Procurement Administration H Company Level Maintenance len Adjust Unreceived PO Budgets Budget Budget Adjustment Entry i Budget GL Accounts Preset Allocations i Budget Import Export Budget Period Maintenance Budget Period Length Maintenance Budget by PO Report Budget Status Report Budget Rollup Consumed Report i Budget by PO Report Maintain Multi Currency Features Page 171 Birchstreet BirchStreet Accounts Payable User Manual When the screen opens use the filter options on the left side if applicable and select a PO to adjust by clicking on the PO Number Prior Period PO s anced Searc Adjust Budget PO Print w Details Search Column number Hadas Search Text GO PO number Page 1 of 1 Rows 1 330 of 330 found PO date PO date POS PO Status SS OOl Changed to above status 3275001713 02 14 2009 14 30 46 Acce 3275001717 02 14 2009 14 55 32 _ Partial 3275001718 02 14 2008 14 57 44 Buyer name 3275001725 03 08 2008 17 44 49 Partial Required delivery date 3275001743 03 23 2009 12 09 25 Supplier name Budget date 3275001744 03 23 2008 12 10 57 ACCEL ee date elivery date 3275001745 03 23 2009 12 11 51 Acce 3275001746 03 23 2009 12 13 03 ACCEL The data will load onto the entry screen and the original PO can be viewed using the PO Print w Details button Adjust Budget
159. t be completed before matching can commence e Receiving events should be completed per each individual delivery i e do not combine multiple deliveries into one receiving record MANUAL INVOICE CREATION OVERVIEW Manually creating a system copy of an invoice allows users to conduct a three way match between an original purchase order receiving events for that purchase order and a supplier s invoice Before beginning the process of manually entering invoices into BirchStreet it is strongly recommended that users match up all receiving records with any supplier invoices that are on hand In many cases users may wish to refer back to a specific receiving event for a purchase order and compare that event to the supplier s invoice Having the paperwork organized before you begin will allow you to minimize the time spent searching for details after beginning the invoice creation process Page 71 Birchstreet BirchStreet Accounts Payable User Manual MANUAL INVOICE ENTRY STATUS Upon manually entering invoices the invoices will fall into one of several statuses Auto Matched The invoice matched the PO s receiving event s within the predefined tolerance range and is ready to be transmitted Exception The invoice has been compared to the PO s receiving event s and the totals do not fall within the predefined tolerance range Not Matched The original status of an invoice before any matching has been attempted New A non PO
160. t hand side there will be an Entry area to create new tolerances All required fields in the Entry area will be depicted by a blue box with a white arrow n Welcome Ben Coker Mktplc 483 20 Advanced Search First Previous Next Last Refresh Search Column Matching type wv Search Text Select Entry co Page 1 of 1 Rows 1 3 of 3 found Matching ID Disabled Matching type Receipt Invoice supplier must Subtotal dollar 96 variance Subtotal dollar amt variance Set Defaults AP Matching Passing Criteria ld Matching Criteria Matching eel Compare using D Determines if rule is an AND OR see field help Matching sequence 14 Filter records to match List vertical Horizontal Disabled Apply when invoice higher Apply when invoice lower Apply when PO amt is zero Buyer company ID Supplier company ID SOTF Supplier ID Supplier type Purchase type enter database value QI gt Page 17 Birchstreet BirchStreet Accounts Payable User Manual To create a new tolerance begin by selecting a Matching type using the drop down menu Set Defaults AP Matching Passing Criteria Matching ID amp Disabled Matching Criteria Matching type EM Select Entry vt Apply when invoice higher Select Entry ZENE Con Sin h Grand total dollar amt variance PERO NINE C IMS Compare to this value Grand
