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MultiSite Suite: Accounts Payable User`s Manual

1. Cs CSC ids gt io b Exit lt lt Back Next gt gt MultiSite Systems LLC version 6 57 MultiSite Suite Accounts Payable Module Writing Checks From the list in the panel select the vendors users sites utility vendors or property managers for which you will write checks To select more than one use the Shift or Ctrl key on your keyboard while clicking on the choices with your mouse Click the Next button The checks associated with the selections you made in steps 6 and 8 appear in the confirmation panel S Check Wizard 3 AP Check Wizard You have selected the following Payables for this check run You are about to print 3 checks Total Invoice Amounts 3 276 51 Total Discount Amounts 0 00 Total Net Invoice Amount 3 276 51 46237 If everything looks GO then click Next and the Checks will begin printing Exit lt lt Back Print check 10 Examine the check information in the confirmation panel to make sure 11 be MultiSite Systems LLC that you are printing the group of checks that you want to print If it is correct go to the next step If not click the Back button to go back to the previous panels and select other choices Click the Print Checks button A progress panel appears A thermometer bar displays the progress that the system is making while printing the checks When the checks are finished a Finished message appears in the panel
2. Online Help esT Ba List View List View Filter All Records Ba Category Bs Sites fim Trades _ Vendor Name VID Main Trade City State LastPayablel lt 4 column Ba Print Profile headers Ge Add Vendor Ba Edit Vendor Cat Ba AP History Ba Pay History status bar List View Filter All Records NUM CAPS 06 23 2003 9 18 AM This default screen is already set up to search for and display a list of vendors You would see the same screen if you clicked the List View folder under Vendor Views or clicked the Search for Vendor button on the toolbar for more information see zewing Vendors Label Bar Slider Bar Sections AP is made up of 6 sections one for each type of activity Vendor Views for displaying lists of vendors according to various search criteria displaying details about each vendor printing vendor profiles adding vendors modifying vendor information and viewing a history of invoices or checks for each vendor Open AP Views for displaying lists of unpaid invoices according to various search criteria Invoices for entering new invoices modifying existing invoices and auto authorizing checks for an invoice MultiSite Systems LLC version 6 4 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable Checks for writing voiding and reprinting checks Letters is still under construction When it is finished it will generate letters to
3. MultiSite Systems LLC version 6 30 MultiSite Suite Accounts Payable Module Adding amp Editing Vendor Categories sidebar The main grid will be filled with a list of all vendors with the un authorized status Admin users can authorize vendors by clicking on the checkbox in the unauthorized view The procedure to authorize vendors is O Adding amp Editing Vendor Categories After you add a vendor to AP you can assign categories to the vendor by using the instructions below You can also use this procedure to change a vendor s categories at any time gt To add or edit vendor categories do the following 1 MultiSite Systems LLC Select the vendor for whom you want to add or edit categories For instructions see Vzewing Vendors In the Vendor Views slider bar click the Edit Vendor Categories folder icon The Vendor Category Linking window appears w Yendor Category Linking Selected Vendor for Category Linking This Vendor Categories Contractor Other Add Remove cave Close Retail Store Rooter SubContractor Supplier wholesale version 6 31 MultiSite Suite Accounts Payable Module Deactivating a Vendor In the All Categories list select a category that you want to assign to the vendor then click the Add button Repeat this for each category you want to assign Tip After you assign a category you will be able to look up the vendor by that category us
4. You can also add a note by displaying a vendor s record and then navigating to the blank line in the Vendor Notes section at the bottom of the view panel version 6 5 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable Module buttons in the center of the toolbar open the other modules in the MultiSite Suite Online Help opens the online help for the program Menu Commands An explanation of each menu on the menu bar is as follows File menu enables you to change the setup of your default printer options Printer Setup You can also use it to print the current screen that is displayed Print Screen or to exit the AP module Exit Edit menu enables you search for a vendor by vendor name Find Vendor For more information see Vzewing Vendors View menu contains various filtering commands that enable you to filter records that you view in the system thus shortening the amount of time that you spend waiting for the system to retrieve unneeded records For a specific explanation of each filter command see the Fr tering Records for Customized Viewing subsection in the topic Vzewing Vendors Tools menu enables you to do the following lt The Preferences command lets you set user preferences such as the default current accounting period the parameters for some of the record retrieval filters the location of the printer to which you send checks and so forth see Setting U
5. MultiSite Suite Accounts Payable Module Adding a Vendor gt To add a vendor do the following 1 Ifthe Vendor Views label bar isn t already open click on it to display the various viewing options 2 Inthe Vendor Views slider bar click the Add Vendor folder icon The Add New Vendor window appears im Add New Yendor OF x File New Vendor All Vendor Fields Vendor Code Vendor Name Main Division M ulti F amily X Main Trade w 3 Click the button to the right of the Vendor Code text box The Suggest VID window appears Suggest YID x Enter Vendor Mame 4 Enter the full name of the vendor in the text box 5 Click OK The system creates a unique vendor code for the vendor and places it in the Vendor code text box of the Add New Vendor window The system also places the name you entered in step 4 in the Vendor Name text box 6 From the Main Division drop down list select the division in which the vendor will be used MultiSite Systems LLC version 6 27 MultiSite Suite Accounts Payable Module Adding a Vendor 7 MultiSite Systems LLC 10 11 From the Main Trade drop down list select the type of trade in which the vendot s goods or services is normally classified For example if you are adding an electric company select Utilities The system places the information that you entered and selected in the corresponding Value cells of the All Vendor Fields list on the right s
6. AAA CARPET amp UPHOLS ABERDEEN CARPET amp TE ABSOLUTE CARPET CLE AFFORDABLE CARPET C ALBEMARLE CARPET DE ALL CLEAN ALLEN LYNTHACUM ALLENS CUSTOM FLOOF AMERICA S CARPET CAF ANDERSON FLOORS ANDY HOLMAN XTEAML ANDY S CARPET CLEAN ARMENTROUT S CARPE BEST KEPT CARPET INC BEST WAY CARPET amp UI BILL HEGE CARPETS IN BILL SPENCER S CARPE a Trades Fiter All Records A B HAIR CARPETSINC NUM caps 06 23 2003 9 28 AM i Field Name Field Value cc YID Not Updatable remit Street Remit Zip Vendor Notes for 4 B HAIR CARPETS INC Jie Dae Swet Sti O C __ Click on a trade to display the expander button plus sign to the left of the trade name Then click on the expander button to display the corresponding vendors underneath Click on the name of the vendor whose record you want to display The vendotr s details appear in the 2 column view panel as shown above version 6 17 MultiSite Suite Accounts Payable Module Viewing Vendors Filtering Records for Customized Viewing MultiSite Systems LLC You can filter the records that the system displays when you view vendor records including a vendor s AP history and pay history In this way you can shorten the amount of time that you spend waiting for the system to retrieve unneeded records and you can scroll through records more eff
7. it is not deleted from the system but it disappears from the Notes section of the selected vendor You can reactivate it at any time by repeating steps 1 3a and then selecting the version 6 23 MultiSite Suite Accounts Payable Module Modifying Vendor Details check box again To delete the entire note do the following a Click the Delete button A confirmation message appears b Click Yes in the message box The Note window closes and you return to the main screen Note To see the deletion in the list of notes for the vendor it is necessary to refresh the screen first You can do this by selecting another vendor and then re selecting the vendor whose note you deleted To navigate to another note in the list of notes for the vendor without leaving the Note window use the first previous next and last buttons at the bottom of the window If you want to print a note navigate to it and then click the Print button If you want to add a new note for the vendor at this point click the Add button and follow steps 4 9 in the Adding Vendor Notes section of this topic above To exit the Note window click the Close button or the x in the top right corner of the window You return to the main screen Modifying Vendor Details MultiSite Systems LLC Notes When editing vendor details it is important to edit appropriate fields only If you have any doubt or question about changing a
8. version 6 18 MultiSite Suite Accounts Payable Module Viewing Vendors Filter Division Note Only users with system administrator access privileges can filter vendor records by company division To filter vendor records according to the company division that handles the vendors accounts choose Filter Division from the View menu The system filters the vendor records by the division that is selected in the Preferences window for instructions on how to select the division see Sedtang User Preferences Voided Invoices If you want to display only voided invoices in the AP history or pay history choose Voided Invoices from the View menu For instructions on viewing the AP and pay history see Vzewing the AP History and Viewing the Pay History Filter Vendor Status When viewing vendor records you can filter them by status active vendors inactive vendors or both active and inactive vendors To filter vendors by status choose Filter Vendors from the View menu Then from the sub menu choose All Vendors Active Vendors or Inactive Vendors For instructions on deactivating vendors see Deactivating a Vendor Shortcut Menu Commands MultiSite Systems LLC A short cut menu is available from the vendor list List View as well as from any specific vendor s detail record When you right click on a vendor in List View or on a row in a vendot s detail record standard 2 column view the short cut menu commands a
9. 31 2003 04 fiz ii RICKY BRANN WASHINGTON STATEMENTS 06 18 2003 06 18 2003 A C i DY EQUIFAX CR WILLIAMSTON 6825152 05 31 2003 05 31 2003 04 i s DIF TE By PM Open Invoices Candace Heath NUM CAPs 06 23 2003 10 04 AM a Tip To check the approval status of an open invoice scroll all the way to the right to view the Authorized column 4 To display a specific invoice double click anywhere in the corresponding row The Invoice window appears displaying the details for the selected invoice Searching by Vendor The By Vendor icon enables you to look up open payables that are due for a specific vendor a Tip For instructions on how to view both open and closed invoices for a vendor see zewing the AP History MultiSite Systems LLC version 6 42 MultiSite Suite Accounts Payable Module Viewing Unpaid Invoices gt To search for the open payables due for a specific vendor do the MultiSite Systems LLC following 1 If the Open AP Views label bar isn t already open click on it to display the various viewing options In the Open AP Views slider bar click the By Vendor folder icon A list of vendors appears in the center of the main screen In the list select the vendor whose open invoices you want to view A list of all the unpaid invoices for the vendor appears in the main panel as shown Multi Family AP Dates NOT Filtered Division NOT Filtered Filtered for Active Yendors
10. File Edit wiew Tools Help EL aj Dal ana omn 2 ALLENS CUSTOM FLOORING CENTER ALLENSCUS1 Ga By User pate DueDate Description fa By Site pv A amp SHOMS A LOCKS Ba By PM ATAT By Vendor a AT amp T o A 1 LAWN Ba By DueDate AFFORDAI AFTERDIS AIR TECH ALL STAR ALLEGHEt ALLTEL h i AMERICAN AMERICAN ANN LOCK ANTHONY ARCH WIF o gt ARVIL BYF ATCOM BL ATMOS Eb Invoices Averitt s Ele B amp J APPL BAS AIR Ly Ls By Vendor Open Invoices ALLENS CUSTOM FLOORING CENTER NUM CAPS 06 23 2003 10 05 AM Tip To check the approval status of an open invoice scroll all the way to the right to view the Authorized column To display a specific invoice double click anywhere in the corresponding row The Invoice window appears displaying the details for the selected invoice version 6 43 MultiSite Suite Accounts Payable Module Searching by Due Date Viewing Unpaid Invoices The search By Due Date icon enables you to look up open payables by the dates on which they are due gt To search for the open payables that are due on a specific date do the MultiSite Systems LLC following 1 If the Open AP Views label bar isn t already open click on it to display the various viewing options In the Open AP Views slider bar click the By Due Date folder icon A list of dates appears in the center of the main s
