IT APScans Invoice Processing

Log in to Prologue

Accounts Payable

Windows

Voucher

    Voucher /Debit/Adjustment (AP Transaction as positive to increase AP or negative

New = white page icon at top

Vendor ID:  Use magnifying glass for vendor lookup

Vendor Document:  Invoice Number from the invoice

Vendor Document Date:  Date on the invoice.

Transaction Date:  current date

Due Date:  Upon Receipt (check date on invoice)

GL Date:  Only needs to be modified at month end for prior month invoice

Description:  Vendor name, account or contract number

Invoice Total:  Amount due

Source Ref #:  0043020XXXXX

          Bottom left icon to add rows (and delete)

SAVE (top menu)

YES Batch ID

Blob:  Description = name only

Green Barrel/Save

Attach;  File in APScans

SAVE

 Open to verify attachment is correct

NEW for next Invoice

Send email with batch number to AP group

(new vendor set up to Karen Patricy)
 Move the .pdf files in APScans to a new folder you create in Processed Invoices

Changes to existing batches:

AP Transaction ID:   key in the batch number

Save

Force New Batch number:

New = white page icon at top

Batch ID number folder icon

New = white page icon at top

Transaction Type Drop-down:

          AP Transaction

Save  (note new batch number)

GL Lookup:

General Ledger

Windows

Account Maintenance Inquiry

Account Number

23717-90-999 used for sales tax (ComDoc toners)

43000 – 4 indicates an expense account

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Notes from meeting with Accounting 11/17/23

• Going forward, we can scan paper invoices into Accounting's AP Scans directory (added button to the MFP in IT: G:\Accounting\Dept AP-Scans\70-IT) as GS is only doing mail runs once or twice a week
  • We still receive AT&T & Spectrum paper bills, need to get Densmore/Turner involved to switch to e-statements
• Generally, no new vendors, mostly regular/monthly invoices to be paid
  • When we have a new vendor, send copy of invoice and Form W9 from vendor to Accounting. Also try to get their ACH information, otherwise can just mail a check.
• Accounting just needs to classify, know what GL.  Some items have to be paid by FMHC (we have sent them to Accounting separately) vs. FFL only
  • Examples of invoices charged to FMHC: SoftChoice, SilverTech, Agility, AlloyLabs, etc.
  • Don't need Jerry to stamp anymore, only on FMHC invoices
• DEX invoice split among all branches - use Pivot table for formula
• Retarus spreadsheet with formula in AP Scans / Support Files folder (put in total $ and it splits by GL)
• Begin sending invoices to Accounting AP the week of 12/11/23
• We can discuss phasing out misinvoices@ffl.net later, switching vendors over to the AP-FMHC email address