161. t this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 15222 33 Received ext amt Invoice tax amount 317 7 Received tax amount Invoice freight amount 22 Received freight amt Invoice grand total 2 3 Receiving grand total Page 111 Birchstreet BirchStreet Accounts Payable User Manual The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button Invoice Dates Vendor History AP inwoice number Supplier invoice number 00786 Invoice date 01 12 2012 PO reference PO Status Supplier contact ID Invoice Trx Total Invoice subtotal amount 5272 33 Invoice tax amount 517 79 Invoice freight amount 822 24 Invoice grand total Payment Payment method code Select Entry v Hold Click OK on the confirmation prompt Message from webpage AN Processing is done New Save NEP PO Print View AP Print View Exception Notes Attach Submit Override Status Trangmission status Transmission date Batch number Matched receipt numbers Subject Wendor code 10172011
162. tatus type Transmission date Supplier name Subject PO number Supplier inv Invoice date Total An AP Invoice Screen will appear and you will begin on the Invoice Tab Note that when creating a new invoice there are several blue boxes with white arrows that depict required fields in the entry screen below n AP Print View urit Override History Exception _ Lo Status Transmission status Supplier invoice number ES D 77 1l Transmission date Invoice date Batch number PO reference Matched receipt numbers PO Status Select Entry Subject Supplier company 02 __________ Vendor Supplier name Supplier contact ID Exchange rate m Invoice Trx Total Invoice subtotal amount Ea Inwoice tax amount Inwoice freight amount Invoice grand totali Totals from Detail Extended amount Tax amount Freight amount Discount amount Total amount Difference Page 120 Birchstreet BirchStreet Accounts Payable User Manual Take the physical copies of the supplier s invoices in hand and note the invoice numbers invoice dates and whether a PO number is referenced Proceed to review the document and note the supplier s subtotal amount tax frieght and grand total Unisource Worlwide 1232 Elm Street Suite 320 Newport Beach CA 9433 ee BirchStreet Center BirchStreet Center 3737 Birch Street 3737 Birch Street Newport Bea
163. ted in a 75 85 variance between the two subtotals One of our pre defined tolerances states that we will not allow a Subtotal dollar variance of more than 50 00 and the system has now taken exception to this transcation Invoice grand total 430 55 Variance Matched date Matching exception Exception type Row Supplier inv item Item desc Order Edit 01 12 2012 16 33 05 Exception Header Subtotal dollar 90 extended trx amount variance percentage variance AP 480 55 Receiving 404 7 So variance 18 7423 allowed variance 10 0 Edit 0112 2012 16 33 05 Exception Header Subtotal dollar amt extended trx amount variance variance AP 480 55 Receiving 404 7 variance 75 85 allowed variance 50 0 Page 46 Birchstreet BirchStreet Accounts Payable User Manual Compare the receiving record with the supplier invoice using the View PDF button Unisource Wortwide 1232 Elm Street Suite 320 Newport Beach CA 9433 BirchStreet Center 3737 Birch Street Newport Beach CA 92660 Newport Beach CA 92660 Page 47 Birchstreet BirchStreet Accounts Payable User Manual Click the PO Print View button to review the original PO and note the quantity and prices of the items ordered PURCHASE ORDER BirchStreet Center NUMBER 000000000002485 Status Receiving Complete Required Delivery Date 01 05 2012 PO Submit Date 01 04 2012 12 45 45 Source Documen
164. tem Information Item tem description Department code Ordered UOM Received quantity PO Rec d price Received ext amit Invoice Amounts Invoiced quantity Inwoiced price Inv extended amt Inwoice tax amt Invoice freight amount Inwoice total 7 17 Red Buffing Pade Case Reconcile row PO date Received date Substitute item GL Account Invoiced 7 qty variance Price variance Extended amt variance Page 129 Birchstreet BirchStreet Accounts Payable User Manual The updated invoice price will immediately be updated within the line item information PO number Receiving number 000000000002486 000000000001917 Dept code 000000000002486 000000000001917 000000000002486 000000000001917 Invoice grand total Variance LUE gt 4 Search Column PO number PO number Receiving number 000000000002486 000000000001917 Dept code 000000000002486 000000000001917 000000000002486 000000000001917 Reconcile GL Account Item 10 90 100 Cleaning Supplies 10042083 GL Account item 10 90 100 Cleaning Supplies 10041962 10 90 100 Cleaning Supplies 10042083 Page 130 Item desc Invoiced qty Invoiced price cS 30 1500 Sponge 20 Case 17 Red Buffing Pads C 20 Red Buffing CS Item desc Invoiced qty Invoiced price 534 94 530 1500 525 85 Inv extended amt Inv extended amt