11. Lynn 10 shirley SQL2TEST Wanda 5 2003 05 19 2003 05 19 2003 05 14 2003 05 14 2003 05 14 2003 0571472003 05 14 2003 05 14 2003 04 28 2003 04 28 2003 Invoices Cheeks Ss ZHAC 00015055 05 07 2003 05 07 2003 Letters Fenat By User Open Invoices imm omon oo oma o onoma onoma omaoma oom joma omm joma Dom joma on ioon o jun O BISCOE APPLIANCE SALES amp SERVICE NUM gt 06 26 2003 10 40 PM 3 For each invoice that you want to authorize select the check box in the Authorized column so that a check mark appears inside it When you select the check box the system saves the authorization automatically r Tip If you authorized an invoice in error you can click inside the check box again to remove the check mark The system saves the change automatically Writing Checks In AP you can write one individual check for an invoice or you can write batches of checks for several invoices at one time After you write checks the system removes the corresponding invoices from the Open AP Views where unpaid invoices appear The checks appear in the pay history and are posted to the General Ledger module Notes The system does not enable you to write checks for an invoice until it has been approved Check the approval status of invoices before attempting to write checks for them by displaying them in any Open MultiSite Systems LLC version 6 55 MultiSite Suite Accounts Payab
12. Remote Desktop shortcut 2 The system connects to a remote server via the Internet Your Windows Desktop changes to the one associated with the MultiSite program MultiSite Systems LLC version 6 2 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable 3 The Windows login window appears im Login User Name rob Current Period 052003 Cancel 4 If itis not already displayed enter your user name in the User Name text box Keep the default Current Period the current global period for accounts payable activity Note Only users with special administrative rights to the Accounts Payable module can change the date in the Current Period text box of this window Click OK The default main screen for Accounts Payable appears as shown in the next section Navigating in Accounts Payable Navigating in Accounts Payable MultiSite Systems LLC The modules in MultiSite Suite are designed to look like Microsoft Outlook for simplicity and familiarity When you first log into Accounts Payable the following screen automatically appears version 6 3 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable Clipboard ee for button Note button button buttons that bea other ee button bea modules Extbuton Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yerdors Edit wiew Tools Help v a a A OF gomeauna ole amp j4
13. box appears indicating that the reminder has been saved in the system 9 Click OK in the message box 10 To exit the window click the x button in the top right corner or the Close button in the bottom part of the window You return to the Reminders window 11 To add another reminder repeat steps 2 10 12 To exit the Reminders window click the x button in the top right corner ot the Close button in the bottom part of the window You return to the main screen r Tip After you add reminders they appear in a list in the Reminders window according to the frequency that you set in step 7 You can dismiss a reminder by clicking inside the corresponding check box in the Dismiss column You can also dismiss all related reminders by clicking inside the corresponding check box in the Clear All column If you use these features to dismiss reminders they do not appear in the Reminders window when you log into the system Displaying the Windows Notepad amp Calculator If you want to open the Windows Notepad or Calculator to use while you ate working in the AP module choose Notepad or Calculator from the Tools menu Rebuilding Layout Files MultiSite Systems LLC Your system contains a configuration file that determines which AP icons and features appear in your own customized version of the AP screen and which ones do not Sometimes this file gets corrupted When that happens the Rebuild Layout Files feature r
14. it as an e mail attachment to an e mail address that you specify The 100 drop down list enables you to select different sizes in which to view the current page creating the effect of zooming in and out The number next to Total indicates the total number of records that are in the report The percentage that appears next to the Total Records indicator is the percentage of records in the report that have been processed by the system 49 of 49 label indicates the number of records in the report that have been processed by the system as well as the total number of records in the repott MultiSite Systems LLC version 6 68 MultiSite Suite Accounts Payable Module Setting User Preferences Setting User Preferences The Preferences feature enables you to set default values that the system uses when you work with records in the AP database You can set any of the following defaults The current period in which you view and manage records throughout AP The location on your computer system where the system stores exported AP reports and documents The report formats that you use for printing check vouchers checks and the Check Register report The printer to which checks are sent for printing If you have system administrator privileges you can filter vendor records by company division office property manager or site manager Note If you do ot have system administrator privile
15. menu that appears version 6 32 MultiSite Suite Accounts Payable Module Moving a Vendor NOTE Review Team This menu command needs to change to Change Vendor Status or after it is selected it needs to change to Re Activate Vendor Let me know if this change is made and I ll change the instructions accordingly A message box appears indicating that the vendor status has been reversed 3 Click OK in the message box If you open the detailed record 2 column view of the vendor s record the word False appears as the value in the Active field indicating that the vendor is no longer active Note If you are already in the detailed 2 column view when you perform step 2 it is necessary to refresh the view to see False in the Active field You can do this by selecting another vendor and then returning to the 2 column view of the one you selected in step 1 r Tip To change a vendor s status back to Active repeat the steps in this procedure The value in the Active field changes to True Moving a Vendor If you enter duplicate records for a vendor and you want to consolidate the records into one vendor record you can move the data from the extraneous record to the main one and then delete the one that you no longer need gt To move data from one vendor record to another do the following 1 From the Tools menu choose Move Vendor The Move Vendor Transactions window appears Multi
16. select All Reports and one that generates the Check Register report Check Register A separate icon is necessary for the Check Register report because the system must perform some additional processing to retrieve that report After you generate a report it is displayed in the Reports window where you can view the report print it export it to a file or send it as an e mail attachment Instructions for each of these procedures follow version 6 62 MultiSite Suite Accounts Payable Module Generating amp Printing Reports Generating Regular Reports Reports Other Than Check Regjister gt To generate any report other than the Check Register report do the following 1 Ifthe Reports label bar isn t already open click on it to display the two Reports icons Vendor Views Open AP Views Invoices Checks Letters Reports A Check Register 2 Inthe Reports slider bar click the All Reports icon The AP Report Menu window appears as shown below It displays the reports that are assigned to you Note If a report that you expect to see does not appear speak to your supervisor or system administrator about adding the report to your assigned list MultiSite Systems LLC version 6 63 MultiSite Suite Accounts Payable Module Generating amp Printing Reports MultiSite Systems LLC i ap Report Menu io File Available Reports Preview ie Report Hame T 2 g 11096 Forms 11099 Form
17. vendors directly from AP Reports for generating printing exporting and or sending Accounts Payable reports To navigate to one of these 6 areas click on the corresponding label bar The label bar slides to the top revealing the slider bar area underneath You click the different icons in the slider bars to display different sets of records perform various activities or generate different types of reports Toolbar Buttons MultiSite Systems LLC Note When you first click on a label bar the other parts of the main screen remain in their previous view until you click an icon inside the newly opened slider bar An explanation of each toolbar button is as follows Exit closes the AP program and returns you to the remote server Desktop You can also click the Microsoft x button at the top right corner of the screen or choose Exit from the File menu Search for Vendor places your cursor in the text box above the vendor List View so that you can search for a vendor by name You can also search for a vendor by name by clicking the List View icon in the Vendor Views slider bar or by choosing Find Vendor from the Edit menu in the main screen menu bar Clipboard copies the name and address of the currently selected vendor to the Windows Clipboard so that you can paste the information into another software program such as Microsoft Word Note enables you to add a note journal item to a vendor s record
18. will change to the next item or will clear out the contents Your cursor has to be in the grid row you want to examine o In short the Budget Bar changes display when you change from one column with your cursor to either the Description column or the Credit column The Budget Bar displays e The budget for the account in the current grid row e Period Actual Activity is the actual amount spent on the budget item so far this accounting period and the YTD Year To Date spent e BUDGET INFO Activity is the amount budget for this accounting period YTD and the Annual budgeted amount e The last row displays either the Amount Over Budget or the Amount Under Budget e Three visual cues help you quickly determine the relationship between the selected account and the budget e Amounts displayed in brackets are under budget e Green captions mean under budget and red denotes over budget e The stoplight graphic shines Red or Green to alert you the Annual Budget status The Invoice data entry grid displaying the invoice line items Boot Unt JobCode Acct Description eit 0 a E i mE products Oo sao D 2 E e a a Budget Bar Display under the data entry grid Account 6711 Period ACTUAL Activity 0 YTD oar Desc Office supplies BUDGET INFO Actreity Ed YTE 7093 Annual 773 Amount Over or Under Budget 64 YTD 138 Impact a3 Note Annual Budget Stop Light image will be Green if the Annu
19. with the Batch Run ID number as shown below Tip You might want to make a note of the Batch Run ID number because you will need it if you ever want to reprint the checks see Reprinting Checks version 6 58 MultiSite Suite Accounts Payable Module Writing Checks Ss FINISHED PRINTING CHECKS AP Check Wizard Finished Printing Batch Run 46237 ja 12 Click the Finish button to exit the Check Wizard You return to the main screen Tip You can change the printer to which you send checks For instructions see Setting User Preferences Writing One Individual Check gt To write one individual check for a vendor invoice do the following 1 If itisn t already displayed open the Open AP Views slider bar and use any of the search methods to display the invoice for which you want to write a check For instructions see Wzewing Unpaid Invoices 2 Inthe Actions slider bar click the Manual Check icon A message box appears asking if you want to write a manual check for the selected invoice 3 Click Yes in the message box The Choose Bank Account window appears MultiSite Systems LLC version 6 59 MultiSite Suite Accounts Payable Module Voiding Checks Past Petiod 052003 Click on a row containing the Account you wish to draw thie check against _ Acct Type Acct WP Disbursement a7 03836 CEB E ry iri EE x cr 7 1 ma ba cr ERIT A Operating Fesemwe 0411793623 l CENTURA Da 4
20. 1099 s are printed MultiSite has an optional method of controlling the creation of new vendors In essence here is how the new vendors are controlled e Any non Read Only user can add new vendors e By default all Vendors will be saved as Un Authorized e The Un Authorized status does not hinder users from entering invoices using the new un authorized vendor o When the invoice prints out large NOT AUTHORIZED prints on the invoice o The new vendor stays in the un authorized status until an administrator authorizes the new vendor version 6 13 MultiSite Suite Accounts Payable Module Viewing Vendors o During the automated check writing in the Check Wizard the un authorized vendor outstanding invoices will be paid The top voucher portion of the check will have a bold caption NOT AUTHORIZED This is a last minute effort to put emphasis on an un authorized vendor The top voucher portion can be torn off and the check mailed to the vendor Later the vendor can be authorized or moved to another existing vendor e Un Authorized vendors can be viewed in the AP module by clicking the icon UnAuthorized located in the Views group sidebar The main grid will be filled with a list of all vendors with the un authorized status e Admin users can authorize vendors by clicking on the checkbox in the unauthorized view e The procedure to authorize vendors is O Adding amp Editing Vend