165. th this Credit Memo Print View T Status Hold Hold description type Credit memo Transmission status Supplier company ID 4 Unisource Worldwide Trangemission date Credit memo creator Batch number Vendor code reference 000000000002514 H AP invoice number Supplier invoice number JJ45 Supplier credit memo number Auto created Extended amount Discount amount Tax amount Freight amount Total amount Click the Detail Tab to access the line item information AP Credit Memo o00000000000013 p Status Hold Hold description Memo type edit memo Tranzaemizezion status Supplier company ID 1 Unisource Worldwide Transmission date Credit memo creator Batch number Terms Wendor code PO reference 4 AP invoice number Supgplier invoice number Supplier credit memo number Auto created Extended amount Discount amount Tax amount Freight amount Total amount Page 162 Birchstreet BirchStreet Accounts Payable User Manual On the Detail Tab click the Edit link next to the line item Delete AP Print View Submit 4 Search Column Row Y Search Text Go page 1 of1 Rows page 100 ow Line type Item number NN Quantity Unit price Extension Tax amt Frt amt Discount amt Total home amt B em qp gm 20 00 0 00 50 00 520 00 Note the GL Account field that needs to be modified Ne
166. total dollar 56 variance Subtotal dollar amt variance Subtotal dollar 96 variance Matching sequence Header Tax dollar amt variance Apply when PO amt is zero Header Tax dollar variance Header Freight dollar amt varianc Header Freight dollar variance Receipt Invoice supplier must mat Determines if rule is ANDIE Filter records to match Buyer company ID Supplier company ID SOTF Supplier ID Supplier type Purchase type enter database value In the example above the Receipt Invoice supplier must match option was selected This is commonly used as the first tolerance in all marketplaces and what it states is that before any reconciling can be done the supplier information must match a supplier that has already been added to the marketplace Invoices cannot be matched to a supplier if the supplier doesn t exist within the BirchStreet marketplace If a supplier invoice enters the marketplace via an OCR feed and the supplier itself cannot be found the invoice will immediately fall into an Exception status Selecting the Receipt Invoice supplier must match option as the first tolerance level will make the other required fields obsolete as they will no longer apply Note When setting up tolerance levels use the Matching sequence field to determine the sort order of the tolerance criteria being created It is recommended to use sequences of five 5 10 15 etc in the event that additional tolerances created at a late
167. transmit invoices begin the AP Invoice Tab and use the filter options to filter for documents in a Matched status 20 Rosewood Demo RA Attachment History Approval Details Transmit AP Checkbook Prop Summary M First Previous Next Last Refresh Search Column PO number vy Search Text Q 1 of 1 Rows 1 3 of 3 found 8 AP invoice Status Doc type Transmission date Supplier name Subject PO number Supplier inv Invoice date Inv Total 000000000000114 Auto Matched AP Invoice Unisource Worldwide 000000000002317 5 01 15 2012 000000000000016 Auto Matched AP Invoice Edward Don amp Company Punchout 000000000001065 5 04 12 2011 000000000000001 Auto Matched AP Invoice COMMERCIAL FURNITURE GROUP INC 000000000000756 5 03 09 2011 Page 167 Birchstreet Click Transmit AP Matched i First Previous Next Last Refresh Search Column PO number wv Search Text Page 1 of 1 Rows 1 3 of 3 found e AP invoice BirchStreet Accounts Payable User Manual 20 Rosewood Demo Status Doc type Transmission date Attachment History Supplier name Subject Approval Details Transmit AP PO number Checkbook Prop Summary Supplier inv Invoice date Inv Total 000000000000114 Auto Matched Invoice Unisource Worldwide 000000000002317 01 15 2012 000000000000016 Edward D