21. AM Click on a category to display the expander button plus sign to the left of the category name Then click on the expander button to display the corresponding vendors underneath Click on the name of the vendor whose record you want to display The vendotr s details appear in the 2 column view panel as shown Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors File Edit Yiew Tools Help ii Gal g Ho 2 a List View ate Custom View Fields for A B HAIR CARPETS INC Trettiane bane i Category Nine El Contractor a t ABLE SEWER amp DRAIN C a Trades Brent DUMMY amp Associ i HOWARD CONSTRUCTI Do Not Use Ea Add Vendor Exteriors Ba Print Profile Ba Edit Vendor Cat ci Individual l i P ABERDEEN CARPET amp TE Ga AP History Rex Barbeque Ba Pay History ci miot a E HAIR CARPETS INGE AAA CARPET amp UPHOLS J Remi ciy iac AFFORDABLE CARPETC II mR Landscaping 27563 H Legal Mail Order crm Am Municipality Other Te S Painter O er E Retail Store Roofer SubContractor Ea Supplier M Category Filter All Records j B HAIR CARPETS INC NUM M CAPS 0672372003 9 25 AM version 6 15 MultiSite Suite Accounts Payable Module Viewing Vendors Searching by Site Different vendors are used to purchase products and services for different sites If you know the site as
22. ATER SERVICES INC PO BOX 1415 PO 80x 1415 mis CHERAN SC 2520 A 1 LAN CARE SOO WALKER ST ExT CO CECIL H CANNONA MALKER ST EXT mmi REIDSVILLE NC 27320 ABERDEEN SUPPLY COMPANY D1 NORTH SYCSMOREST D1 NORTH SYCAMOREST DST ABERDEEN NC 25315 127 SOUTH FIRST STREETAZ SOUTH FIRST STREE ALBEMARLE NC 25001 ALBEMARLECARPET DEPOT INC 1277 SOUTH FIRST STREET ALBEMARLE2 ALEXANDER HSG P O BOX 14587 0 80X 14658 P O BOX 1458 60624 HAGERSTOWN MD 21741 1455 So NORTH SECOND STREETAG NORTH SECONDS ALLEGHENY POWER CO ALLIANCE MEDICAL INC ALBEMARLE So NORTH SECOND STREET ALLIANC EM 1 ALBEMARLE NC 25001 AMERICAN SIGNS BY TONARROW 60 PETERS CREEK P HUY A PETERSCREEK P HAN 20 PETERS CREEKP HAY AMERCANS2 WINSTON SALEM NC 27103 AMERICAN SOLUTION INFORMATION ZU STATE RT 112500 STATE RT 11 ZIA STATE RT 11 AMERCANSI MOOERS NY 1253 APPLIANCE CENTER ZAL WEST MAIN STREET ZA WEST MAIN STREET 116 ALBEMARLE NC 25001 ARC OF STANLEY ARCOFSTANI ARCH PAGING G i00 PO sox Tdi Po 80x Tdotor i 4 gt 7 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section below To close the Reports window click the x button on the toolbar or in the upper right corner of the window You return to the AP Report Menu window Click the Close Reports icon in the Preview slider bar of the AP Rep
23. Accounts Payable Module Viewing Unpaid Invoices A list of all the site s unpaid invoices appears in the main panel as shown Multi Family AP Dates NOT Filtered Division NOT Filtered Filtered for Active Yendors File Edit Yiew Tools Help 5 OF gomenn omn N ALLENDALE 5 Ba By User fa By Site m A amp T HON a ABC INVES ALLENDALE 05 25 2003 05 25 2003 SUPPL Oe By PM ALDERSG ff By Vendor ALDERSG 3 ELECT ALEXANDI APEX ARDEN Al ARLEE ST ASHLYN F AURORA BAKERSVI BATTLEBC BISCOE BRAGG 51 N BROOKWI BUCKHAN BURKE BURNSVIL CDBH BEL CDBH HYI CHADBOU CHRISTIAL y Reports L H Ls By Site Open Invoices ALLENDALE NUM CAPS 06 23 2003 10 04 AM ALLENDALE 2 2100 5762 91 26 06 09 7200 fm By DueDate Tip To check the approval status of an open invoice scroll all the way to the right to view the Authorized column To display a specific invoice double click anywhere in the corresponding row The Invoice window appears displaying the details for the selected invoice Searching by Property Manager The By PM icon enables you to look up open payables of sites managed by a specific Property Manager gt To search for the open payables of sites managed by a specific MultiSite Systems LLC property manager do the following 1 If the Open AP Views label bar isn t al
24. BURKE 828 874 4500 CONOVER 10362 730827 01 06 23 2003 06 23 2003 CABLE 20 2003 CARPET Ge By DueDate AC WORLDCOM cea ise shirley ma B m E CONOVER nog MOWING Py Kay BURGIN LINCOLNTON WMOTA 04 08 2003 04708 2002 BENT BE 18 2003 NEW CAI T MORGANTON 5701 5654 5 5672 06 10 2003 06 10 2003 ELECTRI MORGANTON 08 40049 06 13 2003 03 MISC SU 06 12 2003 06 12 2003 MISC SU Invoices 2076 06 16 2003 06 16 2003 MISC SU gt Se DSIRE lat Rss beasseas STAG IIIT By User Open voise Caroi Num CAPs 06 23 2003 10 03 AM Tip To check the approval status of an open invoice scroll all the way to the right to view the Authorized column To display a specific invoice double click anywhere in the corresponding row The Invoice window appears displaying the details for the selected invoice The By Site icon enables you to look up open payables of invoices written for a specific site gt To search for the open payables of a specific site do the following MultiSite Systems LLC 1 If the Open AP Views label bar isn t already open click on it to display the various viewing options In the Open AP Views slider bar click the By Site folder icon A list of sites appears in the center of the main screen In the list select the site associated with the open payables you want to view version 6 40 MultiSite Suite
25. E Review Team These buttons for adding and removing fields from the Custom View list are not currently working therefore these instructions are not entirely correct before we finalize this AP manual we need to find out if the right and left arrow buttons will be made operational to go with the steps above Otherwise I ll need to change the instructions to single clicking to move the fields from one list box to another version 6 72 MultiSite Suite Accounts Payable Module Setting Reminders rE Tip To add or remove all fields at once use the double arrow buttons 17 Click the Save View button at the bottom of the tab 18 Click the Save Settings button at the bottom of the window 19 If you want to enter company information click on the Company Info tab in the Preferences window and change the default settings in that tab Be sure to click the Save Settings button after working in the tab 20 To exit the Preferences window click the x in the upper right corner or the Close button in the bottom part of the window You return to the main screen Setting Reminders You can set reminders for yourself in the AP system The system displays the reminders when you log into the system so that you won t forget important tasks For example if you set a reminder for every Thursday the system displays the reminder every Thursday as soon as you log into AP Note In order f
26. Make sure that the Post Period is the period to which you want to post the check to the General Ledger module If it is not enter the appropriate period in the Post Period text box UI Select the account for which you want to write a check 6 Click OK The check is sent to the printer 7 To exit the Choose Bank Account window click the x button in the top right corner NOTE Review team Please check to make sure that this is correct m not sure if they have to close the Choose Bank Account window or if it closes automatically and returns to the main screen or if it closes automatically and then the system displays a blank invoice You return to the main screen Tip You can change the printer to which you send checks For instructions see Setting User Preferences Voiding Checks gt To void checks do the following 1 If it isn t already open click on the Checks label bar to display the Checks options MultiSite Systems LLC version 6 60 MultiSite Suite Accounts Payable Module Voiding Checks 2 Inthe Checks slider bar click the Void Check icon The Void Check window appears ig Yoid Check _ Oe x hbm Bank Accounts Te e Bank Name Acct Type E HEM COMMERCIAL 71097225 me E HEM CORP PAYROLL 37 103839 Invoices os fie men OS i Print Void Check Clase 3 In the text box at the top of the window enter the first few letters of the account name that contains the che
27. MultiSite Suite Accounts Payable User s Manual version 6 MultiSite Suite Accounts Payable Module Copyright amp Trademarks Copyright Notice and Trademarks 2010 MultiSite Systems All rights reserved Microsoft Windows Excel and Outlook are registered trademarks of Microsoft Corporation All other product names and services used throughout this document are trademarks or registered trademarks of their respective companies The product names and services that appear in this document are used in editorial fashion only and for the benefit of such companies No such use or the use of any trade name is intended to convey endorsement or other affiliation with this document MultiSite Systems LLC version 6 i MultiSite Suite Accounts Payable Module Table of Contents Overview of Accounts Payable Logging Into Accounts Payable Navigating in Accounts Payable Label Bar Slider Bar Sections Toolbar Buttons Menu Commands Shortcut Menu Click level Sorting Status Bar Selecting Specific Records Navigating in Records Navigation Workflow Logging Out of Accounts Payable Viewing Vendors Searching by Name Searching by Category Searching by Site Searching by Trade Filtering Records for Customized Viewing Shortcut Menu Commands Adding Modifying amp Deleting Vendor Notes Adding Vendor Notes Modifying Deactivating or Deleting Vendor Notes Modifying Vendor Details Printing Vendor Profiles Adding a Vendor Authorizin
28. MultiSite Suite Accounts Payable Module Generating amp Printing Reports x id 4 1of1 gt i rifa S E a po v Totati6 100 16 of 288135 Harris Brown Mgt Check Register Checks Printed between 01 01 2003 and 06 30 2003 A amp T HOMES 37 1115914 Check 01 07 2003 Int SC 01 15 2003 1056 03 31 2003 SET 04 09 2003 Int SC 04 30 2003 SET 05 12 2003 Int SC Check Date VID 01407 2003 01 15 2003 03 31 2003 0409 2003 04 30 2003 05 12 2003 D RESIDENCEI vendor Hame N A RESIDENCE DEVELOPMENT NA N A N A NA Site 269 269 269 269 269 269 Site Hame A amp T HOMES AST HOMES A amp T HOMES AST HOMES A amp T HOMES A amp T HOMES OB 8 To navigate in the report print the report export it to a file or send it to someone as an e mail attachment use the instructions in the Navigating in Printing Exporting and E mailing Reports section below 9 To close the Reports window click the x button on the toolbar or in the upper right corner of the window You return to the Check Register Report selection window 10 Click the Close button at the bottom of the window You return to the main screen Navigating in Printing Exporting and E mailing Reports MultiSite Systems LLC Use the toolbar buttons and labels shown below to navigate among the report pages print the report export the report to a computer fi
29. NK Sites Filter All Records a amp E TELEVISION NETWORK NUM CAPS 06 23 2003 9 27 AM 3 Click on a site to display the expander button plus sign to the left of the site name Then click on the expander button to display the corresponding vendors underneath 4 Click on the name of the vendor whose record you want to display The vendor s details appear in the 2 column view panel as shown above version 6 16 MultiSite Suite Accounts Payable Module Searching by Trade Viewing Vendors When vendors are added to the system their trade is identified in their record Therefore you can search for a vendor by type of trade gt To search for a vendor by type of trade do the following MultiSite Systems LLC 1 If the Vendor Views label bar isn t already open click on it to display the various viewing options In the Vendor Views slider bar click the Trades folder icon A list of trade types appears in the center part of the screen Multi Family AP List View Ba Category Be Sites Ga Trades Ge Print Profile E Add Vendor Ga Edit Vendor Cat Ga AP History Ba Pay History Invoices Dates NOT Filtered File Edit View Tools Help n Appliances Attorney Caretaker E Carpets Reports J Division Multi Family Filtered for Active Yendors pa gomang om Custom View Fields for A B HAIR CARPETS INC mes B HAIR CARPETS INI
30. Site Suite Accounts Payable Module Adding a Vendor be Tip You can either select the vendor in the List View or open the vendor s detail record 2 column view 2 Do one of the following Inthe Vendor Views slider bar click the Print Profile folder icon Right click on the selected vendor s record From the shortcut menu that appears choose Print Profile The profile appears in the Reports window x Id 4 1of1 j amp Z a poz Total 100 1of1 Harris Brown Mgt Vendor Profile 06 23 21 V ID Vendor Name A B HAIR CARPETS INC Contact Remit Address Address P O BOX 567 P O BOX 567 NORLINA NC 2756 NORLINA NC 27563 Phone 252 456 3307 Fax 252 456 4395 Mobile Phone Pager Require 1099 False Credit Limit Insurance Cert Reqd False Credit Balance Insurance Cert Expire Supplier Acct Number Standard Terms Neto Utility Vendor False Status Division Multi Family Main Trade Carpets Last Payable Date 06 11 2003 Message Site Links finart Name 3 Click the Print button on the Reports window toolbar to send the profile Adding a Vendor to the printer To exit the Reports window click the x button on the toolbar or in the top right corner of the window You return to the main screen You can add a vendor to AP directly from the Vendor Views slider bar The instructions are as follows MultiSite Systems LLC version 6 26
31. Site Systems LLC version 6 33 MultiSite Suite Accounts Payable Module Moving a Vendor Move Yendor Transactions to New endor Iof x File FROM VENDOR Enter_first_few_letters_of Vendor_Name and_press_ENTER vendorName VID Address City State LastPayat TO VENDOR Enter_first_few_letters_of_ YendorName and_press_ENTER VvendorName VID Address City State LastPayat ACTION SUMMARY Close Go 2 Inthe From Vendor text box enter the first few letters of the vendor s name as it appears in the record that you want to remove from the system 1 e the record from which you want to move transactions A list of corresponding names appears beneath the text box 3 From the list select the vendor whose transactions you want to move 4 Inthe To Vendor text box enter the first few letters of the vendor s name as it appears in the record that you want to keep in the system Le the record to which you want to move transactions A list of corresponding names appears beneath the text box 5 From the list select the vendor whose record you want to keep 6 Click the Go button 7 To exit the window click the Close button You return to the main screen a Tip After you are finished moving the data you should delete the extraneous record from which you moved the data For instructions see Deleting a Vendor below MultiSite Systems LLC version 6 34 MultiSite Suite Accounts Pa
32. Tip To view open unpaid invoices only by system user site P P 2 y y y gt property manager vendor or due date see zewing Unpaid Invoices gt To view the AP history for a vendor do the following MultiSite Systems LLC 1 Select the vendor for whom you want to view the open AP history For instructions see Vzewing Vendors Do one of the following In the Vendor Views slider bar click the AP History folder icon Right click on the selected vendor s record From the shortcut menu that appears choose AP History Press the shortcut key combination Ctrl H on your keyboard A list of invoices that have been entered for the selected vendor appears Multi Family AP Dates NOT Filtered Division Multi Family Filtered for Active Yendors File Edit View Tools Help DF qomen om AP History for LOWES BUSINESS ACCOUNT h Ba List View is Ba Category sh tnvDate Inv SiteName Description Amount ChkDate GH Sites E 0603 2003 28792 CONWAY maintenance supplies 21 94 06 16 2003 261250 Sa Trades i 05 23 2003 8213141002 DUNCAN SUPPLIES FOR SIT 82 64 06 02 2003 258077 Ba Print Profile isi meh ak i Ea Add Vendor iat 04 02 2003 82140344082 CATAWBA HICKOF maint supplies 958 49 04 14 2003 251383 fa Edit Vendor Cat Wa saat E 03 03 2003 2 attached SOUTH CONWAY MAINT SUPPLIES 21 44 03 19 2003 248507 Ga AP History ia fa Pay Histor
33. al Budget is under budget and Red if the Annual Budget will be over MultiSite Systems LLC version 6 53 MultiSite Suite Accounts Payable Module budget The example graphic shows the annual budget is over budget Authorizing Checks The AP system will not enable users to write checks for an invoice until it has been authorized Users with system privileges for authorizing invoices can do this directly in AP either manually or by using the Auto Authorize icon in the Invoices slider bar and a bar code scanner attached to their computers The instructions in this manual are for manual invoice authorization only gt To authorize checks in AP manually do the following MultiSite Systems LLC 1 If itisn t already displayed open the Open AP Views slider bar and use any of the search methods to display the list of open invoices that you want to authorize For instructions see zewing Unpaid Invoices 2 Scroll all the way to the right side of the list to display the Authorized column shown below version 6 54 MultiSite Suite Accounts Payable Module Writing Checks Multi Family AP Dates NOT Filtered Division MulttFemily Filtered for Active Yendars File Edit View Tools Help Me By User cay Carolyn vendor Name Ste Name jate DueDate Descripti Amt Authorized dawn Pf BELLSOUTH een a By PM duanelle a Reed Elen MR BELLSOUTH a vk is kristen Gm By Due LindaS Joretta
34. atus information often appears at the top of grids of records as well For example in the picture above the type of view is displayed in the status bar as well above the record grid Selecting Specific Records MultiSite Systems LLC Many of the records in AP as well as in other MultiSite modules display records in a grid either in the main screen panel or in a popup window To put your focus on a specific record or row click anywhere in the row A small black triangle appears in the selection bar to the left of the record indicating which record is selected as shown below version 6 8 MultiSite Suite Accounts Payable Module Logging Out of Accounts Payable selection bar gt Vendor Name VID Main Trade P LOWES BUSINESS ACCOUNT LOWESBUSIT Hardware J LOWES BUSINESS ACCOUNT LOWESBUSN1 Hardware J LOWES BUSINESS LOWES BUST Miscellaneous LOWES HOME CENTER INC 44604 Miscellaneous Navigating in Records You can move your focus from one text box or cell in a record to another by clicking with your mouse or pressing the Tab key on your keyboard On some panels and windows you can also press the Enter key on your keyboard You can move from one row in a grid to another by clicking with your mouse or pressing the up or down arrow keys on your keyboard You can also resize columns in grids by placing your cursor between two column headers and dragging your mouse pointer to the left or right To s
35. ave the new column size so that the system displays it whenever you re open the grid click anywhere inside the grid after resizing it Navigation Workflow Typically after you log into Accounts Payable you click the label bar of the section you want to use first Then you click the icon in the corresponding slider bar and continue working in the panels that appear in the main screen or in popup windows that appear Specific instructions for each procedure are included in this manual Logging Out of Accounts Payable MultiSite Systems LLC To log out of AP simply click the exit button on the main screen toolbar You return to the remote server Desktop To log out of the remote server click the Start button on the Windows Taskbar and choose Log off Your Username version 6 9 MultiSite Suite Accounts Payable Module Viewing Vendors Viewing Vendors In AP you can display vendor information quickly and easily from the Vendor Views slider bar This slider bar contains icons that enable you to look up vendors by the following search criteria Name Category Site Trade When you search by name the system displays a list of vendors containing a brief overview of important information and payments made List View From this list you can navigate easily to the detailed record of any vendor by double clicking on it or by right clicking and selecting Vendor 2 Column View from the shortcut menu When you sea
36. ay a list of invoices that contains the invoice that you want to modify Tip The fastest way to do this is to use one of the 5 search methods in the Open AP Views slider bar The invoice lists in these views are shorter because they contain only unpaid invoices For instructions see Viewing Unpaid Invoices After finding the invoice you want to modify do one of the following Double click on the invoice version 6 49 MultiSite Suite Accounts Payable Module Modifying Invoices MultiSite Systems LLC Select the invoice by clicking on it once then open the Invoices slider bar and click the Edit Invoice folder icon The invoice is displayed in the main screen as shown 4 AP NEW Invoice Entry File Edit Insert View Tools Help W Save in tett 999 HARRIS BROWN MANAGEMENT mo a New Inv Rad 28015 HYMAN PAPER COMPANY Delete are 282951 Address 5 Inv Amt P 0 BOX 5388 O o O x Cancell 85 40 1 Quitinv a 06 12 2008 Tanaman FLORENCE sc 29502 FLORENCE sc 29502 Manual Description COPY PAPER Acct Newt Inv Comments File F Previou Terms Discount Due Dt PO Net Invoice Net30 fo 07707 2003 see 40 Bidatt Ha o oi dee e n l u S ae COPY PAPER MESSAGE D Ondi Pea a es Reports 0 Click inside any of the text boxes and or drop down lists to change information For specific information about each one see the instructions in the Entering Invoices
37. ck you want to void The corresponding accounts appear in the window 4 In the list select the account that contains the check you want to void 5 In the Check Number text box enter the check number that you want to void 6 Click the Void Check button 7 Ifyou want to print a notation about the voided check click the Print button 8 If you want to void any other checks repeat steps 3 7 9 To exit the window click the Close button You return to the main screen MultiSite Systems LLC version 6 61 MultiSite Suite Accounts Payable Module Reprinting Checks Reprinting Checks gt To reprint a batch of checks do the following 1 If it isn t already open click on the Checks label bar to display the Checks options In the Checks slider bar click the Reprint Checks icon A window appears asking for the Batch ID of the checks that you want to reprint TY Enter BatchiD Cancel In the window enter the Batch ID number that appeared on the Finished panel of the Check Wizard when you first printed the batch of checks see Writing Checks Click OK The checks are sent to the printer and you return to the main screen Tip You can change the printer to which you send checks For instructions see Seting User Preferences Generating amp Printing Reports MultiSite Systems LLC There are two icons on the Reports slider bar that you use to generate reports one that displays a list of reports to
38. creen In the list select the due date of the open invoices that you want to view A list of all the unpaid invoices that are due on the selected date appears in the main panel as shown Multi Family AP File Edit Yiew Tools Help il Ba By User fm By Site Open AP Views ae e Dates NOT Filtered Ha mamang omn 9 Division NOT Filtered Filtered for Active endors 06 23 2003 06 23 2003 06 02 2003 aR So 06 03 2003 By Vendor i 06 04 2003 06 05 2003 reese 06 06 2003 06 07 2003 06 08 2003 06 09 2003 06 10 2003 06 11 2003 06 12 2003 06 13 2003 06 14 2003 N 06 15 2003 06 16 2003 06 17 2003 06 18 2003 06 19 2003 a 06 20 2003 j 06 26 2003 06 27 2003 0606 2006 WI s a eea ERRA Tip To check the approval status of an open invoice scroll all the way to the right to view the Authorized column To display a specific invoice double click anywhere in the corresponding row version 6 44 MultiSite Suite Accounts Payable Module Entering Invoices The Invoice window appears displaying the details for the selected invoice Entering Invoices The New icon in the Invoices slider bar enables you to enter invoices into AP quickly and easily After you enter an invoice the system automatically prints a voucher and attaches it to the invoice Each voucher must be approved before a check ca
39. ctly underneath the Description text box If you want to attach a file such as a scanned document to the invoice click the F button to the right of the File text box Use the standard browse window to locate and select the file then click OK If the invoice is associated with a specific building number select it from the drop down list that appears when you click inside the Blde cell in the detail lines located in the lower half of the window If the invoice is associated with a specific unit number e g if the invoice is for a refrigerator for a specific apartment you can select it from the drop down list that appears when you click inside the Unit cell If a work order number is associated with the invoice you can enter it in the Job Code cell of the detail lines In the Acct cell of the detail lines enter the General Ledger account number for this invoice or select it from the drop down list that appears Tip As shown below the GL Account number that was used the last time an invoice was entered for the vendor appears in the first line of the drop down list for your convenience Usually you select or enter that GL account number Bldg Una _ JobCode Accit _ Desoiptin Debi Creal a a nS 442 OFFICE SUPPLIES FLORENCE EXPENSE CASH REGULAR ACCOUNT CASH PAYROLL ACCOUNT OPERATING ADVANCES The description in the header of the invoice automatically appears in the Description cell of the detail li
40. dow version 6 22 MultiSite Suite Accounts Payable Module Adding Modifying amp Deleting Vendor Notes MultiSite Systems LLC He Note for BellSouthTest File Insert Mote Type Mote Date 0672372003 Subject Remit to info Author fob File Attachment F File Embed Mame SHORES M Hate Linked File bir Smith mentioned to mall all checks to his attention Embeded File ry Add Edit Delete Refresh Close k iew record b 3 To modify the note do the following a Click the Edit button b Make changes in the drop down lists and or text boxes Tip When you click the Edit button the buttons at the bottom of the window change to Save and Cancel If you make a mistake while modifying a note you can click the Cancel button and then the Refresh button which restores the information that appeared when you first opened the note c To attach a file to the note click the F button to the right of the File Attachment text box and use the standard browse window to locate and select the file then click OK d To remove an attachment from the note click on the file name in the File Attachment text box and press the Delete key on your keyboard Tip To view an attachment double click directly on the name of the attached file e Click the Save button to save the changes you made To de activate the note click inside the Active Entry check box to clear it Tip When you deactivate a note
41. estores the system defaults so that your AP screens and windows will work properly again version 6 75 MultiSite Suite Accounts Payable Module Rebuilding Layout Files You should not rebuild layout files on your own However if you are experiencing technical difficulty a customer support technician may ask you to use this feature If that happens then simply choose Rebuild Layout Files from the Tools menu MultiSite Systems LLC version 6 76
42. filtering AP history and pay history records by date range and you want to change the date range in which the system filters those records enter the starting date in the Filter for Check Dates Beginning text box Then enter the ending date in the Filter for Check Dates Ending text box Click the Save Settings button to save the default values that you selected or entered If you want to filter the fields that you see when viewing vendor detail records continue with the next step to define the custom fields Otherwise skip to step 18 Click the Custom View tab in the Preferences window version 6 71 MultiSite Suite Accounts Payable Module Setting User Preferences MultiSite Systems LLC The following list boxes appear i PREFERENCES Par Ea Close Fields in Custom View InsuranceCertRegqd InsuranceCertE spire Require1 099 InsuranceCertRiegd Save Settings Undo Close 14 Inthe Available Fields list box select a field that you want to view when using the Custom View filter for vendor detail records standard 2 column view Then click the right arrow button The field name is copied to the Fields in Custom View list box 15 Repeat step 14 for every other field that you want to view when filtering vendor detail records by Custom View 16 To remove a field from the Custom View select it and click the left arrow button The field name is removed from the Fields in Custom View list box NOT