168. tree Select 18 Edward Don amp Company Punchout Punchout Syzco 3653 1118 Evanston R Select 0 European Imports Ltd Online Electranic 2475 N ELSTON Select 28 Euvitis Delicacies Email Yes 779 22nd Avenue Internet 4g 100 Once the supplier has been selected the supplier s name and company ID will be visible on the main screen Vendor code Wendor Page 23 Birchstreet BirchStreet Accounts Payable User Manual Enter the Vendor code for the supplier at hand Cross reference ID Supplier company ID Vendor code 789798379 vendor Click Save Once the cross referenced data has been saved the record will become visible in the list on the left hand side of the screen Close Advanced Search search Column E Search Text GO Cross reference ID Page 1 af 1 7 Rows 1 8 of amp found Supplier company D Cross ref ID Sup company ID Vendor code 789798379 Vendor name Page 24 Birchstreet BirchStreet Accounts Payable User Manual EDIT AN EXISTING CROSS REFERENCE CODE In some instances existing Vendor codes may need to be modified if they were initially entered incorrectly To edit an existing cross reference code proceed to follow the steps below Uncheck the Hide Menu Option at the top of the screen to show the menu on the left hand side of the page Welcome Ben Coker Mktplc 483 20 2
169. ty Unit pice Extension Tax amt Free form 10041962 17 Red Buffing Pads 10 00 Free form 10042083 20 Red Buffing Pads 25 65 373 09 50 00 Page 155 Birchstreet BirchStreet Accounts Payable User Manual Click OK on the confirmation prompt Message from webpage Ed A Processing is done OK Note Depending on whether a customer is using AP Auto Match or AP Invoice Entry Credit Memos may be handled differently at this point depending on the business process at the property For customers using AP Auto Match When the real Credit Memo arrives from the supplier via the feed file compare the supplier s memo to the Informational Credit Memo that was created and then proceed to delete the BirchStreet issued Credit Memo Process the feed generated Credit Memo just like a Non PO invoice For customers using AP Invoice Entry When the real Credit Memo arrives from the supplier in a physical form compare the supplier s memo to the Credit Memo that was created in BirchStreet Make adjustments if applicable and then proceed to use the Submit button to forward the memo through the approval process before transmitting it to the back office system Page 156 BirchStreet Accounts Payable User Manual Birchstreet Click the AP Credit Memo Tab and click the refresh conl Delete AP Credit memo _ Vendor Detail Hold type Supplier company ID Batch number Vendor code reference
170. ubtotal dollar variance Apply when invoice higher Compare using Less Than or Equal Apply when invoice lower Determines if rule is an AND OR see field help Matching sequence 1 0 Apply when amt is zero Filter records to match Buyer company ID Supplier company ID SOTF Supplier ID Supplier type Purchase type enter database value Page 19 Birchstreet BirchStreet Accounts Payable User Manual An additional common tolerance example is the Subtotal dollar amt variance Using a comparative rule of Less Than or Equal To and entering a comparative value of 50 this tolerence states that if the subtotal dollar amount of an invoice for a PO is less than or equal to 50 00 of the receiving events for that same PO the invoice will be automatically matched and fall into an Auto Matched status Conversely if the subtotal dollar amount of an invoice for a PO is not less than or equal to 50 00 of the receiving event subtotals for that same PO the invoice will fail upon entry and fall into an Exception status Invoices that fall into an Exception status will be reviewed and manually reconciled at a later time Set Defaults AP Matching Passing Criteria Matching D amp Disabled Matching Criteria Matching type Subtotal dollar amt variance Apply when invoice higher Compare using Less Than or Equal Apply when invoice lower Compare to this value Determines if rule is an AND OR see field help M
171. umber using the lookup icon 56 Birchstreet BirchStreet Accounts Payable User Manual Note that you may optionally narrow the search criteria at the top of the lookup screen Once the correct PO number has been located click Select Purchase Order Number Lookup Windows Internet Explorer C https o5 birchstreetsystems com 4 MavList isp Advanced Search First Previous Next Last Refresh Search Column number Search Text 2514 co e Page 1 of 1 Rows 1 1 of 1 found PO number Subject PO Status 0147 2012 I00000000002541 a Receivi omp 000000000002514 Paper Products Receiving Complete 15 35 28 Once the correct is selected proceed by clicking the Match button If Save is clicked instead the invoice will automatically be matched during the next scheduled AP auto match process AP Print View Submit Select Recsipis Match Invoice Jates BUT History FHaconeils AP invoice number New HA Status Transmission status Supplier invoice number Transmission date Invoice date 01 17 2012 HE Batch number reference 000000000002514 Matched receipt numbers PO Status Subject Vendor code 10172011 Supplier contact ID Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount Received ext amt Invoice tax amount Received tax amount Inwoice freight amount Received freight amt Invoice grand total 520 00 Receiving grand total Payment
172. us Next Last Refresh Search Column Status Search Text Exception Submit Print View Notes Attachment Approval Details All Transmit AP Checkbook 5 Delete Create Invoice First Previous Next Last Refresh Search Column Y Search Text Page 1 of 1 Rows 1 10 of 10 found Transmission Supplier Invoice e AP invoice Status Doc type date Supplier name Subject PO number date inv Total 000000000000107 Unisource Worldwide 000000000002485 01 15 2012 i 000000000000046 i Unisource Worldwide 000000000002336 i 05 27 2011 i 000000000000034 i Unisource Worldwide 000000000002336 05 27 2011 i 000000000000044 j Unisource Worldwide 000000000002331 05 27 2011 i 000000000000038 j Unisource Worldwide 000000000002317 05 27 2011 i 000000000000020 i i Edward Don amp Company SOTF 000000000002310 04 18 2011 000000000000018 j i Edward Don amp Company SOTF 000000000002308 04 14 2011 000000000000009 j Edward Don amp Company SOTF 000000000002301 i 03 30 2011 000000000000030 j ROYAL HAWAIIAN SEAFOOD 000000000001690 05 26 2011 000000000000017 i LAROCCA SKINCARE 000000000000738 04 11 2011 Page 43 BirchStreet Accounts Payable User Manual Birchstreet Select an invoice to reconcile and click the Edit link to be routed to the AP Invoice Screen 20 Rosewood Demo v Attachment Approval Details Checkbook LI Summary Delete
173. ust be populated using the lookup icon the right of the field To select a PO reference click the lookup icon Note that you may optionally narrow your search criteria at the top of the lookup screen Once the correct PO number has been located click Select Purchase Order Number Lookup Windows Internet Explorer Sele https hirchsEreebsvsberns cam Advanced Search First Previous Next Last Refresh Search Column number viv search Text 1 of 4 Rows 1 350 of 1076 found POnumber Subject PO Status PO date Sup company ID j DER Unisource MINV for T 01 12 2013 ap kte wa 000000000002510 POSNER Receiving Complete 13 13 49 13 e Unisource for 01 12 2012 THTHELHELHLH c s 1 kT wa 000000000002509 1 Heceiving Complete 13 11 04 13 Unisource MNV for a 01 11 2014 28 08 P CEPS 1 7 a Supplier company ID The supplier company ID is a unique number assigned to each supplier when they are adopted or added to a BirchStreet marketplace Page 116 Birchstreet BirchStreet Accounts Payable User Manual Vendor code The vendor code is a unique code assigned to each supplier by Finance personnel and will allow a supplier s information in BirchStreet to be linked to the supplier s information in a back office system Supplier name Indicates th