43. g a Vendor Adding amp Editing Vendor Categories Deactivating a Vendor MultiSite Systems LLC version 6 Table of Contents CoO Oo O DA N N DBD GA HK OO N mo O O aA FF N s O O O N O O xa MultiSite Suite Accounts Payable Module Moving a Vendor Deleting a Vendor Viewing the AP History Viewing the Pay History Viewing Unpaid Invoices Searching by User Searching by Site Searching by Property Manager Searching by Vendor Searching by Due Date Entering Invoices Modifying Invoices AP Accrual Method AP Invoice Budget Bar The Budget Bar works like this The Budget Bar displays Authorizing Checks Writing Checks Writing Batches of Checks Writing One Individual Check Voiding Checks Reprinting Checks Generating amp Printing Reports Generating Regular Reports Reports Other Than Check Register Generating the Check Register Report Navigating in Printing Exporting and E mailing Reports Setting User Preferences Setting Reminders Displaying the Windows Notepad amp Calculator Rebuilding Layout Files MultiSite Systems LLC version 6 Table of Contents 33 35 36 37 39 39 40 41 42 44 45 49 51 52 52 53 54 55 56 59 60 62 62 63 65 67 69 73 75 75 iii MultiSite Suite Accounts Payable Module Overview of Accounts Payable Overview of Accounts Payable The Accounts Payable AP module gives users a simple and efficient way to process and pay vendor invoices and to manage vendor informatio
44. ges you should not change the division office property manager or site manager preferences that the system administrator has set for you For a more detailed explanation see the instructions below The date range that the system uses to filter AP history and pay history records when you filter records by date range For more information about filtering records see Fiering Records for Customized Viewing in the topic Viewing Vendors gt To set user preferences do the following 1 MultiSite Systems LLC From the Tools menu on the main screen menu bar choose Preferences The Preferences window appears and the General tab is displayed version 6 69 MultiSite Suite Accounts Payable Module im PREFERENCES Close Setting User Preferences Par Es General Company Info Custom View Session Current Period Default Report Locatior 062003 AF System Current Period 062003 fw Reports AccountsPayable Default Document Locatior Ju Letterst APS Check Youcher Report Check Printing Report Check Printer Check Reaister Report Default Division Default Office W Reports AccountsPayable apinvoicevoucherpt fw Reports AccountsPayable printchecks pt o ho officejet d series fax VOCCI 3 sd Paper Bin Jauto xl fw Reports AccountsPayable checkreaisterpt Lorporate Yv UNKNOWN 7 Default Property Manaq Default Site Manage UNKNOWN 7 UNKNOWN 7 m Filter
45. iciently To filter views you choose the filtering commands on the View menu in the main screen menu bar Note If you are already viewing vendors and then you select or deselect a filter option from the View menu you must refresh the screen to see the results You can do this by re selecting the vendor AP history or pay history The procedures for each type of filter are as follows Filter Date Range for AP History and Pay History Over time a large number of records are added to a vendotr s AP history and pay history To shorten the list of vendor records that appear in either history choose Filter Date Range from the View menu to limit the records that the system retrieves by date range The default date range for filtering the AP history and pay history is set by the system administrator To change the date range specify a different one in the Preferences window for instructions see Setting User Preferences For instructions on viewing the AP and pay history see Vzewing the AP History and Viewing the Pay History Custom View for Vendor Detail Records 2 column View You can limit the specific information that you see when you view the detailed records of vendors the standard 2 column view To do this use the Custom View tab in the Preferences window to select the specific fields that you want to view for instructions see Setting User Preferences Then choose Custom View from the View menu
46. ide of the window Enter as much information as you can about the vendor in the remaining Value cells of the All Vendor Fields list To do this simply click on the corresponding empty cell and enter the information Notes There are two types of addresses in the All Vendor Fields list the business address B Street City State and ZIP code and the remit to address Remit Street City State and ZIP code Even if these are identical it is necessary to complete all the cells for both types of addresses Click the Save button The vendor is added to the system The text boxes in the Add New Vendor become blank so that you can add another vendor If you want to add another vendor at this point repeat steps 3 9 Otherwise skip to the next step When you are finished adding vendors click the Close button in the Add New Vendor window You return to the main screen The vendor appears when you search for a vendor see Vzewing Vendors Tip After you add a vendor you might want to assign categories to it so that you can look up the vendor by using the Category search feature For instructions see Authorizing a Vendor Keeping up with unique vendors is always troublesome with most companies Eventually duplicate vendors get setup as new vendors Usually duplicate vendors become noticeable when 1099 s are printed MultiSite has an optional method of controlling the creation of new vendors In essence here is ho
47. ing the Category icon in the Vendor Views slider bar see Vzewing Vendors The category appears in the This Vendor Categories list on the right side of the window NOTE Review Team This window was going to be changed so that the Add and Remove buttons work if this change is not going to take place let me know and PII change the instructions so that the users will simply single click on a category to move it to the This Vendor Categories list If you want to remove a category assigned to a vendor select it in the This Vendor Categories list and click the Remove button Repeat this for each category you want to remove Click the Save button To exit the Vendor Category Linking window click the Close button or the x in the upper right corner of the window You return to the main screen Deactivating a Vendor If you are not going to use a vendor anymore you can deactivate the vendor s record After you deactivate a vendor his record no longer appears when you conduct a vendor search This helps limit the number of vendor recotds thus shortening the amount of time you spend waiting for the system to retrieve records and enabling you to find records more efficiently gt To deactivate a vendor do the following MultiSite Systems LLC 1 Select the vendor you want to deactivate For instructions see Vzewing Vendors Right click on the vendot s record and choose De Activate Vendor from the shortcut
48. le and or send the report as an e mail attachment to a specified e mail recipient lof2 P bi n Sle 100 Explanations of each button and label in sequential order from left to right are as follows version 6 Total 49 1002 49 of 49 67 MultiSite Suite Accounts Payable Module Generating amp Printing Reports The red x closes the window The first left arrow goes to the 1 page in the report The second left arrow goes to the previous page in the report The 1 of 2 indicates the page number that is currently displayed page 1 followed by the total number of pages 2 pages The first right arrow goes to the next page in the report The last right arrow goes to the last page in the report The square stops the viewer from searching for a particular page You can use this button if you click the 1st page button or last page button and it is taking too long for the viewer to find the page due to the length of the report The reports window displays whatever page the system is retrieving at the moment you click this stop button The print button prints the report The print and wrench button opens the Printer Setup window to select printer options such as Landscape orientation for reports that are too wide to print in Portrait orientation The envelope button is the export button It opens a standard export window that enables you to export the report to a file or to send
49. le Module Writing Checks AP View and viewing the Authorized column in the record grid For instructions see Wzewing Unpaid Invoices When invoices are entered into the system they are not posted to the General Ledger module until checks are written for them Writing Batches of Checks gt To write a batch of checks for several vendor invoices at once do the following 1 If it isn t already open click on the Checks label bar to display the Checks options 2 Inthe Checks slider bar click the Check Wizard icon The first panel of the Check Wizard appears shown below Note If someone else is writing checks in the system a message box appears letting you know that the check writing feature is being used The name of the system user appears in the message box If this happens click OK in the message box contact the user and find out when he or she will be finished writing checks When you know that the person is no longer writing checks click Yes in the message box that reads Do you want to change the light to green This lets other users know that you are now writing checks Anyone else attempting to write checks will see the alert message and your name will appear in it s Check Wizard 1 AP Check Wizard Select all Authorized Checks with Due Date on or before 067 23 2003 Post Checks to Period 062003 Check Date 06723 2003 Select One Select by Yendorfs C All for Curent Use
50. menu and select various commands to perform specific tasks or view or print additional information For more information see the Shortcut Menu Commands section in the Viewing Vendors topic Click level Sorting MultiSite Systems LLC AP supports click level sorting This means that if you click on any of the column headers in a grid of records all the records will sort according to that column header The records sort in ascending order For example if you click the City column header in the List View panel of vendors below the records will sort according to City in alphabetical order version 6 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable Status Bar Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors File Edit wiew Tools Help CF TEI am Sl fa List View ane List View Filter All Records a Category Aa Sites ff Trades column Ba Print Profile KE AEE headers Ba Add Vendor 5 DWESBUSN1 Be Edit Vendor Cat Ge AP History Hardware WES BUSINESS Miscellaneous WES HOME CENTER INC 44604 Miscellaneous a Pay History WES OF ALBEMARLE AMN 44010 Miscellaneous WES OF DURHAM OCN Miscellaneous WES OF ELIZABETH ECN Invoices List View Filter All Records NUM CAPS 06 23 2003 9 22 AM The status bar at the bottom of the AP screen always tells you where you are in the program St
51. n You can also use the AP module to look up information quickly such as a vendor s phone number and to display histories of invoices recetved and paid The AP module exchanges information with the General Ledger module However invoices entered into AP are not recorded in GL until the corresponding checks are written unless your AP is setup to use AP Accrual With the Accounts Payable module users can do all of the following View vendors by name site trade and category View open accounts payable by user site property manager vendor or due date Display a history of invoices entered in the AP module or checks written to vendors in the Cash Management or AP module Add vendors and modify vendor information Enter and modify invoices Write reprint and void checks Authorize checks for invoices authorized users only Generate reports The Accounts Payable module has the following features MultiSite Systems LLC Microsoft Outlook user interface design for simplicity and consistency with other MultiSite modules Compatibility with Microsoft Office 97 2000 and XP Note A mail merge feature that integrates AP with Microsoft Word for creation of letters and mailing labels is currently under construction Filters that provide custom views so that users can see only the information they need to perform their own jobs version 6 1 MultiSite Suite Account
52. n be written for it Invoice approval and check printing is restricted to authorized personnel Note When invoices are entered into the system they are not recorded in the General Ledger module until checks are written for them unless yout property is setup to use the AP Accrual method For instructions on writing checks see Writing Checks Also see AP Accrual gt To enter an invoice do the following 1 Select the vendor for whom you want to enter an invoice For instructions see zewing Vendors 2 Do one of the following Open the Invoices slider bar and click the New folder icon Right click on the selected vendor s record From the shortcut menu that appears choose New Invoice Press the shortcut key combination Ctrl I on your keyboard The New Invoice Entry window appears MultiSite Systems LLC version 6 45 MultiSite Suite Accounts Payable Module Entering Invoices 4 AP NEW Invoice Entry File Edit Insert View Tools Help a Save ln Sitet Yent INV T Delete Address Inv Amt _ wij New Inv x Cancel Inv Dt tt Quit Iry ooo r Manual es x Pa a Previou Net Invoice Bldg Unit JobCode Acct Description Debit Credit MESSAGE Monai mee m Or 3 In the Site text box do one of the following Enter the site number associated with the invoice If you don t know the site number double click inside the Site text box or p
53. n automatically appear in the corresponding text boxes Tip You can change any of this information by entering alternate text and numbers in these text boxes The vendor s business address remit to address and payment terms come from the vendor s master file 2 column view of the vendor and you can make more permanent global changes for these values there see Modifying Vendor Details The default description is copied from the last invoice that was entered for the vendor Using the hard copy invoice enter the invoice number in the Inv text box Enter the amount of the invoice in the Inv Amt text box Enter the date of the invoice in the Inv Dt text box in mmddyyyy format If there is an account number associated with the vendor you can enter it in the Acct text box Tips The Acct text box in the header is an optional field for an account number that a site may have with the vendor The Acct cell in the detail lines of the invoice is a required field for the General Ledger version 6 47 MultiSite Suite Accounts Payable Module Entering Invoices MultiSite Systems LLC 11 12 13 14 15 16 17 Account number associated with the invoice see step 16 below If you enter an account number in the Acct text box of the header the system will enter it automatically the next time you enter an invoice for the vendor If you want to add a comment enter it in the Comments text box located dire
54. n the main screen toolbar or by pressing the shortcut key combination Ctrl L on your keyboard Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors File Edit wiew Tools Help pa zomeana am List Yiew Filter All Records Ba List View i Be Sites fim Trades Vendor Name VID Main Trade City State LastPayablet Ba Print Profile Ea Add Vendor Ga Edit Vendor Cat Ba AP History Ba Pay History Ba Category List View Filter All Records NUM CAPS 06 23 2003 9 18 AM In the text box at the top of the panel enter the first few letters of the vendor s name Press the Enter key on your keyboard A list of vendors with names that match the letters you entered appears in the panel version 6 li MultiSite Suite Accounts Payable Module Viewing Vendors MultiSite Systems LLC Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors i pa zamana no 2 Ba List View A i List View Filter All Records fa Category i Sites fim Trades Vendor Name VID Main Trade City State LastPayablel gt Hardware ATLANTA GA 08708 2001 Ba Print Profile Ea Add Vendor Ba Edit Vendor Cat Ga AP History OWES BUSINESS LOWES BUST Miscellaneous S HOME CENTER INC Miscellaneous Ba Pay History S OF ALBEMARLE AMN Miscellaneous WES OF DURHAM OCN Miscellaneo
55. ne If you want to change the description in the detail line select the cell and enter a different one version 6 48 MultiSite Suite Accounts Payable Module Modifying Invoices 18 19 20 21 Modifying Invoices Put the invoice amount in the Debit cell The system automatically enters the credit to cash If other line items are associated with this invoice use the down arrow key on your keyboard to navigate to the next line item and repeat steps 13 18 For example if a credit appears on the invoice you can enter it in the Credit cell on a separate line item Tip If you need to delete a line item that you entered right click on the row and choose Delete This Row from the shortcut menu that appears After all the invoice information is entered make sure that the total amount of all the debits in the line items equals the number in the Inv Amt text box in the header of the invoice These numbers must match before you can save the invoice If they do not adjust your entries so that they are equal In the Actions slider bar of the window click the Save Invoice icon The system automatically prints the invoice voucher shown below You use this voucher to obtain approval so that a check can be written for the invoice Note The system will only enable you to modify an invoice that has not yet been paid gt To change information in an open invoice do the following 1 be MultiSite Systems LLC Displ
56. ntry window click the Quit Invoices icon in the Actions slider bar En Tip You can filter the records that appear in the AP history by setting a date range in the Preferences window and then selecting Filter Date Range from the View menu In this way you can shorten the amount of time that you spend waiting for the system to retrieve unneeded records and you can scroll through records more efficiently You can also filter the history to view voided invoices only For more information see the Filtering Records for Customized Viewing section in the Vzening Vendors topic and Setting User Preferences Viewing the Pay History MultiSite Systems LLC The AP system automatically keeps an ongoing history of all the checks that have been written to vendors in the AP module or the Cash Management module You can view this pay history for a specific vendor by following the instructions below version 6 37 MultiSite Suite Accounts Payable Module Viewing the Pay History gt To view the pay history for a vendor do the following 1 Select the vendor for whom you want to view the pay history For instructions see zewing Vendors 2 Do one of the following Inthe Vendor Views slider bar click the Pay History folder icon Right click on the selected vendor s record From the shortcut menu that appears choose Pay History Press the shortcut key combination Ctrl P on your keyboard A list of checks that have been written f
57. nvoices The Open AP Views slider bar contains icons that enable you to display open payables 1 e invoices that have not yet been paid You can look up open payables by the following search criteria 4 By User By Site By Property Manager By Vendor By Due Date Specific instructions for each search criteria follow below Searching by User The By User icon enables you to look up open payables that a specific user has entered into AP gt To search for the open payables that a user has entered do the following MultiSite Systems LLC 1 If the Open AP Views label bar isn t already open click on it to display the various viewing options In the Open AP Views slider bar click the By User folder icon A list of AP users appears in the center of the main screen In the list select the name of the user whose open invoices you want to display A list of all the unpaid invoices that the user entered appears in the main panel as shown version 6 39 MultiSite Suite Accounts Payable Module Viewing Unpaid Invoices Searching by Site Multi Family AP Dates NOT Filtered Division NOT Filtered Filtered for Active Yendors File Edit Yiew Tools Help g Ha qoameang amn e A A Carolyn Carolyn Ga By User gt i By Site n E AA E ee a E E E i duanelle P DUKE POWER JONESVILLE 0000425757 2003 a electric se Ba By PM By Vendor 7 ae i JW CARPET BURKE
58. or Categories to help users find the vendor by category Note It is not a system requirement to assign a category to a vendor Therefore if you search for a vendor by category and do not see him in the list it does zo mean that his record is not in the system You might find the vendor by searching by name trade or some other method gt To search for a vendor by category do the following 1 If the Vendor Views label bar isn t already open click on it to display the various viewing options 2 Inthe Vendor Views slider bar click the Category folder icon A list of categories appears in the center part of the screen MultiSite Systems LLC version 6 14 MultiSite Suite Accounts Payable Module Viewing Vendors MultiSite Systems LLC Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors File Edit wiew Tools Help Oe gomang an 62 Ba List View individual Ba Category oer p Contractor ee Do Not Use a Trades Exteriors gt en _ ABERDEEN CARPET amp TEXT a Add Vendor Rex Barbeque fa Edit Vendor Cat a Interiors H Landscaping Ga AP History Legal fa Pay History Mail Order Municipality Other Painter Retail Store Ba Print Profile SubContractor r Supplier Wholesale Type ate Subiect SSCS a ea Category Filter All Records Individual NUM M CAPS 06 23 2003 003 9 24
59. or the selected vendor appears The Source column indicates whether a check was written in AP or in the Cash Management system Corporate AP Dates NOT Filtered Division NOT Filtered Filtered for Active Yendors File Edit Yiew Tools Help OF TIBI amn 3 ef Ba List View A Payment History for BELLSOUTH CR Cleared VOID Acct Name Sources Ei AP HEM CORP P Ba Category Ba Sites 45 3 42 Ga Trades iv 01 30 2003 M HEM CORP NENA as a as 2 is M ff Add Vendor 02 27 2003 26293 228 36 HEM CORP a Edit Vendor Cat a 03 27 2003 26487 HEM CORP Ga AP History Eye Ty M A Ba Pay History 05 01 2003 26727 HEM CORP M HEM CORP v E E i a a Pay History Filter All Records BELLSOUTH CR NUM CAPS 06 23 2003 9 56 AM rE Tip You can filter the records that appear in the pay history by setting a date range in the Preferences window and then selecting Filter Date Range from the View menu In this way you can shorten the amount of time that you spend waiting for the system to retrieve unneeded records and you can scroll through records mote efficiently You can also filter the history to view voided invoices only For more information see the Filtering Records for Customized Viewing section in the Vzening Vendors topic MultiSite Systems LLC version 6 38 MultiSite Suite Accounts Payable Module Viewing Unpaid Invoices and Setting User Preferences Viewing Unpaid I
60. or the system to display reminders the Show Reminders command on the Tools menu must be selected gt To set reminders do the following 1 From the Tools menu of the main screen choose Show Reminders The Reminders window appears MultiSite Systems LLC version 6 73 MultiSite Suite Accounts Payable Module Setting Reminders w Reminders Oy x File Filter Date Subiect TT o Diiss Clear All Close Add Reminder 2 Click the Add Reminder button The Add Reminder window appears Add Reminder Eq Add a Reminder Reminder Frequency Beginning Date 06 1 3 2003 a Ending Date 06 1 3 2003 a 2nd Week Every Month Every Monday Subject al Every Tuesday fe Every Wednesday Description Every Thursday Every Friday Every Saturday Every Sunday Every Weekday Every Weekend Close Save 3 Inthe Beginning Date text box select or enter the date on which you want the reminder to start 4 Inthe Ending Date text box select or enter the date on which you want the reminder to end 5 In the Subject text box enter the subject of the reminder 6 Inthe Description text box enter a detailed description of the reminder 7 Inthe Reminder Frequency list select the frequency with which you want to be reminded 8 Click the Save button MultiSite Systems LLC version 6 74 MultiSite Suite Accounts Payable Module Displaying the Windows Notepad amp Calculator A message
61. ort Menu window You return to the main screen Generating the Check Register Report gt To generate the Check Register report do the following MultiSite Systems LLC 1 If the Reports label bar isn t already open click on it to display the two Reports icons In the Reports slider bar click the Check Register icon The Check Register Report selection window appears version 6 65 MultiSite Suite Accounts Payable Module Generating amp Printing Reports i Check Register Report Select Bank Account and Date Range _ AcctName Acct Number Bank Name Acct Type gt CCB CCR Securty Deposit Security Deposit Select Date Range Beginning Date Ending Date 3 Inthe text box at the top of the window enter the first few letters of the bank account name for which you want to generate the check register report The corresponding names appear in the window 4 Scroll to the account name you want and click on it to select it 5 Inthe Beginning Date text box enter the starting date of the date range for which you want to display check register transactions in the report in mmyydddd format 6 Inthe Ending Date text box enter the ending date of the date range for which you want to display check register transactions in the report in mmyydddd format 7 Click the Print button at the bottom of the window The report appears in the Reports window MultiSite Systems LLC version 6 66
62. r Select by Site s C Utility Yendors C SelectbyPM s Exit Next gt gt MultiSite Systems LLC version 6 56 MultiSite Suite Accounts Payable Module Writing Checks 3 The default due date for the range of checks that you will print is today s date You can change this date to a previous or future one in the Due Date text box All checks that are due on or before this date will be printed 4 The default period in which you will post the checks to the General Ledger is the current period You can change the period by changing it in the Post Checks to Period text box 5 The default date that will appear on the printed checks is today s date You can change the date to a past or future one in the Check Date text box 6 Select one of the options for the group of checks that you will be printing You can select any one of the following Checks due for a specific vendor Select by Vendor Checks due for all the open invoices that a specific user has entered into AP All for Current User Checks due for a specific site Select by Site Checks due for all utility vendors Utility Vendors Checks due for sites managed by a specific property manager Select by PM 7 Click the Next button The corresponding selection panel appears in the wizard The one in the picture below is for the All for Current User option Check Wizard 2 OF x AP Check Wizard Available User s SelectOne
63. rch by category site or trade the system automatically displays the detailed record of the vendor 2 column view Specific instructions for each search criteria follow below r Tips Ifa vendor calls the fastest way to find them is to use the List View see Searching by Name directly below Right click on the vendor s record and choose AP History or Pay History from the shortcut menu or press Ctrlt H or Ctrl P respectively This is the fastest way to display a vendor s invoices or checks You can shorten the list of vendors or vendor details that the system displays by using the various filtering options on the View menu in the main screen menu bar In this way you can avoid lengthy data retrieval times and locate records more efficiently For instructions see the Fiering Records for Customized Viewing section in this topic MultiSite Systems LLC version 6 10 MultiSite Suite Accounts Payable Module Viewing Vendors Searching by Name gt To search for a vendor by name do the following MultiSite Systems LLC 1 If the Vendor Views label bar isn t already open click on it to display the various viewing options In the Vendor Views slider bar click the List View folder icon The List View panel appears as shown below Tip When you first log into AP the List View panel appears automatically by default You can also open the List View by clicking on the Search for Vendor button binocular button o