174. ven Delmonico Remit to name Steven Delmonico Title Territory Manager Phone 800 360 2303 Fax 877 765 6946 Email steve delmonico unisourcelink com Header Notes No Notes This Credit Memo has 0 Attachments PO No Receiving No Line Description Extension 000000000002514 Damaged Napkins 1 0 20 00 Edit Alloc Sub Total Freight Tax Less Discount Total 20 00 0 00 0 00 0 00 20 00 Click Close To edit click the Edit link next to the item on the Approvals Tab 20 Rosewood Demo G Approve Disapprove Buyer Contact Print View Edit Print w Details Header Update History Budget Impact Pending approval ng Attachment Checkbook Prop Summary View PDF First Previous Next Last Refresh Search Column Doc number Search Text Page 1 of 1 Rows 1 2 of 2 found e Status Doc type Doc number Doc Date Req deliv date Submitter Property Approval Details Subj Supplier Total amount a qm Ben Coker Awaiting approval PO 000000000002515 01 17 2012 23 01 39 01 18 2012 Unisource Worldwide i Awaiting approval 000000000000013 01 18 2012 15 30 38 Canter Page 161 Unisource Worldwide Birchstreet BirchStreet Accounts Payable User Manual Use the Tabs to review the credit memo screens In this example we will modify the GL Account associated wi
175. voice subtotal amount Ea Invoice tax amount Invoice freight amount Invoice grand total 5 Totals from Detail Extended amount Tax amount Freight amount Discount amount Page 37 Status Select Transmission status Select Transmission date Batch number Matched receipt numbers Subject Vendor code B j Trx currency ___ Reconcile Trx Totals Received ext amt Received tax amount Received freight amt Receiving grand total Variance Birchstreet BirchStreet Accounts Payable User Manual Dates Tab This optional screen will automatically populate with the date an invoice is entered into BirchStreet An Age date of a PO a Discount date and a Due date may be popluated manually if applicable Entry date n 1177 2012 Age date ES Discount date E Due date Vendor Tab Reveals the supplier contact information for an invoice Vendor Address line 1 Address line 2 Address line 3 City State Province Zip Postal code Country Detail Tab Provides a screen in which new line item details can can added to an invoice Detail Add Row Y Search Column Y Search Text GO page o 010 Rows perpage Row Substitute item Line status Line type PO number tem Item desc Order UOM n Page 38 Birchstreet BirchStreet Accounts Payable User Manual History Tab Provides a history of an invoice which includes the date time as to when an invoice
176. w Loqo My Settings Main Menu AP Invoice Procurement Approvals Submit Print View Notes E 2 List Editors Attachment History Transmit AP n First Previous Next Last Refresh PRESSE Prop Summary Termas Reconciliation Supplier On The Fly Search Column PO number Y Create Invoice Supplier Request Form Search Text co Supplier Site Cross Reference 1 of 1 Rows 0 0 of 0 found AP Invoice AP AP Invoice Report invoice Doc Transmission Supplier Supplier inv Invoice Inv AP Invoice Exception Report Status type date name Subject date Total AP Invoice Summary Report A ___ AP Credit Memo AP Credit Memo Report AP Accrual Report AP Batch Report Batch Error Log Report Supplier Site Cross Reference Supplier Cross Reference Listing AP Vendors Needing Cross Refere AP Matching Criteria Inventory Reports Administration When the screen appears note that any previously referenced codes will be in a Navigation list on the left and the main entry screen will be visble on the right On the main entry screen there are several required fields indicated by a blue box with a white arrow 0 Welcome Ben Coker Mktplc 483 20 O Entry O List Vertical Horizontal Advanced Search First Previous Next Last Refresh Search Column Cross ref D
177. w Save Delete AP Print View Submit b Search Column Row v V Search Text GO 1 of1 Rows page 100 ow Line type Item number Description Quantity Unit price Extension Frt amt Discount amt Total home amt stem ge jeep pepe 20 00 0 00 0 00 20 00 Cancel Copy as New Row Delete Row Edit Alloc Line type Free form v Item number 672 Description Damaged Napkins Quantity Unit price amount Extended amount Tax amount Freight amount Discount amount Total amount Department code GL Account Cleaning Supplies PO reference 000000000025 Receipt number Page 163 Birchstreet BirchStreet Accounts Payable User Manual Use the lookup icon next to the GL Account field to select a different GL Account by clicking the Select button next to the applicable option GL Account Lookup Windows Internet Explorer Seles C https wisw05 birchstreetsystems com 4 Zoom jsp PanelID 125758 CtrlType undefined amp d 13269233039398earch 10 90 3308extrapEPA Advanced Search First Previous Next Last Refresh Search Column GL Account Search Text Page 1 of 1 Rows 1 22 of 22 found GL Account Description Department 10 00 060 Cable Television 10 90 100 Cleaning Supplies te 10 00 1198 Complimentary Services amp Gifts 10 90 125 Contract Services 10 90 3225 Commission amp Rebates