64. re displayed and you can select them to perform specific tasks or view additional information The choices are Print All Rows prints all the rows in the current view Print Selected Rows prints all the rows that you have selected in the current view you can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse version 6 19 MultiSite Suite Accounts Payable Module Adding Modifying amp Deleting Vendor Notes Export All to CSV file exports all the rows in the current view to a csv file Export Selected to CSV File exports all the rows that you have selected in the current view to a csv file you can select multiple rows by holding down your Shift or Ctrl key and then clicking the rows with your mouse AP History displays a history of the invoices that have been entered into the system for a specific vendor For more information see zewing the AP History New Invoice opens a blank on screen invoice so that you can create a new invoice for the selected vendor For more information see Entering Invoices Pay History displays the history of checks written for vendors from the AP module or the Cash Management module For more information see Viewing the Pay History Print Profile prints a vendor profile for the selected vendor Vendor 2 Column View displays the details for the selected vendor List View displays the list of vendors De Acti
65. ready open click on it to display the various viewing options In the Open AP Views slider bar click the By PM folder icon A list of property managers appears in the center of the main screen version 6 41 MultiSite Suite Accounts Payable Module Viewing Unpaid Invoices 3 In the list select the property manager who manages the sites associated with the invoices you want to view A list of all the unpaid invoices for the sites managed by the PM appears in the main panel as shown Multi Family AP Dates NOT Filtered Division NOT Filtered Filtered for Active Yendors File Edit wiew Tools Help ol Hn 2 Candace Heath 19 Ga By User fia By Site Anita Sumner Verda Name steNane Time oae Duba Des jai iar Dunsmot gt ae STEN Ba By PM Becky Steven w fa By Vendor Brandon Liles EQUIFAX CR CDE 6925155 ae ae ME By Cee David Phipps _ MICROB CDB 074755 06 13 2003 06 13 2003 ML1 GanyRoupe Ef TOM BROWN CDEH HYD 433986 04 03 2003 04 03 2003 mov Gary Berg im Kelly Hammer J SPRINT YELLOW HAWTHORNE 06 02 2003 06 02 2003 AD Liliam Urbina f ia Linda Phillips z EQUIFAX CR HOl WINTON 6825158 05 31 2003 05 31 2003 04 Lisa Oglesby _ Mike Lucas J THOMPSON HOUS OPP 53995 04 30 2003 04 30 2003 90 1 oo N A i Susan Eliott f f THOMPSON RICH SQUARE 6399 04230 2003 04 30 2003 169 w TonyJones f PU EQUIFAX CR SCOTLAND 682552 05 31 2003 05
66. ress Enter on your keyboard to display the Site Search window shown below Enter the first few letters of the site name in the text box at the top and use the scroll bar to locate the site Double click on the site or select it and press the Enter key on your keyboard to close the window and place the site number in the Site text box ig Search for a Site iil Start Typing press ENTER or BbIiclick Apartment Name 305 WESLEY RIDGE WESLEY RIDGE 124 WEST JEFFERSON WESTYIEW TERRACE 127 WILLIAMSTON 131 WY THEVILLE LONGVIEW 4 Navigate outside the Site text box MultiSite Systems LLC version 6 46 MultiSite Suite Accounts Payable Module Entering Invoices MultiSite Systems LLC 5 6 10 The site and apartment names automatically appear in the top part of the window In the Ven text box do the following Enter the vendor number associated with the invoice If you don t know the vendor number double click inside the Ven text box or press Enter on your keyboard to display the Vendor Search window Enter the first few letters of the vendor s name in the text box at the top and use the scroll bar to locate the vendor Double click on the vendor or select it and press the Enter key on yout keyboard to close the window and place the vendor number in the Ven text box Navigate outside the Ven text box The vendor s business address remit to address payment terms and a default descriptio
67. s E e i E 11099 Report ei 1099 Report One Yendor i Letter Yendors Authorized Purchasers Close Reports i Reprint Invoice Youchers i Yendor Master By Category Fi Yendor Master By Site pe Report Description IRS Format Summary by Site of all 1099s 1 to a page For a date lt n range Scroll down the list of reports until you find the one you want to view Then click on the report name to select it Tip An arrow appears in the selection bar next to the report that you selected A description of the report is displayed in the Report Description box at the bottom of the window Do one of the following Click the All icon in the Preview slider bar on the right side of the AP Report Menu window Double click on the report name If report parameters are associated with the selected report a report parameters window appears Each parameter window contains different options depending on which report you selected in step 3 Select and or enter the parameter values by which you want to filter the selected the report Click OK The selected report appears in the Reports window as shown below version 6 64 MultiSite Suite Accounts Payable Module Generating amp Printing Reports E endor Master x K 4 1 of 1368 b gt m AEA fioo x Total26869 100 26869 of 26869 Vendor Master Harris Brown Mgt Vendor Name YIDA Bus Address Remit Address A amp H SEPTIC TANKWELL E
68. s NAA v or 0172003 fi 273172003 Dynamic Date Range Filter for Check Dates beginning Filter for Check Dates endifng Save Settings Undo Close 2 If you want to change the current period in which you want to view and manage AP data enter the period in the Session Current Period text box Note When you change the default current period the new default value only appears during the current session When you exit AP the default current period automatically resets to the actual current period The actual current period is set by the system administrator at the beginning of each period 3 If you want to change the location where the system saves and stores exported reports double click inside the Default Report Location text box Then in the browse window that appears select the alternate location in the file directory 4 If you want to change the location where the system saves and stores exported documents double click inside the Default Document Location text box Then in the browse window that appears select the alternate location in the file directory Note Currently no documents are generated in AP The Default Document Location preference is for future reference 5 If you want to define a specific format for check vouchers double click inside the Check Voucher Report text box Then in the browse window MultiSite Systems LLC version 6 70 MultiSite Suite Accounts Payable Mod
69. s Payable Module Logging Into Accounts Payable Invoice Entry window is designed for minimal mouse usage Default descriptions and General Ledger codes which help speed the invoice entry process Checks can be written individually or in batches on a standard office laser printer using inexpensive blank check stock Full 1099 support Supports both centralized and decentralized processing data synchronization enables work to be performed at remote locations and then synced with the server at the central office Users at remote sites and traveling property managers can access and update information Unlimited histories of vendor invoices and checks are automatically maintained in the system Unlimited journal items such as notes correspondence phone calls meetings and so forth can be added and updated for each user Word files Excel files and image files such as scanned contracts photos or correspondence can be attached to any journal item note Automatic posting to the General Ledger module when checks are written for invoices Fast easy generation of reports that can be viewed printed exported to Excel or sent as an e mail attachment from one simple window Security levels limit access to sensitive information as needed Logging Into Accounts Payable gt To log into the Accounts Payable module do the following 1 On your regular Windows Desktop double click the
70. ser Preferences lt The Move Vendor command enables you to move information from one vendor s record to a duplicate record for that same vendor This command is used in conjunction with the Delete Vendor record explained below lt The Delete Vendor command enables you to delete a vendor from the AP system You would use this command to delete a duplicate record for a vendor after moving the vendot s information from the duplicate record to the one that you d like to keep in the system lt Rebuild your system layout files when you are experiencing technical trouble see Rebuilding Layout Files Note This is something that customer support may ask you to do if you are experiencing system difficulties it is not advisable to choose this MultiSite Systems LLC version 6 6 MultiSite Suite Accounts Payable Module Navigating in Accounts Payable Shortcut Menu option on your own lt The Show Reminders command lets you set and display reminders to notify you of specific tasks to be done see Setting Reminders lt The Notepad and Calculator commands display the Windows Notepad and Calculator see Displaying the Windows Notepad Calculator Help menu displays the online Help and the version number of the AP module A short cut menu is available from the vendor list as well as from any specific vendor s detail record You can right click on a vendor s record to display the
71. sociated with a vendor you can look up the vendor by site name by following the instructions below gt To search for a vendor by site do the following 1 Ifthe Vendor Views label bar isn t already open click on it to display the various viewing options 2 Inthe Vendor Views slider bar click the Sites folder icon A list of sites appears in the center part of the screen MultiSite Systems LLC Multi Family AP File Edit wiew Tools Help a fa List View a fa Category Dates NOT Filtered Division Multi Family Filtered for Active Yendors Dal Toameana an 2 X Custom View Fields for A_E TELEVISION NETWORK amp amp T HOMES 269 Bs Sites ALD a Trades El ALD Ba Print Profile fa Add Vendor E H Ba Edit Vendor Cat ERSGATE 2 ERSGATE II 3 4COM INC me amp E TELEVISION NET 4 1 LAWN CARE ALAN PRESTON PIANO ALDERSGATE Ga AP History EL Ba Pay History ALDERSGATE II SEC DE o ALTA FICKLING AMERICAN SIGNS BY TC In AMERICAN SOCIETY ON AMERICAN TILE WORKS ANGIE LILLY AQUA COOL ASHEBORO PLEG amp HTE BB amp T C O CIF CONFIRM Checks J Reports LS BELLSOUTH 70807 BLUE BIRD DIAMOND Tz BONITZ FLOORING GRO BRAD S GOLF CARS Brent DUMMY amp Associ _ BROWNING FERRIS IND gt 4 Field Name Field Value N YID Not Updatable Contact Street FIRST UNION NATIONAL BA
72. th a debit of each expense record and a credit for your payable account and the entries are posted to the current period in AP The current period can be overridden by using the period textbox directly in the AP data entry form This field is located at the bottom right corner of the form This Hevea field cannot be edited after the invoice is 052012 saved If you posted to the incorrect period and you wish the invoice posted to an alternate period you must Void the invoice and re enter the invoice in a different period Note In Summary Save Invoice Db Expenses and Cr Liability Pay Invoice Db Liability and Cr Cash When an invoice is Voided The GL is updated with a reversal of the original entries and the records are posted in the AP current period The period of invoice entry and voiding can be in different periods When an invoice is placed on hold The GL is not updated When an invoice is paid The GL is updated with a debit to the AP Accrual account and credit made to the cash account version 6 51 MultiSite Suite Accounts Payable Module AP Invoice Budget Bar Editing an Accrual Invoice Invoices can be edited in the same period they were originally entered Invoices cannot be edited in a different period as the original period If you must edit an invoice you will first Void the Invoice in the current period then enter the invoice as new If you know the accounting has not closed a previous period yo
73. ting Vendor Categories below For instructions on searching by category see the Searching by Category section in the topic Viewing Vendors Authorizing a Vendor Keeping up with unique vendors is always troublesome with most companies Eventually duplicate vendors get setup as new vendors Usually duplicate vendors become noticeable when 1099 s are printed MultiSite has an optional method of controlling the creation of new vendors In essence here is how the new vendors are controlled e Any non Read Only user can add new vendors e By default all Vendors will be saved as Un Authorized e The Un Authorized status does not hinder users from entering invoices using the new un authorized vendor o When the invoice prints out large NOT AUTHORIZED prints on the invoice o The new vendor stays in the un authorized status until an administrator authorizes the new vendor o During the automated check writing in the Check Wizard the un authorized vendor outstanding invoices will be paid The top voucher portion of the check will have a bold caption NOT AUTHORIZED This is a last minute effort to put emphasis on an un authorized vendor The top voucher portion can be torn off and the check mailed to the vendor Later the vendor can be authorized or moved to another existing vendor e Un Authorized vendors can be viewed in the AP module by clicking the icon UnAuthorized located in the Views group