178. w vendor code can be added Supplier company ID Vendor code 0172011 Supplier contact ID Invoice subtotal amount Refers to the supplier s subtotal amount from the physical invoice Invoice tax amount Refers to the tax amount if any from the supplier s physical invoice Invoice freight amount Refers to the freight amount if any from the supplier s physical invoice Page 123 Birchstreet BirchStreet Accounts Payable User Manual Total Refers to the grand total as indicated on the supplier s physical invoice Note that this field is greyed out and will automatically populate based on the sum totals of the Invoice subtotal amount Invoice tax amount and Invoice freight amount In this instance there are no tax or freight charges included on the physical invoice under inspection so the data will be refelected as seen below Invoice Trx Total Reconcile Trx Totals Invoice subtotal amount 3 Received ext amt Invoice tax amount Heceiyed tax amount Invoice freight amount Received freight amt Invoice grand total 2480 55 Receiving grand total The current status for this new invoice is Not Matched but now that the required information has been entered click the Match button Attach Submit Override Invoice Daiail History Exception AP invoice number mw e La Status Transmission status Supplier invoice number Transmission date Invoice date 2 2012
179. xt Junisou GO Page 1 of 1 Rows 1 2 of 2 found RHR code Early pmt terms Het 30 Online Electronic 1 15th due the Z5th others due 10th of next Month Company 10 Company Select Unisource Canada Inc Select Payment terms Trans method Unisource Worldwide Page 150 Birchstreet BirchStreet Accounts Payable User Manual Once the supplier has been selected the Supplier company ID Supplier name and Vendor code will be visible on the screen If a Vendor code is missing refer to page 21 to see how a new vendor code can be added Supplier company ID Batch number Wendorcode 10172011 4 To select a PO reference number click the lookup icon to the right of the field Conduct an optional search using the filter option at the top of the screen and then click Select next to the correct PO E Purchase Order Number Lookup Windows Internet Explorer PEE C https birchstreetsystems com 7 Advanced Search First Previous Mext Last Refresh Search Column search Text 2485 Page 1 011 Rows 1 1 of 1 found 000000000002485 01 04 2012 10 34 35 Receiving Complete Unisource E1 Page 151 Birchstreet BirchStreet Accounts Payable User Manual For some customer s a Supplier invoice number is also required Manually enter that data to complete the required fields and then click on the Detail Tab AP Credit memo Memo 4 status Hold
180. yable User Manual Click the Confirming PO checkbox Create Document Windows Internet Explorer C https birchstreekeystems com j4 P Ocreate jsp sub id 483 amp co id220 amp dacEype POo amp singlesup 1 amp supplierID 13 amp POTvpe amp callFram c PO Type Standard Confirming PO Subject Required delivery date Ed to Supplier Purchase type Select Entry Allow partial ship Ship via Best Way M Ship to Attn Name ustin Davis Cost center Department GL Accounilld Reset Dept GL acct x Source Document Customer account Tax based on Uncheck to add flat amts Tax 12 0000 HTS 12 0 GLAccount moso Freight based on Uncheck to add flat amts Freight r GL Account Less Discount Amount Internet 4g 100 Page 62 Birchstreet BirchStreet Accounts Payable User Manual Click OK on the following prompt Message from webpage A 695 Warning This PO will to the Supplier Uncheck the Confirming PO checkbox to send Ehe PO ko the Supplier Check it For after the Fact purchases only The Required delivery date will be grayed out Complete all required fields scroll to the bottom and click OK birchstreeksystems com Type Standard Confirming PO Subject Unisource Order Invoice 777 Required delivery date o 177201 Hote to Supplier Allow partial ship C uu Ship to Attn Name Justin Davis

BirchStreet Accounts Payable User Manual

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