74. topic If you want to attach a file such as a scanned document to the invoice click the F button to the right of the File text box Use the standard browse window to locate and select the file then click OK To delete an attached file select the file name inside the File text box and press the Delete key on your keyboard Tip To view an attachment double click directly on the name of the attached file 6 After all the invoice information is modified make sure that the total amount of all the debits in the line items equals the number in the Inv Amt text box in the header of the invoice These numbers must match before you can save the invoice If they do not adjust your entries so that they are equal 7 Inthe Actions slider bar of the window click the Save Invoice icon version 6 50 MultiSite Suite Accounts Payable Module AP Accrual Method The system automatically prints the invoice voucher shown below You use this voucher to obtain approval so that a check can be written for the invoice AP Accrual Method MultiSite Systems LLC When using AP Accrual the GL is updated when an invoice is saved AP Accrual must be setup by technical support Users cannot change AP from the cash method to Accrual If you are already using the Cash method you and technical support must coordinate the date of switching to accrual Accrual works like this When an invoice is entered and saved the GL is updated wi
75. u may use the period textbox on the invoice data entry form Accrual Report The report AP Accrual 2110 report shows all invoices that are un paid for the period entered as a parameter of that report Fyi this report is named AP Accrual 2110 but the actual Liability account does not have to be 2110 When technical support sets up your accrual they will enter an account number of your choosing as the payable liability account AP Invoice Budget Bar The AP Invoice form can optionally display the Budget Bar at the bottom of the invoice form Options TO no This bar can be turned on and off by setting the v Print on Save Option Display Budget The Options menu v Display Budget item can be found at the top of the Invoice form This setting will remain in effect until you change the setting The Budget Bar works like this MultiSite Systems LLC If your setting is not already set to display the budget turn it on While you are entering individual line items to the invoice the Budget Bar will be changing to match the information in the line you are entering o The Budget Bar changes information when you change focus from the Acct column to the Description column And the Budget Bar changes again when you tab off the Debit Column and your cursor stays in the Credit column version 6 52 MultiSite Suite Accounts Payable Module AP Invoice Budget Bar o If you Tab off the current line the display
76. ule Setting User Preferences MultiSite Systems LLC 10 11 12 13 that appears navigate to and select the specific report file that you want to use If you want to define a specific format for printing checks double click inside the Check Printing Report text box Then in the browse window that appears navigate to and select the specific report file that you want to use If you want to change the printer to which checks are sent for printing select it from the Check Printer drop down list If you want to define a specific format for the Check Register report double click inside the Check Register Report text box Then in the browse window that appears navigate to and select the specific report file that you want to use If you have system administrator privileges you can filter vendor records by company division office property manager or site manager by selecting the name from the corresponding drop down lists Note If you do ot have system administrator privileges you should zo change the Default Division Default Office Default Property Manager ot Default Site Manager preferences This could cause problems For example if you are a site manager and you select UNKNOWN for the Default Site Manager the system will not return any vendor records when you conduct a search The same thing will happen if you are a property manager and you select UNKNOWN for the Default Property Manager If you are
77. us OWES OF ELIZABETH ECN Miscellaneous Vendor Notes List View Filter All Records NUM CAPs 06 23 2003 9 22 AM Use the scroll bar or the down arrow key on your keyboard to navigate down the list until you find the vendor you want Do one of the following Double click on the vendor name Select the vendor name then right click and choose Vendor 2 Column View from the shortcut menu that appears The vendor information appears in the standard 2 column view as shown below version 6 12 MultiSite Suite Accounts Payable Module Viewing Vendors Corporate AP Dates NOT Filtered Division Corporate Filtered for Active Yendors File Edit Yiew Tools Help OF qomeang ol Custom View Fields for LOWES HOME CENTER Ba List View Ba Category ee e Sa Trades Ba Print Profile Add Vendor Ba Edit Vendor Cat Ga AP History Ba Pay History SGN 0404 GREENSBORO Py Insurance Cert Reqd Require 1099 Open AP Views tye Tate Subject thor List View Filter All Records LOWES HOME CENTER NUM CAPS 06 23 2003 9 22 AM Searching by Category MultiSite Systems LLC When vendors are added to the system they can be assigned to one or more categories see Authorizing a Vendor Keeping up with unique vendors is always troublesome with most companies Eventually duplicate vendors get setup as new vendors Usually duplicate vendots become noticeable when
78. vate Vendor deactivates the selected vendor Instructions for managing vendor information are provided in the topics that follow Adding Modifying amp Deleting Vendor Notes MultiSite Systems LLC A Vendor Notes section appears at the bottom of various vendor Views in the AP system It enables you to view add modify deactivate or delete notes about a vendor Tip No matter which View you are in when you add ot modify vendor notes the additions and changes you make appear in all the other Views where the Vendor Notes section is displayed version 6 20 MultiSite Suite Accounts Payable Module Adding Modifying amp Deleting Vendor Notes Adding Vendor Notes gt To add a note a vendor do the following be MultiSite Systems LLC 1 Search for the vendor by using one of the methods in the Vzewing Vendors section and select his record or display the detailed 2 column view Do one of the following Click inside the first empty row in the Vendor Notes section Click the Note button on the main screen toolbar A message box appears asking if you want to add a note Click Yes in the message box The Note window appears He Note for BellSouthTest Oy x Eile Insert Note Type Directions Date 06723 2003 Subject D Author rob File Attachment F File Embed Name ensi W Mote Linked File Embeded File Save Cancel Print jd dd record jbl Tip You can also add a note by displa
79. vendor detail contact technical support Whenever a detail is edited the system notes the person who edited vendor details as well as the date and time version 6 24 MultiSite Suite Accounts Payable Module Printing Vendor Profiles gt To modify any of the details in a vendor s record do the following 1 Search for the vendor by using one of the methods in the Vzewing Vendors section and display the 2 column view of his record 2 Inthe vendors record double click on the value that you want to change The Editing window appears ia Editing B City Field Existing BCity Value New BCity Value JALLAS Data Field Type Character OK Browse Cancel The current value appears in the Existing text box at the top This text box is for reference purposes only 3 Do one of the following Inthe New text box enter the new value manually Click the Browse button to display all the possible values they appear in the larger blank text box in the lower left part of the window Then select the one you want to enter by clicking on it 4 Click OK The information is changed and you return to the main screen Printing Vendor Profiles You can print a vendor profile quickly and easily in AP gt To print a vendor profile do the following 1 Select the vendor for whom you want print a profile For instructions see Vzewing Vendors MultiSite Systems LLC version 6 25 Multi
80. w the new vendors are controlled e Any non Read Only user can add new version 6 28 MultiSite Suite Accounts Payable Module MultiSite Systems LLC version 6 Adding a Vendor vendors By default all Vendors will be saved as Un Authorized The Un Authorized status does not hinder users from entering invoices using the new un authorized vendor o When the invoice prints out large NOT AUTHORIZED prints on the invoice o The new vendor stays in the un authorized status until an administrator authorizes the new vendor o During the automated check writing in the Check Wizard the un authorized vendor outstanding invoices will be paid The top voucher portion of the check will have a bold caption NOT AUTHORIZED This is a last minute effort to put emphasis on an un authorized vendor The top voucher portion can be torn off and the check mailed to the vendor Later the vendor can be authorized or moved to another existing vendor Un Authorized vendors can be viewed in the AP module by clicking the icon UnAuthorized located in the Views group sidebar The main grid will be filled with a list of all vendors with the un authorized status Admin users can authorize vendors by clicking on the checkbox in the 29 MultiSite Suite Accounts Payable Module Authorizing a Vendor unauthorized view e The procedure to authorize vendors is O Adding amp Edi
81. y 03 03 2003 3 attached CONWAY maintenance supplies 153 16 03 19 2003 248492 i 03 03 2003 821 4034 CATAWBA HICKOF maint supplies E 02 03 2003 2 attached COASTAL MAINT SUPPLIES j 02703 2003 2 attached WEST CONWAY maint supplies 97 83 02 12 2003 243264 yy 02 CATAWBA HICKOF maint supplies 606 85 02 19 2003 244038 mE Invoices AP History Filter All Records LOWES BUSINESS ACCOUNT NUM CAPS 06 23 2003 3 46 4M Vendor Notes version 6 36 MultiSite Suite Accounts Payable Module Viewing the Pay History 3 To view a specific invoice in the list double click anywhere in the corresponding row The invoice information appears in the Invoice Entry window as shown below amp Accounts Payable Invoice Entry File Edit Insert Yiew Tools Help Oo Vent LOWESBUSN1 Lowes BUSINESS ACCOUNT Save Invoice 50792 i Iny Amt 21 94 Po BOX 4554 DEPT 79 Inv Dt epee PO BO 4554 DEPT 79 P O BOX 4554 DEPT 79 New Invoice Ub u a 2003 CAROL STREAM fit eo 97 4554 CAROL STREAM IL 460197 4554 L gt Description maintenance supplies Wee ie Comments gt 4 Terms Discount Due DE Net Invoice IN et o 06703 2003 o 21 94 Cancel Invoice eligi Umit JobCode Acct Description Debi Credit A a maintenance 21 94 Quit Invoices ts AF 335 Manual Check ft Next Invoice i MESSAGE I On Hold 7 Paid IV Pay Authorized Reports 4 To close the Invoice E
82. yable Module Deleting a Vendor Deleting a Vendor If you enter duplicate records for a vendor you can consolidate the records into one vendor Then you can delete the extraneous record by following the instructions in this topic Note Before you delete a vendor be sure that you have moved all his transactions to the duplicate vendor record that you want to keep in the system For instructions see Moving a Vendor above gt To delete a vendor record do the following 1 From the Tools menu choose Delete Vendor The Delete Vendor window appears ig Delete Yendor Form miel x File FROM VENDOR Enter_first_few_letters_of_Yendor_Name and_press_ENTER _ Vendor Name VID Address City State LastPayat ACTION SUMMARY Close fig 2 Inthe From Vendor text box enter the first few letters of the vendor s name as it appears in the record that you want to delete A list of corresponding names appears beneath the text box 3 From the list select the vendor whose record you want to delete 4 Click the Go button 5 To exit the window click the Close button You return to the main screen MultiSite Systems LLC version 6 35 MultiSite Suite Accounts Payable Module Viewing the AP History Viewing the AP History be The AP system automatically keeps an ongoing history of all the invoices that are entered into AP You can view this AP history for a specific vendor by following the instructions below
83. ying a note that already exists and clicking the Add button in the Note window For more information see the Modifying Deactivating or Deleting Vendor Notes subsection below 4 From the Note Type drop down list select the type of note you are 5 entering In the Subject text box enter a description for the note version 6 21 MultiSite Suite Accounts Payable Module Adding Modifying amp Deleting Vendor Notes 10 11 If you want to attach a file to the note e g a scanned document click the F button to the right of the File Attachment text box and use the standard browse window to locate and select the file Then click OK Skip over the File Embed Name text box the File Embed feature is not operational at this time In the Note text box enter the note you want to add for the selected vendor Click the Save button If you want to print the note click the Print button To exit the Note window click the Close button or the x in the top right corner of the window You return to the main screen Modifying Deactivating or Deleting Vendor Notes gt To modify deactivate or delete an existing note do the following 1 MultiSite Systems LLC Search for the vendor by using one of the methods in the Vzewing Vendors section and select his record or display the detailed 2 column view In the Vendor Notes section double click on the note you want to change or delete The note appears in the Note win

MultiSite Suite: Accounts Payable User`s Manual

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